DR4847-CTM PHC-Repair SOW - draft 5.08.26 (002).docx

TravelTrailers

Electrical/HVAC

HSAR 3052.240-72 SAFEGUARDING OF CONTROLLED UNCLASSIFIED INFORMATION (HSAR DEVIATION 25-12) (Effective November 3, 2025) Clause Information Technology Security Awareness Training (see HSAR Class Deviation 15-01, Revision 1) 30

PRIVACY TRAINING REQUIREMENTS

FAR 52.224-3 PRIVACY TRAINING – ALTERNATE I (SEE FAR CLASS DEVIATION 17-03, REVISION 1) 31 3052.204-73 NOTIFICATION AND CREDIT MONITORING REQUIREMENTS FOR PERSONALLY IDENTIFIABLE INFORMATION INCIDENTS (JULY 2023)

INFORMATION SHARING

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. The Office of Response and Recovery (ORR), Recovery Directorate is seeking to repair and/or replace eligible applicant housing affected by the disaster. The services required are in support of the Individual Assistance (IA) Program DR-4847-CTM.

Initial damage to the houses and developments compromised roof and wall systems, exposing interiors spaces. Subsequent wind, rain, and additional weather conditions exacerbated the original impacts, resulting in prolonged and increased damage to both interior and exterior components of the homes and their contents.

2. General Scope of Work

The purpose of this procurement is to acquire contractual services to repair eligible applicant's dwellings, impacted on the Apsáalooke Nation (Crow) Reservation in Montana (Reservation), to a habitable condition per applicable Federal, State and Local code. Note: The term “Contractor” will be used to refer to the contracted repair 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. “Safe” refers to being secure from disaster-caused hazards or threats to occupants; “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 repair inventory that shows the status of each housing unit, and an electronic notification each time a new property repairs are 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 construction. These permits must always be in possession by the Contractor and available upon request.

FEMA may ask the Contractor to estimate repairs 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 below PHC-Repair, $43,600, and is accepted by FEMA's contract team, then the applicant will be paid the contractor’s estimated amount. The applicant may hire the Contractor directly, upon mutual agreement between the Homeowner and Contractor, or the Homeowner may pursue a different contractor if a mutual agreement is not formalized.

Tribal Employment Rights Ordinance (TERO), and Tribal Employment Rights Office (TERO) Director Compliance.

All repair work under DR-4847-CTM on the reservation must comply with the Apsáalooke Nation (Crow) Tribe’s Tribal Employment Rights Ordinance (TERO) and the TERO Director’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) (Subcontractor employees), 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. Other TERO requirements apply such as the Prime Contractor registering with the TERO, submitting a Compliance Plan, a 4% project fee based on monthly FEMA Construction Progress payments, and $200 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 Director may result in penalties, fines, and other adverse actions, which shall be the Contractor’s responsibility, if incurred.

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 of 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 repair and construction of wood houses, it’s recommended the use of TERO approved general contractors that are familiar with working under the Apsáalooke Nation reservation Tribal Government building codes.

(m) Comment by Moore Jr, David: Please verify why the following section is missing as it is listed on the previous SOW: Tribal Employment Rights Ordinance (TERO), and Tribal Employment Rights Office (TERO) Director Compliance Comment by Quinones, Anabel: updated

2a. Tribal Reservation Housing

The Contractor shall be experienced in repairing residential housing, specifically with three types of homes identified by FEMA disaster inspection teams: Site Built & Modular Homes, Manufactured Homes, and Travel Trailers. Local, Federal, International, and HUD codes are applicable to each repair structure with pertinent codes described herein.

