Attachment 2 - Next Gen Statement of Work- 08-03-2020 DRAFT.pdf

Manufactured Housing Units (MHU)

U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

Statement of Work (SOW)

08/01/2020

C.1 BACKGROUND

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

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

One of the temporary housing methods that FEMA exercises is providing Manufactured Housing Units (MHUs). MHUs are constructed to meet the U.S. Department of Housing and Urban Development (HUD) standards as set forth in 24 CFR 3280 (Manufactured Home Construction Safety Standards, et. seq.). FEMA may refer to 24 CFR 3280 et. seq. as “HUD Standards” as part of this solicitation.

Additionally, FEMA will require the following codes, standards and designs to be followed when manufacturing the MHUs: Manufactured Home Procedural and Enforcement Regulations 24 CFR 3282;

Uniform Federal Accessibility Standards (UFAS) Standard for the installation of Sprinkler Systems in Manufactured Homes (NFPA 13D); referenced 2005 National Electric Code (NFPA 70) Articles as Incorporated in HUD 24 CFR 3280 and the FEMA Design Package (Attachment XYZ)

In order to meet this mission requirement, FEMA procures and stores MHUs at Transportable Temporary Housing Storage Sites (TTHSS), delivers MHUs from storage to disaster field operations and places orders for direct delivery to field disaster operations. To meet the needs of disaster survivors, FEMA procures the following types of units: 8’ Wide NextGen Express one (1) bedroom, 14’ Wide NextGen one (1) bedroom, 14’ Wide NextGen two (2) bedrooms, and 14’ Wide NextGen three (3) bedrooms.

Additionally, FEMA procures MHUs to support disaster survivors with access and functional needs.

Manufactured housing built to meet this requirement must be built in accordance to Architectural Barriers Act (ABA), 42 U.S.C. 4151-4157. The current construction requirements for the ABA are the Uniform Federal Accessibility Standards (UFAS). FEMA’s designs are in compliance with the UFAS requirements. Any changes or variations from the plans may take the MHU out of compliance. It is the manufacturer’s responsibility to ensure compliance with the applicable Federal codes and regulations.

C.2 GENERAL REQUIREMENTS

C.2.1 MHU Units

The Contractor shall manufacture the MHUs in accordance with this Statement of Work, and the FEMA Next Generation Manufactured Housing Unit Design Package, Attachment 3.

The FEMA Design Package shall be approved by each Contractor/manufacturer’s Design Approval Primary Inspection Agency (DAPIA).

The Contractor shall provide all labor and material to produce and deliver to FEMA the following types of MHUs manufactured in accordance with 24 CFR 3280, this Statement of Work (SOW) and the FEMA Next Generation Manufactured Housing Unit Design Package, Attachment 3 included in the contract.

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

MHU Type MHU Box Size NextGen Express One Bedroom 8’ X 48’

NextGen 14 Ft Wide One Bedroom 13’6” X 42’8” NextGen 14 Ft Wide Two Bedroom 13’6” X 50’8” NextGen 14 Ft Wide Three Bedroom 13’6” X 68’

The FEMA NextGen designs have been developed to meet FEMA’s requirements to house disaster survivors.

These requirements include providing for survivors who have access and functional needs. The NextGen designs meet the access and functional needs of survivors. During the manufacturing process the Contractor shall ensure that manufacturing variation does not interfere with UFAS accessibility for any of the homes manufactured. FEMA has designed the NextGen MHUs to accommodate daily living essentials including cooking, sleeping, security and sanitation. The contractor is responsible for ensuring:

A. All MHU shall be delivered to FEMA is a condition that is safe, free from defects as well as free from hazards including sharp edges.

B. The Contractor shall ensure that all MHUs are built to meet the definition of Fit and Finish below:

Fit

Fit is defined as how well the workmanship is, and how the workmanship affects the functionality of a product or its components. Fit deficiencies include: defects in materials or workmanship that materially or visually affect the functionality or appearance of a feature, product, or component of a dwelling, in whole, or in part. A bad fit includes: a fit is either too loose (e.g., gap, play, flex, rattle, etc.) or too tight (e.g., hard to operate, scratches caused by rubbing, etc.)

