Attachment 1_DRAFT PHC-Replacement SOW.pdf

PERMANENT HOUSING CONSTRUCTION (PHC) REPLACEMENT

STATEMENT OF WORK (SOW)

TASK ORDER: TBD

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1. Background

On August 6, 2024, severe storms and straight-line winds caused extensive damage to the homes and developments on the individual properties within the Apsáalooke Nation (Crow) Reservation in Montana.

The event displaced numerous Tribal families which increased current housing shortages and further limited safe habitable occupancies.

The U.S. President signed a Disaster Declaration on November 14, 2024, making funds available to the

Federal Emergency Management Agency (FEMA) to provide disaster assistance to the Apsáalooke

Nation (Crow) Reservation in Montana, and the Permanent Housing Construction – Replacement (PHC) program has been approved. The Office of Response and Recovery (ORR), Recovery Directorate is seeking to replace eligible applicant housing affected by the disaster. The services required are in support of the Individual Assistance (IA) program office, and disaster relief effort, DR-4847-CTM.

The damage to the houses and developments compromised roof, wall, and floor systems, exposing interiors of the affected structures. This allowed subsequent wind-driven rain to exacerbate the initial physical damages caused by the event, prolonging subsequent damages to the exterior and interior portions of the homes and their contents.

2. General Scope of Work

The purpose of this procurement is to acquire contractual commercial services to replace eligible applicant's dwellings, impacted on the Apsáalooke Nation (Crow) Reservation in Montana (Reservation), with a new habitable structure per applicable Federal, State and Local code. All replacements shall be made in a manner consistent with current local building codes, standards, permitting, inspection requirements, and all applicable local environmental planning and historic preservation (EHP) laws and regulations. The contractor(s) performing the replacements shall be licensed in the State of Montana and be a bonded building contractor to cover the scope of work described in this Statement of Work (SOW), and the terms and conditions of the master contract and associated Task Order contract(s). Note: The term “Contractor” will be used to refer to the contracted replacement company from this point on.

The Contractor and FEMA shall evaluate each property to ensure the property is safe, secure, sanitary, and functional. FEMA defines “habitable” as safe, sanitary, and functional. FEMA defines “habitable” as safe, sanitary, and functional. “Safe” refers to being secure from disaster-caused hazards or threats to occupants from an unsafe housing structure; “sanitary” refers to being free of disaster-caused health hazards; and “functional” refers to an item or home capable of being used for its intended purpose. The

Contractor shall provide FEMA an ongoing detailed report of current replacement inventory that shows the status of the site development and each housing unit, and an electronic notification each time a new property replacement is complete and available for consideration of completion.

The Contractor shall be responsible for obtaining all required bonds and permits for all phases of construction to include, demolition, debris removal, disposal of materials, site preparation and identified replacement construction services, to include septic/sewer repair/replacement, disconnect and reconnect utilities, drawings, repair/construct ADA ramps, etc. All permits must always be in the Contractor’s possession and available upon request.

The Contractor shall provide all personnel, facilities, equipment, material, supplies, and services (except

2 | P a g e as may be expressly set forth in the contract and tasks orders as furnished by the Government) and otherwise do all things necessary to, or incident to, performing and providing the items as required by the contract to include this Statement of Work, and the FEMA Manufactured Housing Unit Design Package, (Attachments TBD).

FEMA may ask the Contractor to estimate replacements for a single-family home/trailer that is not initially included in the contract. The contractor will be reimbursed for their services and FEMA will retain the

Contractor’s estimate. If the estimate falls within the PHC-Replacement threshold, and is accepted by FEMA, then the applicant may be eligible for the replacement program. The applicant, FEMA, and the Contractor may engage in negotiations to review and select a new structure suitable for the property. Relocation of the residence on the property may be approved based on estimated floodplain delineation and utility locations, or other reasons.

Tribal Employment Rights Ordinance (TERO) Compliance

All work under DR-4847-CTM performed on the reservation must comply with the Apsáalooke Nation

(Crow) Tribe’s Tribal Employment Rights Ordinance (TERO) and the TERO’s applicable policies, guidelines, regulations, and laws. The strategic direction and operational management of the TERO office is overseen by the TERO Director, who is positioned within the Crow Tribe Executive Branch office. If the prime Contractor will use any Subcontractors to perform the work in this SOW on the reservation, the

Prime Contractor shall coordinate and register with the TERO office and Director, prior to any work on the reservation. The Tribal Employment Rights regulation of the Crow Tribe requires Indian preference

(or tribal preference where allowed) in employment by all employers subject to the Crow Nation

Workforce Protection Act (Crow WPA) (For Subcontractors), and preference in Subcontracting to Indian-certified firms by all contract-awarding entities operating on lands over which the Crow Tribe has jurisdiction, if the Prime Contractor requires subcontracting out any portion of the work. A list of the

TERO approved Contractors is attached to this SOW (Attachment 1). Other TERO requirements apply such as registering with the TERO, submitting a Compliance Plan, a 4% project fee based on monthly

FEMA Construction Progress payments, Crow Monitors during any ground disturbance, and $200.00 per non-Indian worker permit fee, which is valid for one year.