Site-Built Homes & Modular Homes

The homesites on the Reservation primarily include traditional single-family wood framed structures: Site-Built and Modular Homes. The Contractor shall ensure compliance with 2021 International Existing Building Code (IEBC) for high wind and flooding hazards. Repairs not pertaining to high wind or flooding shall be completed in compliance with 2018 IBC. Standards to include for all sites site-built and modular dwellings shall include seismic Zone 1 code, permitting, licensing, Federal floodplain management standards and environmental/historical preservation requirements. Utilizing the individual scopes of work that FEMA will provide, all repair work must be performed by properly procured and licensed building Contractors, authorized to work on the Reservation, using materials of average quality for the lowest price (“builder grade”), IBC minimum code compliant materials and employing local workers (as possible). The Program activities require the services of professional construction technicians, engineers, and other related technical specialists with knowledge, experience, and expertise in the professional field of construction services, project management; supply chain/logistics, workforce mobilization & sustainment. The Contractor shall provide a designated competent representative to the Reservation upon request to participate with FEMA in joint site assessments and provide technical recommendations on critical design determinations.

Additional building design codes suggested are: 2024 IBC for decks, stairs, and ramps; ASCE 7-22 for wind load criteria; and 2021 International Energy Conservation Code, Zone 6b for minimum energy conservation requirements.

The only items authorized for repair are listed below and the Contractor shall not deviate from this approved list.

Manufactured Homes

For repair of Manufactured Houses, it is recommended to follow the Federal Manufactured Home Construction and Safety Standards (HUD FMHCSS) version that the manufactured home was built in accordance with.

For units manufactured before September 17, 2025, follow the HUD FMHCSS that correspond to the unit fabrication date. For new Manufactured Homes it is recommended to follow the HUD FMHCSS 2024 for Manufactured Homes built after September 17, 2025. The latest HUD code will be effective on September 17, 2025.

Travel Trailers

Travel trailers, such as a fifth wheel or camping trailers, are designed to meet various safety and design standards and are typically built as temporary living quarters. The trailers identified have been converted to permanent housing, however the safety and manufacturers design specifications should be followed. The design standards for different types of trailers vary and adherence to the repairs of these structures must follow the manufacturers’ recommendations.

Typical codes applicable to travel trailers are: National Fire Protection Association (NFPA) 1192, American National Standards Institute (ANSI) A119.5, Recreation Vehicle Industry Association (RVIA), National Highway Traffic Safety Administration (NHTSA), Federal Motor Carrier Safety Administration (FMCSA).

The trailers may no longer serve as temporary housing and found on the property and used as a permanent housing structure. Although the structures may be permanently founded, the safety standards remain pertinent. Additional local codes may apply for permanently found travel trailers.

2b. Detailed Eligible Repairs for Permanent Housing Construction Repairs The following include, but is not limited to, eligible repair items for Permanent Housing Construction for Interior and Exterior Repairs, Electrical/HVAC, Plumbing, Accessibility Related Repairs (if required), and Specialties:

Interior Repairs

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

· Clean and sanitize damaged materials, any related hazardous materials (if) used in this process must be appropriately handled and disposed.

· Interior wall/ceiling cover

· Ceiling is to be 1/2-inch. drywall - hung, taped, ready for texture.

· Cove molding (unpainted) is to be provided at the perimeter of the ceiling where the ceiling is replaced.

· Blown-in insulation installed within the ceiling cavity shall be R-66 as per 2018 IRC.

· Batt insulation installed within the wall cavity shall be 6-inches., R-21paper/foil faced as per 2018 IRC.

· Floor, subfloor and floor covering

· Subfloor

· Sheathing - plywood 3/4-inch CDX.

· Vinyl Flooring

· Existing plank and sheet flooring that is damaged is to be removed and replaced with sheet vinyl, including VCT tile (except in limited areas where replace in kind is permitted).

· Carpet

· Existing carpeted flooring that is damaged is to be removed and replaced with carpeting with new tack strips, carpet padding, and edging.

· Interior doors

· Pre-finished interior doors shall be provided, if cost effective.

· Non-finished interior doors shall be painted if more cost effective than pre-finished doors. (4 sides of the door [excluding the top and bottom faces], jamb and casing to be painted as a longevity/warranty consideration).

· Cabinets

· Remove existing storm-damaged cabinets and replace up to 8 linear feet for wall and 8 linear feet for base.

· If the cabinets are greater than 8 linear feet and the cabinet bodies are in good shape, the damaged doors shall be removed, and the cabinet bodies left open if there are no sanitation concerns.