Finish

Finish is defined as the completeness of the work in the intended manner. Finish deficiencies include:

visible scuffs, scratches, smudges, chips, stained surfaces, or finishes, but, does not include minor imperfections of finishes (natural or synthetic) that do not materially detract from the appearance of the finish as a whole, or whose existence remains a matter of subjective judgment only. Poor finish includes:

visible surface imperfections, burrs, spots, etc.

Fit and Finish Inspection Evaluation

FEMA will utilize “The Residential Construction Performance Guidelines, version 5,” which is published by the National Association of Home Builders (Available for purchase from National Association of Home Builders) as the basis for the parameters to conduct evaluations for Fit and Finish inspections. Performance standards, tolerances or guidelines, including those applicable to the “fit and finish” of cabinets, flooring, interior and exterior walls, countertops, paint finishes, and trim will be used. If no specific standard, tolerance or guideline is contained in any of the contract documents, generally accepted building practices and industry standards shall apply.

Quality “Fit and Finish” applies to both the exterior and interior.

A. Where there is a conflict, the Contractor shall use the most stringent requirements when building MHUs for FEMA. This shall include voluntary standards developed by industry, manufacturer’s instructions and regulations.

B. All materials and components used in the production of the MHUs under this contract shall be new.

Manufactured homes being delivered to FEMA will use the Manufactured Home Inspection Checklist (Receiving) in Attachment 4, and will use the criteria to assist in the determination of acceptable performance.

Items that require a home to be level (e.g., doors) will be inspected after the home is placed on jack stands and leveled.

C.3 CERTIFICATION

HUD Certification. The Contractor shall maintain, and have available for FEMA inspection, HUD Certification, as evidenced by a Certification Report prepared by a Production Inspection Primary Inspection Agency (IPIA) for manufactured homes built by each manufacturing facility used for production under this contract. The Contractor shall maintain and have available all approved FEMA NexGen MHU designs issued by a Design Approval Primary Inspection Agency (DAPIA).

Drawings Certification. Subsequent to contract award and prior to production beginning on any MHU being built under this contract the Contractor shall provide FEMA with drawings certified by the Contractor’s DAPIA for all FEMA designs. In addition, the Contractor shall submit a revised certified design whenever a modification of structural design occurs. Approved DAPIA certifications shall be available for FEMA inspection at each manufacturing facility.

Production Inspection Primary Inspection Agency (IPIA) certification. Manufacturing facilities shall maintain a Production Inspection Primary Inspection Agency (IPIA) certification to make sure the construction standards comply with the HUD Standards. These certifications shall include: inspections for manufactured homes produced (at a minimum in accordance with 24 CFR 3282.362 requirements), a plant certification for the FEMA required designs zones, and certification for the proposed or actual production through-put.

Alternative construction shall be in accordance with 24 CFR 3282.14 (alternative construction of manufactured homes).

C.4 DESIGN/MATERIAL CHANGES/VARIANCES

During the performance of this contract, the Contractor shall obtain Government acceptance and approval from the Contracting Officer (CO) if the Contractor wants to change/vary the design of any materials or otherwise vary from the FEMA Rugged Base Performance Requirements and/or the Contractor’s proposed response to the solicitation.

The following protocol shall be observed for all requests for changes/variance. FEMA will not accept or approve any requests that do not include the documentation described below. Additionally, requirements deemed to negatively impact unit performance, or that may adversely affect occupant safety, will not be approved.

Documentation Required

Justification

1) A statement from the Contractor listing the reason that a request to change/variance is being made. The Contractor must also include a description of the original construction method or materials and the proposed alternative.

2) A copy of the page(s) from the proposal/contract where the original construction method or material was listed (highlight section).

Safety

3) If applicable, provide the Material Safety Data Sheet (MSDS) for the original material.

4) If applicable, provide the MSDS for the substituted material.

5) A letter from the Contractor’s original accredited 3rd party architect or engineer stating:

How the proposed change/variance meets or exceeds the original requirements of the solicitation?

What, if any, affect the change/variance has on the code

(regulations) certification. Note: If the change/variance affects the certification, how would the code certification be met?

List of all potential benefits and detriments of the proposed substitution(s) to unit performance and occupant safety.

Cost/ Timeliness

6) How does the proposed substitution affect the overall unit cost? (List the original unit cost vs. the new unit cost)

7) A statement describing how the substitution could adversely or positively affect ramp-up time, production schedule and/or delivery schedule. Provide a chart that shows the original proposed production/delivery schedule along with the new proposed production/delivery schedule.