The Contractor shall coordinate with the TERO office before mobilization, submit a TERO Compliance plan to identify permanent and personnel working on the reservation (Core Crew), proposed use of certified Subcontractors, verify payment of fees, etc. Noncompliance with the TERO office may result in penalties, fines, and other adverse actions.

The Contractor should be aware of the TERO regulations, shortage of skilled labor, and mobilization distances that may challenge schedules and budgets. Strategies to use local subcontractors, train local labor, and facilitate staging areas should be considered. The Contractor shall mobilize a defined labor force skilled trades, supervisors, and support staff, in coordination with the TERO office, and attempt to prioritize tribal member employment and apprenticeships. Labor plans should include provisions for on-the-job training and workforce scaling to meet program timelines. For the installation of the new house, it’s recommended the use of TERO approved general contractors that are familiar with working under the

IBC code provisions.

2a. Tribal Reservation Housing

The Contractor shall be experienced in demolition, site development, and all facets of housing construction services to deliver and set up the house on the reservation. The project will consist of replacing residential housing that have been identified as exceeding repair method costs, specifically with three types of homes

3 | P a g e identified by FEMA disaster inspection teams: Site Built & Modular Homes, Manufactured Homes, and

Travel Trailers. Local, Federal, International, and HUD codes are applicable for each new house.

2b. Detailed Requirements for Permanent Housing Construction - Replacements

The Contractor shall provide all labor and material to produce and deliver to the FEMA the following types of Manufactured Housing Units (MHUs) manufactured in accordance with 24 CFR 3280, this

Statement of Work (SOW), and the FEMA Manufactured Housing Unit Design Package, (Attachment

TBD) included in the contract.

Types of MHUs and the MHU box sizes are listed in the table below:

MHU Type MHU Box Size

One Bedroom 8’ X 48’

14 Ft Wide One Bedroom 13’6” X 42’8”

14 Ft Wide Two Bedroom 13’6” X 50’8”

14 Ft Wide Three Bedroom 13’6” X 68’

The Contractor shall complete First Article units (one of each unit type requested by FEMA) and have them ready for the Government for First Article inspection at the test facility (Contractor site).

The following requirements includes, but is not limited to, eligible work items for Permanent Housing

Construction for Home Replacements are: Specific Requirements, Site Preparation, Dry and Wet utility connections, and Accessibility Related Improvements (if required):

Specific Requirements

• Before commencement of work, the Contractor shall perform a site visit to determine the full extent of work. The Contractor shall observe and record existing conditions in the presence of the

Contracting Officer’s Representative (COR) showing the condition of house site area, and other areas within and adjacent to the construction area. It is the Contractor's responsibility to notify the COR of any undocumented utilities located on the site and provide a 48-hour notice to the COR of any outages which may be required during the course of work.

• All existing dimensions and measurements are approximate, and the Contractor shall field verify.

• Should conflicts be discovered between the drawings provided and the SOW, or between two drawings, the higher standards will apply. Guidance shall be provided by the COR.

Site Preparation

• Debris removal, to be performed in compliance with all applicable local, state and federal regulations and disposal of materials at appropriate landfills/disposal sites.

• The Contractor will be provided a concept site layout plan. Construction site will be graded and compacted as required per the specification outlined within this document.

• If soil mitigation is required after grading, then each site will be addressed on a case-by-case basis.

• Foundation excavations shall be viewed before foundation construction to verify the soil bearing capacity and if scarification and compaction is required.

• Final grading shall allow for positive drainage away from the foundation site as shown on the

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Concept Site Layout Plan. Ten percent positive drainage may be required for the initial five feet laterally from the foundation and five percent thereafter is recommended. The Contractor must complete a final elevation survey to be included in the As-Built drawings as described in this SOW.