· If there is a concrete countertop in good condition, the damaged materials below the countertop shall be removed and the under-counter space left open.

· Bathroom vanity

· Bathroom exhaust fan

· Bathroom sink

· Bathroom sinks shall be reused (detached and reset) where in good condition. Contractors are to use extreme caution when removing a reusable sink. If damaged during the removal process the Contractor shall notify the CO and/or COR.

· Bathroom faucets

· Bathroom tub

· Bathroom toilet

· Primary Bathroom Walls & Floors. Tile is authorized for shower wall and floors, to ensure sanitary and safe conditions.

· Non-Primary Bathroom water supply lines will be shut off by installing valves to non-eligible plumbing fixtures, when necessary to isolate active leaks in accordance with leaving the house in a safe, sanitary, and functional condition.

· Plumbing will only be installed/repaired to meet programmatic habitable criteria.

Exterior Repairs

· Windows

· Existing sliding glass doors that are not damaged are to be treated as windows.

· Security bars shall be removed as necessary to perform window repairs. Security bars are to be removed during repairs and set aside for the homeowner.

· The glass from damaged windows being replaced may be used to replace missing glass in other windows in the home of the same size, where feasible.

· Window openings other than the standard sizes (2x2, 2x3, 2x4, 3x2, 3x3, 3x4, 4x2, 4x3, 4x4) are to be retrofitted to accommodate standard sizing. Any needed retrofit of windows will be decided and agreed to at time of joint site assessment. Window openings may not be reduced beyond the minimum sizes required by code for egress, light and air requirements.

· Roof Covering and Roof Sheathing

· New metal roofing systems shall be 26-gauge galvanized metal roofing.

· The roof shall be designed and constructed utilizing builder grade material, including 2x dimensional lumber and hurricane ties.

· The roof shall be designed and installed per the determined roof type stated in the USG furnished scope of work.

· All penetrations shall be sealed, and flashing installed.

· Existing Roof Types

· Laminated – Composite Shingles w/o felt

· Existing Roof Sheathing

· Plywood – 5/8-inch CDX

· Exterior Repairs

· All wood installed at the exterior shall be primed and painted for weather protection (including siding for gable ends, soffit, vents, fascia, and the exterior door). All sides of the door to be primed and painted as a longevity warranty consideration

· Exterior doors requiring replacement shall be replaced with solid core or metal doors whichever is most cost effective. Any needed retrofit of doors will be decided and agreed to at time of joint site assessment.

· Bond beams shall be replaced only where damaged, or where one did not exist, and tall concrete masonry walls are needed for the structure.

· Ceiling/wall insulation or replacement for enclosures, as needed.

· Exterior Openings

· Existing A/C openings that do not contain a functional unit shall be framed in with 2x materials to match the existing wall framing, insulated, covered with treated plywood sheathing, home-wrap, and siding. The interior shall be drywalled and prepared to match the existing wall coverings.

Electrical/HVAC

· Exterior electrical work, to include weather head, service cable, and meter stand

· Wiring

· Romex wiring shall be provided where permitted by code

· Where conduit is required, the existing conduit shall be reused where it is feasible, safe, and code compliant to do so. If the existing conduit cannot safely be reused it may be replaced at the COR’s direction

· Electric panel

· The damaged electrical panel shall be replaced with the same size panel unless codes require a larger panel, 200-amp main breaker is the maximum panel upsize.

· When replacing the panel and rewiring the home, the electric panel may be relocated to a code-compliant location to reduce the length of trunk cable required.

· Where the home has a primary panel and a sub panel, the primary panel shall be replaced to service the entire home. The sub panel shall be disconnected and may remain in the home where it does not pose a life safety hazard.

· Outlets or switches

· Existing damaged outlets and switches are to be replaced in the same quantity that exists in the home.

· Outlets in wet locations, including bathrooms and kitchens, must be replaced with GFCI outlets in conformance with code requirements.

· 220V receptacles are to be replaced only where there is an existing, storm-damaged 220V outlet.