24 CFR

compliance

8) The Contractor shall provide any design change approvals from their DAPIA as is required under 24 CFR § 3282.362 (b)(5). Design change approval or a letter from the DAPIA stating that no design change approval is required under the listed sub part.

9) The Contractor shall perform any quality assurance manual changes that result from any design change request from their DAPIA as is required under 24 CFR § 3282.362 (c)(4). A manual change approval or a letter from the DAPIA stating that no manual change approval is required under the listed sub part.

Acceptance of Change notification

10) If FEMA approves a design/material change/variance, then the Contractor shall provide a letter from their IPIA stating that they have been notified of the design/material change/variance and any change to the quality assurance manual that such change was required.

11) The Contractor shall warrant any material change/variance.

Changes and modifications are not considered to have final approval if a HUD Alternative Construction Letter is required. Only after HUD grants an Alternative Construction Letter can the change be accepted or approved.

C.5 FIRST ARTICLES

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). Refer to Section C, Contract Clauses for additional details.

The required MHUs for First Article build are:

MHU Type MHU Box Size NextGen Express One Bedroom 8’ X 48’

NextGen 14 Ft Wide Two Bedroom 13’6” X 50’8” NextGen 14 Ft Wide Three Bedroom 13’6” X 68’

Inspection: The characteristics that the First Article shall meet are specified in Section C, Contract Clauses

Delivery: The Contractor shall provide first article units (one of each unit type requested by FEMA) as defined in Section C, Contract Clauses

C.6 MHU PRODUCTION

The Contractor shall adhere to the production as defined in the contract and any delivery order. FEMA will award Indefinite Delivery, Indefinite Quantity (IDIQ) contracts to one or more Contractors and issue delivery orders for specific requirements. While these requirements will vary, the Contractor(s) shall maintain a minimum production capacity sufficient to produce and ship the following units:

1) Production Capacity requirement: Other than Small Business

The minimum production rate shall be; 50 MHUs (combined rate) per week (threshold is the minimum requirement) or 75 MHUs (combined rate) per week (objective). Combined rate means that the Contractor can produce, ship and deliver different types of units where the total adds up to 50 units weekly.

Examples of combined rate:

(15) NextGen Express units, (20) NextGen 14 FT Wide 2-bedroom units, and (15) NextGen 14 FT Wide 3-bedroom units = 50 (Total/week)

(50) NextGen Express 1-bedroom units (Total/week)

(50) NextGen 3-bedroom units (Total/week)

The Contractor will have four (4) weeks to ramp up to initial production with an additional two (2) weeks to ramp up to full minimum or the contractor’s proposed production rate.

2) Production Capacity requirement: “Small Business A”

The minimum production rate shall be: 25 MHUs (combined rate) per week (threshold) or 40 MHUs (combined rate) per week (objective). Combined rate means that the Contractor can produce and ship different types of units where the total adds up to 25 units.

Examples of combined rate:

(13) NextGen Express 1-bedroom units, (7) NextGen 14 FT Wide 2-bedroom units, and (5) NextGen 14 FT Wide 3-bedroom units = 25 (Total/week)

(5) NextGen Express 1-bedroom units, (10) NextGen 14 FT Wide 2-bedroom units, and (10) NextGen 14 FT Wide 3-bedroom units = 25 (Total/week)

(25) NextGen Express 1-bedroom units (Total/week)

(25) NextGen 14 FT Wide 2-bedroom units (Total/week)

The Contractor will have four (4) weeks to ramp up to initial production with an additional two (2) weeks to ramp up to full minimum or the Contractor’s proposed production rate.

3) Production Capacity requirement: “Small Business B”

The minimum production rate shall be: 10 MHUs (combined rate) per two-week period (threshold) or 15 MHUs (combined rate) per two-week period week (objective). Combined rate means that the Contractor can produce and ship different types of units where the total adds up to 10 units.

Examples of combined rate:

(5) NextGen Express 1-bedroom units, (2) NextGen 14 FT Wide 2-bedroom units, and (3) NextGen 14 FT Wide 3-bedroom units = 10 (Total per two-week period)

(3) NextGen Express 1-bedroom units, (5) NextGen 14 FT Wide 2-bedroom units, and (2) NextGen 14 FT Wide 3-bedroom units = 10 (Total per two-week period)

(10) NextGen Express 1-bedroom units (Total per two-week period)

(10) NextGen 14 FT Wide 2-bedroom units (Total per two-week period)

The Contractor will have four (4) weeks to ramp up to initial production with an additional two (2) weeks to ramp up to full minimum or the contractor’s proposed production rate.