Foundation

• Foundation types will vary based on the type of the new structure on the site. The foundation types anticipated for this replacement program are permanent concrete or concrete masonry unit (CMU) foundations for on-site framed homes (stick-built) or modular homes; and CMU or steel pier supports for manufactured homes. The piers shall be supported on well compacted soils, reinforced concrete pads or slabs, or helical piers (if necessary).

• The individual site plans will have specific Foundation Plan and Foundation Details drawings applicable for the given site conditions.

Electrical/HVAC

• Smoke Detectors/Carbon monoxide detectors

• Light fixtures

• Propane HVAC

Plumbing

• Propane Water heater

• Water lines (Any related ground disturbances will be subject to THPO review and potential cultural resources survey/construction monitoring)

• Well and pump (Any related ground disturbances will be subject to THPO review and potential cultural

• Sewer lines/Septic systems (septic tank, drainfield, pumps, etc.), if prior approval is obtained. (Any related ground disturbances will be subject to THPO review and potential cultural resources survey/construction monitoring)

• Gas lines (Any related ground disturbances will be subject to THPO review and potential cultural

• Sump pump

Accessibility Related Improvements (if required)

FEMA will notify the Contractor if accessibility features have been approved for the new house.

Specific accessibility related items shall only be included where expressly approved by the

FEMA.

• Grab bars around toilet, tub, shower stall, and shower seat

• Ramp (Any related ground disturbances associated with new construction will be subject to THPO

5 | P a g e review and potential cultural resources survey/construction monitoring)

• ADA compliant toilets

• Faucet with single-lever faucet controls

• Lever-type doorknobs and handles

• Single-push door locks

• Drawers and cabinets with D-loop or other easy to use handle pulls

• Low-pile carpet or smooth anti-slip flooring

3. Tasks

The Contractor shall obtain all required Tribal Employment Rights Ordinance (TERO) permits and perform replacement of unrepairable homes with multiple types of FEMA approved new houses.

The types of houses may consist of a mix between 1- and X-bedroom houses. FEMA expects the Contractor to complete each replacement work order within the time period specified in the individual Task Order award contract, from the notice to proceed (NTP) to phase end date for each of the phases of work, and operate toward completion with a sense of urgency, always leaning forward in its planning, operations and reporting in order to complete the new house purchase and installation, to include utility system repairs/replacement and coordination and connections.

1. Each of the new houses will have an associated work order defining the scope and schedule of work phases. The Contractor shall conduct joint site visits to validate the scopes as provided by the FEMA and submit a cost proposal, work plan and timeline for completion for each site and new house set up.

2. Construction Standards: The Contractor shall be responsible to present any necessary construction plans, which will be subject to approval of local regulatory authorities in compliance with the minimum standards referenced herein. Permit applications may require accompanying plans and calculations that are signed/sealed by an authorized professional engineer.

PHC-Replacement is subject to numerous Federal and local Crow nation regulations, and requirements enforced by the Department of Public Works (DPW) related to the safe operation of buildings. Crow Nation

DPW may review and approve housing and commercial applications for permits prior to any required construction, such as septic system repairs/replacement. These regulations address the following specifically:

• Permit process and fees (initial application, and with EHP oversight of all applicable permits)

• Rough in inspections/re-inspections (and associated fees)

• Final inspection and Issuance of Certificates of Occupancy

• Adoption of the Montana Statewide Energy Code

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Other pertinent Regulations include:

• Environmental/historical preservation requirements

Pertinent Federal Regulations and codes include:

• International Building Code (FEMA has herein provided project specific IBC guidance that exceeds local requirements)

• Seismic Zone 1

• 2010 ADA Standards for Accessible Design (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring)

• 40 CFR Part 122 National Pollutant Discharge System (stormwater permits) (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• Floodplain Management (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

4. Contractor Furnished Items and Services:

• The Contractor shall furnish all new houses, labor, materials, transportation, equipment, tools and any other items, and all services to perform all operations required by this statement of work.

• The Contractor shall provide a fully qualified Project Manager (PM) who shall be responsible for the performance of work. The name of the person and a minimum of one Alternate PM shall be designated in writing to the FEMA Contracting Officer. The project manager shall have full authority to act for the Contractor. The project manager shall be on-site for any work being performed on the

Reservation, during normal work hours and for contingencies requiring work beyond normal work hours. The designated individual must be able to speak and understand English. The Contracting

Officer shall have the right to determine whether the proposed representative has sufficient technical and lingual capabilities, and the Contractor shall immediately replace any individual not acceptable to the Government (FEMA) Contracting Officer.

