DHS-FEMA IA Housing Cost Data SOW.pdf

DHS-FEMA IA Housing Cost Data SOW 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Individual Assistance Housing Cost Data

DEPARTMENT OF HOMELAND SECURITY (DHS)

DHS-FEMA IA Housing Cost Data SOW 2

Statement of Work (SOW) for

FEMA IA Housing Cost Data

1.0 GENERAL

1.1 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 preliminary damage assessments for States/Territories and residential housing inspections for disaster survivors.

The assessments confirm damage to real (structural components) and personal property utilizing line item costs components.

1.2 SCOPE

FEMA requires a contractor to develop and maintain a comprehensive database that provides unit costs for home repair components across all phases of residential construction. The contractor will also deliver this data through a Microsoft Access database. The database will support FEMA in establishing accurate repair costs for use in future Presidential Declarations and in providing financial assistance to disaster survivors.

1.3 OBJECTIVE

The contractor shall develop and maintain unit costs for home repair components for all phases of residential construction per Attachment A using R.S. Means data. The contractor shall deliver the R.S. Means branded data through a Microsoft Access database.

FEMA’s Individuals and Households Program (IHP) and disaster relief partners will use the data in determining a survivor’s financial assistance to rebuild or replace lost property. Access to the data will be utilized by FEMA and associated partners performing operations in response to or in preparation for Presidential Declarations.

1.4 APPLICABLE DOCUMENTS

1.4.1 REFERENCE DOCUMENTS

The following document provides the list of eligible real and personal property line item usage descriptions the Contractor shall use to develop a cost methodology to establish the Line Item Mapping Master and provide the dataset:

Attachment A

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2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE: Line-Item Mapping Master

The Contractor shall disclose the components to establish each line item cost identified in Attachment A using Construction Specifications Institutes (CSI) standards generating a National average cost for each line item and display the results through a Microsoft (MS) Excel file.

2.1.1 Each line item cost shall include the following:

• The materials to meet construction / code requirements for the associated Federal Information Processing Standard (FIPS) location,

• The transportation of materials to the FIPS location,

• The overhead and profit for the firm providing the services,

• The labor to remove and install the components,

• The disposal of debris.

2.1.2 Each Personal Property line item cost shall represent the average cost of the line item for the specific State / Territory.

2.1.3 FEMA will provide the following fields within Attachment A to discern output for the Line Item Mapping Master :

• Item ID – A FEMA provided numerical identifier for software integration

• Category – A FEMA component for software integration

• Assistance Code – A FEMA component for software integration

• Description – A short description of the line item provided by FEMA

• Help Text – A component definition to aid the Contractor to establish costs

• Unit of Measure – Used to identify the measurable component

• FEMA Supplied Cost – If listed, this is the cost for the line item across all FIPS locations provided by FEMA.

2.1.4 The Contractor shall provide two costs;

• One for moderate construction specifications as the base cost for each line item displayed as a Medium Cost,

• A second for catastrophic cost increasing the base 25 percent when displayed as High Cost.

2.1.5 The Contractor shall provide the Line Item Mapper Master in a Microsoft Excel format displaying the following fields:

• Item ID – A FEMA provided numerical identifier for software integration

• Category – A FEMA component for software integration

• Assistance Code – A FEMA component for software integration

• Description – A short description of the line item provided by FEMA

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• Help Text – A component definition to aid the Contractor to establish costs provided by FEMA

• Unit of Measure – Used to identify the measurable component

• Medium Cost – Line Item baseline Cost

• High Cost – Line Item baseline cost plus 25 percent.

• CSI codes and formulas used to establish the line item cost.

2.1.6 The Contractor shall provide the CORs and designated representatives a Line Item Mapping Master within 30 days of contract award, then annually on a date established by the COR. With the COR or its designated representatives’ approval, the Contractor shall then proceed to provide the Line Item Data Bases for that year.

2.2 TASK TWO: Line Item Database

The Contractor shall create and maintain Line Item costs detailed in Task One for each FIPS CONUS and OCONUS locations to include Tribal Nations and Alaska Regional Areas.

2.2.1 The Contractor shall provide this data electronically, MS Access database to a FEMA secure portal and update quarterly.

2.2.1 FEMA may require the Contractor to revise existing line items, research and provide new line items or revise the data delivery where the time to conduct an honest effort will not exceed 80 personnel hours per year.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide the personnel and their qualifications to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times.

3.3 Single Point of Contact (SPOC)

The Contractor shall provide a Single Point of Contact (SPOC) responsible for all Contractor work performed under this SOW. The SPOC will convey contractual concerns with the Government’s Contracting Officer and the COR. The name of the SPOC, and any alternate(s) who shall act for the Contractor in the absence of the SPOC, shall be provided to the Government as part of the Contractor's proposal. The SPOC is further designated as Key by the Government. During any absence of the SPOC, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The SPOC and all designated alternates shall be able to read, write, speak and understand English. The SPOC should have advanced education in the field of engineering, marketing, program management, or construction to include active listening and interpersonal skills to establish rapport and trust with the Government in the execution of the requirements of this contract. Additionally, the Contractor shall not replace the SPOC without prior approval from the Contracting Officer.