Production begins four (4) weeks after a delivery order is issued. If the delivery order requires First Article testing, the Contractor shall not begin production of any units beyond the First Article test units until after FEMA has accepted the First Article unit or units. If there is no First Article testing, then the Contractor shall begin full scale production after the six (6) week ramp up time.

C.7 COMMUNICATION

The Contractor shall be responsible for establishing communication with all parties (FEMA, sub- Contractors, manufacturers, etc.) involved in this contract and follow protocols of communication as specified.. The Contractor will be FEMA’s point of contract (POC) for all warranties. However, if the Contractor does not own the production plant, FEMA reserves the right to contact the plant directly to satisfy warranty claims. If FEMA identifies that the items fall under 24 CFR Part 3282, the Manufactured Home Procedural and Enforcement Regulations (the Regulations) Sub-part I FEMA will contact the manufacturing plant directly.

C.8 QUALITY

The Contractor shall establish a Quality Control Program and shall develop Quality Control Plans.

C.9 REFERENCES

See Reference Table

C.10 WARRANTY REPAIRS IN THE FIELD

(a) Purpose.

In order to ensure that FEMA is able to provide housing to disaster survivors with minimal delay, FEMA will implement a field warranty repair process, “Warranty Repairs in the Field” as part of this contract. Warranty Repairs in the Field is a warranty and repair process for items that are discovered to require correction after the MHU is installed and powered up. In order to accommodate the short timeframes necessary to provide housing to disaster survivors, after units are installed, powered up and inspected, FEMA will generally require the Installation Contractor, instead of the MHU Contractor, to perform any repair/replacement necessary to make the unit Ready for Occupancy (RFO). The MHU Contractor will be required to reimburse FEMA for all Warranty Repairs in the Field at the rates set in Attachment 12 or, in the event of a trend, in an amount to be determined by FEMA. The period for warranty repairs does not exceed the warranty period for the home.

(b) Definitions. As used in this section:

Ready for Occupancy (RFO): The Ready for Occupancy inspection is performed after the unit is installed, connected to utilities and powered up in the field to house a disaster survivor. This inspection, performed by FEMA or designated representative, verifies that the MHU and its components (i.e. HVAC, Thermostats, Appliances) are in working order. When a unit successfully passes the inspection, the unit is declared RFO. Attachment 12 Items: Items that have historically required correction after the MHU is installed and powered up but are not discoverable when the MHU is accepted.

(c) Term:

MHUs shall have a warranty of five (5) years from FEMA acceptance or the MHU is RFO, whichever comes first, for all items that are contained on the Warranty Repairs in the Field list (Attachment 12).

(d) Authorization and Notification:

Any repairs or replacement under this process must be authorized by the COR. After an authorized repair/replacement by an installation Contractor, FEMA will receive an invoice in the amount determined in Attachment 12 for each applicable item from the installation Contractor accompanied by supporting documentation. After a repair or replacement falling under the Warranty for Repairs in the Field is completed, FEMA will notify the MHU Contractor of the Warranty Repair in the Field action and issue an invoice once every 30 days requesting reimbursement to the Agency for the costs incurred.

(e) Remedies available to the Government.

(1) The rights and remedies of the Government provided below –

(i) Shall not be affected in any way by any terms or conditions of this contract concerning the conclusiveness of inspection and acceptance; and

(ii) Are in addition to, and do not limit, any rights afforded to the Government by any other clause of this contract.

(2) For each authorized and completed Warranty Repair in the Field action ,the MHU Contractor will reimburse FEMA at the rate set in Attachment 12. Invoices provided to the MHU Contractor will specify the “FEMA Unit Designated number” and “Manufactured Home Serial Number” (See Attachment 19) of the affected MHU(s). Note: FEMA will only be required to present an invoice to the Contractor as proof that a repair or replacement was required and carried out.

(i) Attachment 12 may be updated or revised by modification of the contract.