• The Contractor shall have on hand a utility locator device for use to ensure missing existing utilities while excavating on site. For any ground disturbing work on the Crow Reservation, prior coordination with the FEMA COR and EHP personnel is required.

5. Special Requirements

5a. General

• The Contractor shall establish its management team near Dunmore, Montana to ensure close coordination with the local FEMA office. The Contractor may be required to provide representation in FEMA facilities on an on-call or regular basis.

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• The Contractor shall participate in one or more weekly coordination meetings with the FEMA

Contracting Officer (CO) and the Individual Assistance (IA) office at the Dunmore Recovery

Assistance Center (RAC) at the discretion of the CO / COR.

• The Contractor shall participate in a field EHP training provided by FEMA for employees working on archeologically sensitive properties prior to ground disturbance and the Contractor will be responsible to train all new staff on-site. FEMA EHP will provide handouts for the archeologically sensitive properties of the monitoring requirements. (EHP will coordinate this, in conjunction with THPO)

• Archeologically sensitive properties prior to ground disturbance and the Contractor will be responsible to train all new staff on-site. FEMA EHP will provide handouts for the archeologically sensitive properties of the monitoring requirements. (EHP will coordinate this, in conjunction with THPO)

• In accordance with the contract, upon completion of the new replacement house, the Contractor shall ensure that the site is clear of all debris, hazards and machinery; that the interior is clean from construction activities and that the house is safe, sanitary, functional and ready for occupancy. Debris clearance, if impacting ground surfaces, will be subject to Crow Nation

Tribal Historic Preservation Office (THPO) review and potential cultural resources survey/construction monitoring.

• The Contractor shall be responsible for mitigating against any additional damage to the property upon issuance of the Notice-to-Proceed (NTP).

• The Contractor shall ensure house replacements with accessibility features and accessible routes are guided by the Americans with Disabilities Act Accessibility Guidelines (ADAAG) and the Housing and Urban Development’s (HUD) Design Details for Accessible Disaster

Relief Housing. (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring.

• The Contractor shall be responsible for procuring, transporting, storing, securing and disposing of all construction-related materials necessary for the replacement of the homes. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• The Contractor is required to use U.S. licensed engineer(s)/architect(s) as appropriate for the development of and stamping of designs being submitted for permitting.

o The Contractor shall use a State of Montana licensed PE for any electrical design exceeding 200 amps.

• The Contractor shall comply with inspection requirements and coordinate with building officials as mandated by the Crow Nation building department to verify that the structure is being installed and utility connections in accordance with the issued permit, or where no permit exists, follow

Federal building code and construction standards.

• The Contractor shall set up a construction schedule plan considering local weather conditions and forecasts during the contract and Federal and local holidays.

• Any construction schedule change shall be provided by the Contractor to the FEMA CO and

COR for prior review and approval and shall be noted on the Contractor’s daily reports.

• The Contractor shall be responsible for Quality Control, Construction/Project Management, production schedule, site security and safety.

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• The Contractor shall allow FEMA and its Contractors/agents on the work site for the purposes of technical monitoring and quality surveillance (which includes taking photographs onsite).

• The Contractor shall coordinate with the local entities / authorities for permits and utility identification. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• The Contractor shall ensure all construction materials meet U.S. construction standards and are procured in compliance with the Buy American Act. The Contractor shall articulate that they will meet these requirements and construction standards in their proposal.

• The Contractor shall be responsible for obtaining all required bonds and permits for all phases of construction to include, demolition, debris removal, disposal of materials, site preparation and construction and must provide copies to the CO / COR. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• The Contractor shall coordinate the installation of essential utility connections with the

Apsáalooke Nation (Crow) Public Works departments to prevent any adverse impact on the delivery schedule. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• The Contractor may be authorized to act on behalf of the homeowner to request the disconnection and reconnection of any utilities as necessary/applicable to complete house replacement. The

Contractor shall also be responsible for paying fees associated with the disconnection or reconnection of the utility when a fee charged.

• PHC-Replacement is not authorized for pre-disaster primary residences within a Special Flood

Hazard Area (SFHA), unless otherwise stipulated by the FEMA. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• Once the house replacement is completed, the FEMA will conduct a quality inspection review and accept the new house and property back from the Contractor, in order to transfer it to the FEMA applicant. If there are items identified requiring rework, additional authorized work within the Scope of Work, the FEMA and the Contractor shall develop an on-site list of items requiring work (Punch List items).