· If there is not a window in the kitchen meeting the ventilation requirements as per code, a ducted range hood shall be installed and vented outside.

· Air conditioning

· One Central or mini-split air conditioner is eligible for repair when feasible, or replacement when necessary.

· All functional central or mini-split units may be cleaned and sanitized, if necessary, to ensure sanitary and safe conditions.

· Repair or replacement of more than one existing, damaged central or split units requires FEMA CO or COR, approval.

· Duct work

· Smoke Detectors/Carbon monoxide detectors

· Light fixtures

Plumbing

· Only items which are visible and storm damaged may be included in the scope of work. Unforeseen eligible conditions are to be reviewed by the CO or COR for guidance.

· Vent pipes

· Vent pipes are to be replaced where existing and storm damaged, including where necessary due to roof replacement.

· Outhouses

· If a home does not have an interior bathroom and an outhouse serves the home, FEMA will if it is more cost reasonable to replace the outhouse or relocate the bathroom to an interior location. (Any related ground disturbances will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· Water heater

· Water lines (Any related ground disturbances will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· Well and pump (Any related ground disturbances will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

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

· Gas lines (Any related ground disturbances will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· Sump pump

· Kitchen sink

· Kitchen sinks shall be reused (detached and reset) where in good condition. Where a sink is damaged either prior to removal or upon removal, it is to be replaced in kind. Contractors are to use extreme caution when removing a reusable sink. If damaged during the removal process the Contractor shall notify the CO or COR.

· Exterior Kitchens

· If a home has an interior kitchen, the exterior kitchen is not eligible for repair. Unsafe kitchen structures shall be removed with FEMA notification to the survivor.

· If a home does not have an interior kitchen and the exterior kitchen serves the home, FEMA will decide if it is more cost reasonable to replace the kitchen or relocate it to an interior location. (Any related ground disturbances associated with demo of exterior kitchen will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· If an exterior kitchen serves a broader community (is used by more than one household), FEMA will review and determine if the repair of the outdoor kitchen is preferred by the applicant vs moving it to the interior.

Accessibility Related Repairs (if required)

FEMA will notify the Contractor if accessibility features have been approved for a home. Specific accessibility related items shall only be included where expressly approved by FEMA or where the feature was preexisting and storm damaged.

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

· Ramp (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· 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

Specialties

· Water catchment system

· Authorized as an eligible repair item only in instances when it has been verified to be a functional pre-disaster home component. (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· Where roofs are to be replaced, existing catchment systems shall be reconnected.

· Mitigation Measures

· Implementation of mitigation measures, such as metal roofing, may be considered with FEMA approval and where applicable, practical and appropriate per dwelling/housing site to provide resilience and protection from future storms and severe weather events. (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

2e. Ineligible Items

· Personal Property

· Window A/C units are considered personal property and are not eligible for replacement.

· Interior Finishes

· Granite Countertops and Backsplashes

· Interior paint shall not be provided except where necessary to seal pressure treated materials or otherwise specified by FEMA. Interior/exterior paint/primer is allowed if it is necessary to preserve repair work.

· Interior finishes that did not exist prior to the event (ex. floor covering) are not eligible to be installed.

· Where floor finishes are being replaced, the Contractor is to perform minimum preparation work. Floor leveling is not considered to be storm damage and is not an eligible activity, however, may be accepted with CO approval to make the home safe.

· Doors

· Interior doors that are not a standard size (ex. less than 6’-8” in height) are not eligible for replacement. Damaged materials may be removed, and the opening left open. (Bedroom and bathroom excluded)

· Plumbing

· Items that were not present prior to the storm are not eligible to be replaced. For example: If a sink was not preexisting, it will not be installed. If a toilet is missing the tank lid and it was not storm-damaged, the toilet will not be replaced, unless prior approval is received by the CO.

· Electric

· Ceiling fans are not eligible repairs

· The replacement of outlets and switches shall be limited to storm damaged quantities only.

· Exterior Finishes

· Exterior painting not required for the proposed exterior vinyl wall finishes.