(3) In the event that a trend of repairs or replacements falling under the Warranty for Repairs in the Field develops (such as a repeating Attachment 12 issue in more than 20% of the MHUs from a specific manufacturer) the following procedures shall apply:

(i) FEMA will notify the MHU Contractor within 30 days of the identification of a trend. After notification of a trend, the Contractor will be entitled to elect to resolve the trend at no cost to the Government or to reimburse FEMA for resolution of the trend at a negotiated rate. All the MHUs in FEMA’s inventory, in production, or awaiting acceptance will be inspected for the needed correction and either cleared or corrected.

(A) If electing to resolve the trend, the Contractor shall have three (3) calendar days to have a representative at the FEMA location specified by the Contracting Officer: either the FEMA Storage (Cumberland or Selma), FEMA staging (location within a disaster recovery/response operating area) or an MHU installation location to investigate the issue.

The Contractor shall submit to the Contracting Officer a written recommendation within five (5) calendar days after investigation of the issue as to the corrective action required.

Corrective action plans are subject to CO approval.

(4) All repairs shall result in permanent remediation.

(5) Repairs/Replacements carried out as a Warranty Repair in the Field do not void or limit the Contractor’s warranty or other responsibilities under the terms of this contract.

C.11 Adding an Additional Manufacturing Facility

FEMA has specific requirements for adding new production/manufacturing facilities. These requirements apply to all Contractors no matter which type of contract award the Contractor has received. No facility can be added without written approval from the CO or CORs. The information required in both Proposed Production Facility Information Group A and Proposed Production Facility Information Group B shall be provided to FEMA prior to a new production facility being approved. At a minimum, the Contractor shall provide the required information at a minimum of three (3) weeks prior to the Contractor’s proposed new production facility beginning any FEMA MHU production. The required information includes:

C.11.1 Proposed Production Facility Information Group A:

1. Provide a list of all proposed (new to building FEMA MHUs or additional) plants that the Contractor proposes to use to build manufactured homes for FEMA.

2. Provide a copy of current plant IPIA Certification Report conforming to the requirement in 24 CFR 3282.362 for each proposed plant.

3. Provide a DAPIA Stamped copy of the FEMA DAPIA Manual for each proposed plant. (For facilities added after award.) This document shall be provided after award but prior to construction of First Article or any manufactured homes at all the initial production facility(ies)

4. Provide a copy of the three (3) most recent audits conducted by the Secretary of HUD or the Secretary’s Agent as described in 24 CFR 3282.451. The current Secretary’s Agent is Institute for Building Technology and Safety (IBTS).

5. Provide a copy of the audit responses for each proposed plant to the Secretary or Secretary’s Agent

(IBTS).

6. Provide a copy of the IPIA Reports (the report that the IPIA is required to submit under 24 CFR 3282.553) for the past three months for each plant.

7. Provide a copy of the response to the monthly IPIA report (required in question six (6) of Phase One) for each of the plants proposed.

8. Provide an explanation of the relationship between the Contractor and each proposed plant.

Relationships can be:

Owned by or subsidiary of the Contractor Partnership with the Contractor Contracted to the Contractor Other – If Other, please identify the relationship and provide a definition for the relationship which allows the Contractor to include the plant in the proposal.

NOTE: The explanation for each proposed plant is limited to one-page total.

C.11.2 Proposed Production Facility Information – Supplemental Information Group B:

1. Provide names and contact information (phone number and email address) of the following individuals at each proposed plant.

General Manager Production Manager Assistant Production Manager Quality Assurance Manager Service Manager

2. Provide a resume for the General Manager and Production Manager. The page limit for each resume is two (2) pages.

3. Provide a copy of the plant layout for each proposed plant.

4. Provide a copy of the traveler or other documentation that is used by the plant to ensure that all manufactured homes are built in compliance with the Manufactured Home Construction and Safety Standards (24 CFR 3280) and are kept as part of the documentation of plant compliance.

This requirement is for each proposed plant.

5. Provide a copy of the current, Design Approval Primary Inspection Agency (DAPIA) approved Quality Manual which is required by 24 CFR 3282.203(c) for each proposed plant.

6. If the Contractor’s company is not the owner of or subsidiary of the plants whose information is provided in the proposal then provide a fully executed copy of any partnership, teaming or other agreement which guarantees the Contractor the use of the plants proposed.