5b. Environmental and Historical Preservation

Considerations for Environmental and Historic Preservation (EHP) for the house replacement of eligible applicants’ dwellings on the Apsáalooke Nation (Crow) Reservation damaged by the severe storms and straight-line wind event, and subsequent wind-driven rains.

If the Contractor identifies a need for a variance or a consideration below was not taken, the Contractor shall provide a detailed scope of work describing all work to be performed and call special attention to any point covered below. If it is not possible to comply with any specific or combination of the below items, the Contractor shall notify the Environmental Historic Preservation Officer, CO and COR and request guidance (Request for Information (RFI) process).

• Existing in-ground elements such as driveways and walkways will be left in place.

• There will be no clearing and/or grubbing of vegetation or removal or trimming of trees or stumps, unless prior approval is provided by the CO / COR. (EHP is to be part of related discussions and given opportunity to review applicable permits/SOW and will be subject to THPO review and potential cultural resources survey/construction monitoring)

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• All access and staging of equipment and materials shall be limited to previously existing cleared or disturbed surfaces; no vegetation shall be removed, nor any land cleared to stage materials or equipment. (EHP is to be part of related discussions and given opportunity to review applicable permits/SOW and will be subject to THPO review and potential cultural resources survey/construction monitoring).

• Any fill (soil or gravel) will be obtained from a previously disturbed commercial borrow source. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• FEMA CO and CORs shall be notified of expected ground disturbance not noted in the original scope of work, prior to the disturbance. (EHP is to be part of related discussions and given opportunity to review applicable permits/SOW and will be subject to THPO review and potential cultural resources survey/construction monitoring).

• No temporary debris staging sites will be established without submitting the details of the proposed site to the FEMA COR, so that FEMA may conduct an EHP review. The COR will advise the Contractor upon completion of review if the site is acceptable for use. Temporary staging of debris will be limited to previously existing hard (paved or gravel) surfaces at the individual housing sites. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• At the Contractor’s expense, debris on the site(s), including buildings and/or remnants of buildings that will be demolished, and debris generated during construction will be removed to an existing, licensed landfill. Debris on the site, including buildings and/or remnants of buildings that will be demolished, and debris generated during construction at the sites, will be disposed of at a licensed landfill. During all ground-disturbing activities, the Contractor will monitor ground disturbance and earth moving activities; if any human remains or unexploded ordinances are discovered, they will immediately cease work and notify FEMA. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

If during the course of work artifacts or sites which might be of archaeological, cultural, or historic significance are discovered [e.g. indigenous and rare artifacts (jewelry, arrowheads, spears, cultural pieces, etc.), significant features (villages, camps, settlements, etc.), and/or human burials], construction activities in the vicinity of the discovery will cease and the

Contractor will take all reasonable measures to avoid or minimize harm to the site. The

Contractor shall immediately inform FEMA. Activities within the immediate area will not resume until the FEMA EHP representative has completed consultation with the Tribal Historic

Preservation Officer (THPO). (FEMA EHP shall be included with related discussions and given opportunity to review actions/applicable permits with the THPO.

5c. Archeologically Sensitive Zones (ASZ)

The Contractor shall comply with all applicable Environment and Historic Preservation requirements mandated by Federal laws, regulations, executive orders, THPO officials, and the USG Contracting

Officer. This may include, but is not limited to, a requirement allowing a USG Archeologist or USG contracted Archeologist to be present on-site during any ground disturbing activities, such as, foundation or utility installation work, installation of septic systems, installation of ADA ramps, or any activity entailing excavating, digging, trenching, or post-installation for work in designated

Archeologically sensitive areas. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

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The Contractor must take appropriate action based on the Contracting Officer’s direction based on specific guidance provided by the Archeologist to protect/preserve Archaeological resources, as necessary. Since a USG/THPO’s presence is required during all ground disturbing events, each house project in an Archaeological sensitive area may be started independently from other Archaeological house projects awarded on the contract. Therefore, the Notice-to-Proceed (NTP) for each house project and schedule may be independent of the other Archaeological house projects NTP(s) and completion dates. Each Civil Design plan will require a FEMA EHP review prior to any debris removal, demolition, and any ground disturbing activities. Prior to any ground disturbing activities, at least a 48-hour notification is required. This advance notice can be added to the Deliverable 4 requirement with the Daily and 48-hour look ahead schedule, if it clearly identifies all ground disturbing activities.

The Contractor may submit a written Request for Equitable Adjustment (REA) for any directed changes or USG delays, which may require additional time and money to complete the new house project.