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3.3.1 There may be occasions when the Contractor employee(s) shall be required to work other than normal business hours, including weekends and holidays, to fulfill the requirements under this SOW.

4.0 Other Applicable Conditions

4.1 Security

The Contractor has no need to access classified and sensitive information under this SOW.

4.2 Period of Performance

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period 08/01/2026 – 07/31/2027 Option Period One 08/01/2027 – 07/31/2028 Option Period Two 08/01/2028 – 07/31/2029 Option Period Three 08/01/2029 – 07/31/2030 Option Period Four 08/01/2030 – 07/31/2031

4.3 Place of Performance

The primary place of performance will be the Contractor’s facilities. No regular onsite Government presence is required.

4.4 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer, COR and FEMA representatives no later than 15 calendar days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be conducted via teleconference – MS Teams.

4.5 Quality Management Plan

The Contractor shall establish, document, implement and maintain a quality control system throughout the life of the contract in accordance with the requirements of a quality management system chosen by the Contractor. A draft Quality Management Plan (QMP) shall be provided to the COR within 15 calendar days of receiving the award notice.

The CORs will review and if acceptable, approve within 10 calendar days of receipt. The QMP, at a minimum, shall include the following:

Describe the quality monitoring plan providing evidence that a continual quality verification program is in place.

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

A description of how the Contractor will disclose non-conformities to FEMA to include an annual audit / review of its systems.

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4.5.1 Periodically, FEMA will research certain line items to verify the proposed cost provided by the Contractor to be consistent with the intended purpose of the Individual and Households Program. When identified, any inconsistencies shall be remedied by the Contractor within 72 hours of notice at no additional cost to the Government.

4.6 Progress Meetings

The Single Point of Contact (SPOC) shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place via MS Teams.

4.7 Intellectual Property

This scope of work requires the Contractor to provide line item costs in which repairs are recorded as a construction component indicating the quantity and associated unit cost. FEMA’s Individuals and Households Program (IHP) and affiliated governmental entities responsible in disaster relief use the data in determining a survivor’s eligibility. Access to the data will be utilized by FEMA and affiliated government entities in response to or preparation for a Presidential Declaration and shall not be incumbered by licenses restricting the number of users to the data.

4.9 Section 508 Compliance

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.

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• 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.

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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

• 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.

Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 CSI – Construction Specifications Institute is a standard used throughout the construction industry for specifications.

5.3 Damage Levels – A subcomponent of real property where the assembly is a compilation of items noted on the State and Territory tabs of Attachment A.

5.4 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

DHS-FEMA IA Housing Cost Data SOW 9 states, counties, independent cities, named populated location entities (such as statistically equivalent places and county subdivisions), Tribal Nations and Alaskan Regional Areas.

5.5 Individuals and Households Program – The IHP financially assists applicants in repairing or replacing disaster-caused real and personal property damages to a pre-disaster livable condition meeting the survivor’s basic needs.

5.6 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 livability and meet essential individual and household needs.

5.7 Line Item Mapping Master - A Microsoft Excel file depicting the line item cost breakdown using CSI codes with national average costs.

5.8 National Emergency Management Information System (NEMIS) – The National Emergency Management Information System is a federal proprietary database used by disaster response personnel.

5.9 Personal Property – Personal property components of average quality for use by individuals on a daily basis consisting of household furnishings, clothing, appliances, and miscellaneous items.

5.10 Real Property – Structural and architectural construction components use to assemble residential single and multi-family dwellings. For this scope of work, the component reflects moderate construction materials and assembly practices.

6.0 Government Furnished Resources

The Government will provide a list of line item descriptions (Attachment A) for the Contractor to develop and provide line item costs. No other furnishings or resources will be provided by the Government to the Contractor in support of this contract.

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the Contractor with an e-mail documenting the reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have 15 calendar days to review deliverables and make comments.

The Contractor shall have 5 calendar days to make corrections and redeliver.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

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9.0 Deliverables

ITEM SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 2.1 Line Item Mapping Master

30 Days of Award, update annually on a date determined by the COR.

COR, FEMA Technical

Team

2 2.2 Line Item Database 15 Days after COR approves of the Mapping Master, then updated quarterly.

COR, FEMA Technical

Team

3 4.4 Post Award Conference

15 Days after award COR, Contracting Officer

4 4.5 Project Plan 15 Days after Post Award Conference COR, Contracting Officer

5 4.6 Quality Management Plan

15 Days after award for presentation during Post Award Conference

COR, Contracting Officer