C.12 Providing Additional Parts and Components for FEMA Inventory

The FEMA Next Generation manufactured homes use many different components. There are times when some of the components have long lead times. If as part of a Delivery Order, FEMA requires that the Contractor provide additional components for FEMA’s repair inventory, the Contractor shall provide the components as part of the delivery order.

Components can include, but are not limited to:

Exterior Doors;

Siding;

Exterior Door Lock Sets;

Sprinkler Heads; and, Sprinkler Covers

FEMA will provide a delivery location for the additional parts and components to be delivered.

C.13 Leveling Manufactured Home for Storage

FEMA may require the Contractor to set MHUs on jack stands and level the MHU for long term storage. The Contractor or the Contractor’s designee shall be knowledgeable of manufactured home installations and possess the equipment necessary to safely complete these tasks. Services to be performed at the FEMA Storage Yards located in Selma, AL, Cumberland, MD and other FEMA designated staging areas.

FEMA PROVIDES: FEMA will provide the jack stands. FEMA will also provide personnel and equipment to move MHUs to the final position for Contractor placing the MHU on jack stands.

CONTRACTORS RESPONSIBILITIES:

The Contractor shall, as early as the next business day but no later than 30 days after delivery to the storage or staging site, set and level the MHU on jack stands.

The Contractor shall grease and fully extend and retract the FEMA supplied jacks stands prior to install.

The Contractor shall provide equipment capable of lifting the MHUs thereby allowing jack stands to be positioned underneath the MHUs.

The Contractor shall place jack stands at locations indicated on the frame.

The Contractor shall adjust doors and windows so that they operate properly and have a tight seal.

(Doors will be inspected by FEMA after the MHU is level).

o After the MHU is set, FEMA will verify that the windows and doors operate properly and have a tight seal.

SAFETY REQUIREMENTS: All members of Contractor and supervisory staff must wear high visibility safety vests (visible clothing), hard hats and safety gloves. Contractor must implement safety plans to ensure safety of workers in operational area, comply with any site specific safety requirements at the time of delivery to storage yard.

HOURS OF OPERATION: Contractor s will be allowed access to the facility during hours set by the Site Manager. (Typical working hours are Monday thru Friday, 7:30 AM to 3:30 PM each day. Note: Summer hours in Selma can be changed to 6:30 AM to 2:30 PM). The Site Manager approval must be given in advance before a Contractor can have access to the storage yard. Saturdays and additional hours may be allowed with proper coordination.

C.14 MHUs Compliant with California Wildlands-Urban Interface Requirements

FEMA may be required to provide manufactured homes that meet the requirements of the California Wildland Urban Interface Code (CWUI). Typically, FEMA MHUs are not designed or built to meet the construction requirements in CWUI areas.

Appendix D in the FEMA NextGen Build package address the requirements of the CWUI. Manufacturing MHUs to comply with the designs in Appendix D will meet the CWUI requirements. CWUI compliant MHUs will only be built for FEMA when required by specific instructions in a task order.

The CWUI requirement applies to all Other Than Small Business Contractors. For Small Business Set-Aside Contractors, the requirement is voluntary depending on where their production plant is located.

Requirement Non CWUI- Designs CWUI- Designs

Full and Open Vendors Mandatory Proposal

Mandatory Proposal

Small Business who typical build CWUI Voluntary Proposal Mandatory Proposal

Small Business who typical do not build

CWUI

Mandatory Proposal Voluntary Proposal

C.15 MHU DELIVERY

A) Manufactured Home (MH) Delivery Rate and Unit Delivery Acceptance Rate

The MH Delivery Rate is defined as how many manufactured homes the contractor can deliver on a set schedule. The delivery requirements will be defined for the contract and for each delivery order.

The Unit Delivery Acceptance Rate is defined by how many delivered units are received, barcoded and accepted into FEMA’s inventory by FEMA per week for each delivery order.

B) Delivery Conditions

Manufactured homes delivered to FEMA that do not meet all requirements will be rejected by the Government. Any expense for reworking/repairing/modifying the manufactured home to bring it up to compliance with the terms and conditions of this contract shall be solely at the expense of the contractor.