Unless prior approval is received by the Contracting Officer or COR and reviewed for compliance by

EHP, all utility repairs/replacements will be limited to the existing alignments and within areas of ground previously disturbed by their original installation and will tie into preexisting utility lines.

Unless prior approval is received by the Contracting Officer or COR and reviewed for compliance by

EHP, there will be no site improvements such as new drives, walks, drains and drainage systems, etc.

6. Work Order Flow

Production, delivery, sites preparation, and home replacement are described in detail in the Government furnished SOW.

• Once a list of properties is provided, the Contractor shall conduct a joint site visit with the

Government and/or representatives. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

• The Contractor shall submit a proposal packet within 72 hours from the joint site visit, which must include:

o Schedule of work

i. New House delivery to the Crow Nation reservation. Detailed Schedule of work (This must include obtaining the proper permits, haul and install, and utility connections)

ii. Project breakdown with timeline o Proposed cost of work

i. Specific cost breakdown with detailed descriptions o Site survey check list which must include:

i. Application Number

ii. Address with GPS coordinates

iii. Site visit personal data

iv. Breakdown of price per Contract Line-Item Number (CLIN)

v. Brief breakdown of the schedule per task o Any pertinent backup information to support the packet

• The Government will review the proposal packet and if the scope is agreed upon and price is determined to be fair and reasonable the house replacement project NTP will be issued to

Contractor. The Contractor shall have 48 hours to prepare and submit the permit application to the appropriate TERO and appropriate offices.

• Once the house replacement is completed and the permit closed, FEMA will conduct a quality inspection review and accept the new house and property back from the Contractor to transfer it

11 | P a g e to the survivor. If there are items identified requiring remediation, the FEMA and the Contractor shall develop an on-site list of items requiring remediation at no additional cost to the

Government. This list must be forward immediately to the CO / COR.

7. Period of Performance

The Period of Performance (PoP) for each Task Order (TO) contract awarded will be for all the individual house projects under the TO contract. The Contractor shall participate in the Task Order contract kick‐off meeting at the U.S. Government’s (FEMA) discretion after task order award, on the date/time specified by the Contracting Officer or his/her designee to review each phase of the new house project.

The overall base contract Period of Performance (POP) will be for the entire Direct Housing period of assistance, to include the PHC-Replacement program period. This timeframe includes a maximum of 10 calendar days for the Contractor to furnish the performance and payment bonds.

8. Area of Operation

The Contractor shall be tasked with performing this activity as directed by the U.S. Government; in or around multiple areas on the Apsáalooke Nation (Crow) Reservation to be determined per FEMA’s need.

The Contractor shall provide a schedule to FEMA in writing where it is planning to construct at least 48 hours prior to commencement of the work. The new house will be manufactured at the Contractor’s facility.

9. Experience / Skills

The Contractor shall provide personnel with expertise in utility and housing construction. The Contractor shall identify shortfalls in skilled labor and provide immediate strategies for addressing shortfalls. Where discrepancies, deficiencies or weaknesses are identified by either FEMA or Contractor, the Contractor shall be responsible to make correction(s) immediately, such that these shortfalls as identified will not cause a delay in the completion of a home replacement. The Contractor shall conduct preliminary background checks on all staff assigned to the contract and receive favorable results. This process will increase the likelihood of personnel submitted for FEMA’s background investigation receiving approval.

10. Project Execution

The Contractor shall execute the permanent housing replacement mission per the purpose and scope above, per individual Task Order contracts and work orders issued for new house replacement, and per the Contractor’s accepted Project Management Plan. The Contractor shall notify the COR immediately if there are unforeseen interruptions due to weather, hazardous conditions, or safety issues. If there is a potential delay in the schedule, the Contractor shall notify the COR within 24 hours. All services listed in the Statement of Work shall be provided in compliance with applicable Federal and local laws and regulations and as applicable to waiver(s) the Apsáalooke Nation (Crow) has issued.

The Contractor shall provide new houses, provide professional, courteous, and timely services, activities, and management to ensure that all work identified in the Government furnished individual work orders and objectives are completed per task order contract. This includes incorporating customer service into operations, where appropriate, as well as employing a flexible and transparent performance management

12 | P a g e system that includes performance measures of Contractor staff, subcontractors, and other representatives.

(Space Intentionally Left Blank)

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11. Deliverables and Deliverable Schedule

11a. Production and Delivery Phase:

Deliverables Performance

Requirement

Timeframe Delivery

Recipient

Details

Deliverable 1 First Article As part of initial delivery order award for the new house, and thereafter at FEMA’s discretion when specified in any subsequent delivery order.

FEMA at

Contractor facility

Contractor shall complete

First articles (one of each unit type requested by

FEMA). Units shall be ready for Government inspection in compliance with the first article testing/ inspection requirements. Inspection will be conducted at the

Contractor’s production facility (Contractor’s site).

Deliverable 2 Unit

Production

Report

Beginning on the last day of the first full or partial week of production and continuing once per week for every week of production during the length of the delivery order. Report is due to the CO and COR on the

Monday following the end of the production week. Report is to be delivered by e-mail.

FEMA CO

and COR

Report provides FEMA with the number of units completed during the production week that the

Contractor has ready for shipment.

Deliverable 3 Delivery

Schedule

One week prior to production commencing and not later than three (3) weeks of from the date that a delivery order is awarded, and in compliance with the requirements of the contract and delivery order.

FEMA The delivery schedule is defined by the number of units that the vendor will ship to FEMA, the anticipated delivery date and the location where the unit will be delivered as well as all other details included in the template located in

Section J – Attachment

TBD.

Deliverable 4 MFG

Shipment

Sheet (a shipment sheet for each individual

Within 24 hours of shipment but no later than 24 hours prior to unit arrival. Can be sent via email.

One copy to each of the following:

• Delivery location

There shall be a shipment sheet for each individual unit. This sheet shall provide notification for FEMA for each unit shipped. The sheet provides FEMA with

14 | P a g e ordered unit) point of contact,

• COR,

• CO.

information regarding specifics for each unit shipped.

• Contracted Firm

• Shipment Date

• Expect Arrival Date

• Destination Location

• Number of units shipped

• Bedroom count

• Climate (i.e. Northern, Southern, etc.)

• Type of unit

• VIN

• Outside Unit number

• Production Date

• Factory Name

• Factory Location (City, State)

• Driver Full Name

• Driver Contract Info

• Transportation Company

Info

Same information above for

Relay Drivers and

Subcontractors

Deliverable 5 Certificates of

Origin

Time of Invoicing CO & COR The certificate of origin

(COO) shall be provided at the time of invoicing. The certificate of origin shall be sent directly to the

Contracting Officer’s

Representative at the address provided. DO NOT SEND

COOs WITH THE

INVOICE ADDRESSED

TO THE FEMA FINANCE

CENTER.

In addition, an electronic copy of the COO to the e-mail address provided.

Electronic copies of COOs shall be sent as an individual file for each COO in PDF format. Files shall be named using the Serial

Number/Vehicle

Identification Number (VIN) followed by the letters and symbol -COO

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Deliverable 6 HUD Data

Plate/Sheet

Time of Invoicing FEMA

COR

Files shall be named using the Serial Number/Vehicle

Identification Number (VIN) followed by the letters and symbol -DATA

Deliverable 7 Unit Keys At the time of Unit delivery

In the kitchen sink of each unit

The Contractor Shall place in the kitchen sink three (3) sets of keys for homes procured.

Deliverable 8 Alternate

Construction

Letters (ACL)

When applicable at any time during the period of performance and prior to the implementation of any design or design change that requires an ACL.

COR Delivery order Requirement:

Within three (3) weeks of a delivery order award under this solicitation, the

Contractor shall comply with

24 CFR 3282.362 (b) and provide the report to FEMA.

Failure to do so may result in FEMA taking corrective action, the result of which may affect the Offerors past performance rating.

This requirement may also occur when a vendor is making repairs to units or has requested a design change prior to or during a production run.

ACLs must be signed by

HUD as approved prior to being provided to FEMA

Deliverable 9 Delivery order

Summary

Report

14 working days after completion of each delivery order

COR The Delivery order

Summary Report completed activities:

Vendor and Manufacturer

Delivery Location

Production Date

Total number of units delivered Delivery date per unit Acceptance date per unit

Bar code #

Invoice number per unit

Invoice date submitted to

FEMA Vehicle

Identification Number (VIN)

Delivery order number

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Deliverable

Invoice Report Delivery orders are only to be invoiced every 30 days (15 days for Small Businesses).

Original:

FEMA

Finance

Center

One Copy:

Contract

Specialist and/or

Contracting

Officer

(CO),

One Copy:

Contracting

Officer's

Representat ive (COR)

The Contractor shall submit an original invoice (or electronic invoice, if authorized) Contract or

Delivery order. An invoice must include the following items:

(a) Payments of invoices or vouchers submitted under this contract shall be made in accordance with FAR clause

52.232-10 "Payments Under

Fixed Price" (AUG 1987) for Firm Fixed Price

Delivery orders in accordance with provisions of other clauses in this contract. If the Contractor is performing more than one

Delivery order simultaneously, separate invoices are required for each Delivery order.