FEMA will inspect manufactured homes twice (1st inspection and 2nd inspection). If the Manufactured Home is not accepted during the first (1st) inspection, due to not meeting the acceptance requirements, the contractor will be allotted one (1) business day from the time of notification to repair deficiencies and deliver the same Unit to FEMA for a second (2nd) inspection or FEMA may elect to reject the unit. If the manufactured home delivered for second (2nd) inspection fails, FEMA will reject the unit and require the contractor to provide a new unit with a different “FEMA Unit Designated Number” and HUD Certification label (See 600 Attachment 19) number at no cost to the government. Rejected units will not be accepted into 601 FEMA inventory.

C) Delivery Locations

The primary delivery locations will be Selma, AL and Cumberland, MD. Additional delivery locations may be specified by FEMA. Simultaneous delivery may be required to multiple locations. The contractor assumes all liability for loss or damage until FEMA accepts the manufactured home at the delivery location. The contractor shall have a representative at each delivery location to witness FEMA’s Inspection Process. If any repairs are required, they must be conducted off the FEMA site.

C.16 SUMMARY AND OVERVIEW

Deliveries/Performance includes important details regarding the Deliverables and Required Reports that are associated with the Statement of Work, Rugged Base Requirements, Delivery order, and contract. Deliverables will be validated by FEMA staff using the forms associated with the deliverable.

Additionally, this Section presents a Table that associates these Deliverables and Required Reports with Delivery Dates, Delivery Recipients, and whether or not there is a Template provided by the Federal Emergency Management Agency (FEMA) for each Deliverable and Report.

C.17 FEMA FORMS

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

C.18 SUMMARY REPORTS AND LOGS

These Reports shall be additive and include all information relevant to the contract. Once information is included in the Report it will not be deleted, although it may be modified or to be added to as necessary. Most importantly the Report shall be chronological with the oldest information on top and the most recent information at the bottom.

Required Report / Deliverable

Delivery Date

Delivery Recipient

Details Template Provided by

FEMA

Method of delivery/File

Type

First Article As part of initial delivery order award 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 (Contractors site).

NO

N/A

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 email.

FEMA CO

and COR

Report provides FEMA with the number of units completed during the production week that the Contractor has ready for shipment.

YES

See Section J : Attachment 8

Schedule

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

FEMA

The delivery schedule is defined 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 7.

YES

See Section J:

Attachment 7 order.

MFG

Shipment Sheet (a shipment sheet for each individual unit)

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 point of contact, COR; and, CO

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 information regarding specifics for each unit shipped.

Contracted Firm

Shipment Date

Expect Arrival Date

Destination Location

Number of units shipped

Bedroom

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

Type of unit

VIN

Outside Unit #

Production Date

Factory Name

Factory Location(City, State)

Transportation Company

Driver Full Name

Driver Contract Info

Transportation Company Info

Same information above for Relay Drivers and Subcontractors.

MS Office Product (MS Word/Excel) and PDF

Certificates of Origin

Time of Invoicing COR for Hard copy.

Electronic copy is to be sent to FEMA-

HQ-

Sales@fema.dhs.gov

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 email 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 the letters and symbol -COO

6 HUD Data Plate/Sheet

Time of Invoicing FEMA-HQ- Sales@fema.dhs.gov

Files shall be named using the Serial Number/Vehicle Identification Number (VIN) followed by the the letters and symbol -DATA

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.

(See NextGen Requirements CA for key requirements) The contractor shall not provide a water heater/Tank and Pump room key with the manufactured home.

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

PDF

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

No

Microsoft Office (MS Word or MS Excel) and PDF

10 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 Representative

(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 of

MS Office Product (MS Word/Excel) and PDF

12 NOAA

Weather Radios

In each unit Receiving Location (i.e., Selma, Cumberland)

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 with the invoice on a

CD/DVD

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 paper work at time of shipping The Quality Control form at minimum shall contain:

a) Unit Identification Number

b) Production Date

c) Inspection details indicating that each

Master copy: Hard copy and soft copy in Microsoft word and/or excel and/or PDF 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 it adequacy.

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 produce 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 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.

MS Office Product (MS Word/Excel) and

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 numbe of units by unit type (e.g., 3 bedroom northern standard (non-UFAS)), the location where units are stored, the FEMA Unit Designated Number number for each unit being stored and the location where each unit is being stored. If multiple storage location are used then the storage location information shall be provided

MS Office Product (MS Word/Excel) and with the FEMA Unit Designated number

ABS

foundation Pad

With the MH 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