(b) Invoices or vouchers, and any required supporting documentation, must be properly identifiable with the

Name of Contractor, date of the invoice/voucher, contract number, delivery order number, name and address or EFT information that payment is to be sent to, and the name, title and phone number of the point of contact at the Contractor's facility in case of a defective invoice/voucher.

(c) Payments of invoices or vouchers shall be subject to the withholding provisions.

Deliverable

NOAA

Weather

Radios

In each unit Receiving

Location

Refer to FEMA Rugged

Base requirements version

BB

Quality

Control Form

One copy to be included with the MHU located in the kitchen sink under the keys.

One copy to be provided electronically

A Master copy to the

COR/CO

The Quality Control Form shall be completed and signed by the Quality

Control supervisor or designee, and included in the unit individual paperwork at time of shipping

17 | P a g e with the invoice on a

CD/DVD

In addition, the completed and signed form shall be available at all First Article

Inspection.

Note: The Quality

Control Form shall be submitted with the

Proposal and FEMA will provide comments of its adequacy

The Quality Control form at minimum shall contain:

a) Unit Identification

Number

b) Production Date

c) Inspection details indicating that each FEMA

Rugged Base Performance requirement was met

d) Any defects noted and corrected, if any, while in production

This form shall demonstrate that the manufacturer produces units with High

Quality Standards and compliant with the FRBPR.

Storage

Capability

Report

After notification that

FEMA is considering exercising this option

COR/ CO The offeror shall submit a report demonstrating that they have the capability to store units, while awaiting shipping units. The report shall provide site location, parking plan, area photos from sources such as Google earth, any lease if the property is not owned by the vendor, the security plan to ensure that there is no damage to the stored units and any other documentation that the vendor chooses to demonstrate to the

Government that the

Contractor is capable of storing the MHUs.

Deliverable

Weekly

Storage

This report will be due each week that the vendor is storing units for FEMA.

COR/ CO The Contractor shall submit a report providing FEMA with the total number of units that the vendor is storing, the total number of units by unit type (e.g., 3-bedroom northern standard

(non-UFAS)), the location where units are stored, the

FEMA Unit Designated

Number for each unit being stored and the location where each unit is being stored. If multiple storage

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Designated number

Deliverable

ABS

foundation

Pad

With the MHU, if the option is exercised

Receiving

Location

The Contractor shall provide required ABS foundation

PADs with each unit and provide a report showing compliance.

ABS Pads shall be shipped separately and not placed in the MHU for transportation

11b. Install Phase:

Deliverables Performance Requirement Timeframe Method of

Surveillance

Deliverable 1 Provide detailed daily status reports to the FEMA COR in a format that will be articulated during the kickoff meeting by the Contracting Officer and Individual Assistance Program personnel.

Every day by 0730

AM MT

100% Inspection –

IA/TM/COR will review each product for completeness & accuracy.

Deliverable 2 Provide daily construction/replacement schedule

48 hours prior to beginning of construction/replace ment

100% Inspection -

TM/COR will review each product for completeness & accuracy.

Deliverable 3 Provide a Quality Control Plan

(QCP) to the Government. At a minimum, the QCP shall include the task, performance objective, performance standard, deficiency correction methods/time, the acceptable quality level, and the evaluation method.

Within 48 hours after the contract award.

100% Inspection - COR will review each product for completeness.

Deliverable 4 Project Management / Work Plan

- Project Management / Work Plan shall include at a minimum, activities, tasks and timelines, communications plan, process improvement, risk management for project completion for the period of performance.

Within 48 hours of the task order award

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12. Operational Day

Unless otherwise specified by the Contracting Officer’s Representative (COR), the work in this requirement is to be performed during the normal operational day. Operational days may consist of up to ten (10) hours per day, seven (7) days per week, excluding Federal Holidays, or as determined by the CO and/or COR.

13. Accident Prevention

The Contractor shall comply with all safety and preventative requirements and authorities during the period of performance, in accordance with Occupational Safety and Health Administration standards.

Written reports concerning safety issues (i.e. infractions, injuries, etc.) shall be sent to the FEMA COR immediately. After contract award and if deemed necessary, FEMA Contracting Officer may require a

Safety Plan to be submitted to the COR.