2f. Clarifications

· FEMA will only authorize the repair of septic connection/system(s) that where preexisting and damaged as a result by the storm event. (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· Ceramic tile shall be installed on shower enclosure walls to within a height of 72 to 74 inches from the floor, and on shower enclosure floor and bathroom floor for one bathroom to ensure the area is sanitary and safe, as necessary. Isolation valves shall be furnished and installed where necessary to prevent active leaks when water is turned on to plumbing equipment required to make the home safe, sanitary, and functional.

· If structural elements of the pre-disaster primary residence, (e.g. foundation, frame), or other components of the home requiring architectural or engineering services require repair, the home may not be eligible for PHC-Repair (FEMA determination), except that repairing or replacing roof framing is eligible so long as the structure can support a 2018 IBC compliant roof. (Any related ground disturbances associated with new construction will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

3. Tasks Comment by Moore Jr, David: Should be listed as pg 12 in table of content

The Contractor shall obtain all required Tribal Employment Rights Ordinance (TERO) permits and perform repairs on up to twenty-five (25) residential homes of multiple construction types existing on the Reservation (e.g., wood frame, concrete, brick, etc.). However, additional housing projects may be added up to the contract ceiling.

The types of homes may consist of a mix between 1- and 4-bedroom homes. FEMA expects the Contractor to complete each repair work order within 120 days [maximum], from the notice to proceed (NTP), and operate toward completion with a sense of urgency, always leaning forward in its planning, operations and reporting in order to complete the repairs as quickly as is possible.

1. Each of the 25 homes will have an associated work order defining the scope of repairs. The Contractor shall conduct joint site visits to validate the scopes as provided by FEMA and submit a cost proposal, work plan and timeline for completion for each site.

2. Construction Standards: The Contractor shall be responsible to present construction plans and designs 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.

Concurrent Work and Project Management The Contractor shall have the capability to mobilize and perform repairs on multiple homes concurrently, as directed by FEMA. The Contractor must be able to manage and execute work on up to, "ten (10) homes simultaneously, or as specified in individual Task Orders, ensuring adequate staffing, supervision, and resources at each site.

The Contractor shall provide sufficient qualified project management personnel to oversee all concurrent home repair projects, ensuring each project is managed in accordance with the approved project management plan, schedule, and quality standards. The Contractor must demonstrate the ability to scale project management resources to meet the demands of concurrent projects and shall identify the number of homes being managed at any given time in daily status reports.

Completion Deadline All repairs under this contract must be fully completed no later than October 31, 2026. The Contractor shall plan, schedule, and execute all work to ensure timely completion of all assigned homes by this deadline. Failure to meet this completion date may result in remedies for non-performance as outlined above.

PHC- Repair is subject to numerous international, federal and local regulations, and requirements enforced by the Department of Public Works (DPW) related to the safe operation of buildings. DPW reviews and approves housing and commercial applications for permits prior to construction. These regulations address the following specifically:

· Repairs and modification of existing buildings

· 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

Other pertinent Regulations include:

· Environmental/historical preservation requirements Pertinent Federal Regulations and codes include:

· International Building Code (FEMA has here in 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 with related cost reimbursement.)

· 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 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 who shall be responsible for the performance of work. The name of the person and all alternates shall be designated in writing to the Contracting Officer. The project manager shall have full authority to act for the Contractor. The project manager shall be on-site the Reservation, MP 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.

· Contract shall have on hand a utility locator device for use to ensure missing existing utilities while excavating on site.

5. Special Requirements Comment by Moore Jr, David: Should be pg 14 in table of contents

5a. General

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

· The Contractor shall participate in one or more weekly coordination meetings with FEMA IA at the Dunmore Recovery Assistance Center (RAC) at the discretion of the CO / COR. (EHP will coordinate this, in conjunction with THPO)

· 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 clauses, upon completion of repairs, 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 home is safe, sanitary, functional and ready for occupancy. Debris clearance, if impacting ground surfaces, will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.

· The contractor shall be responsible for mitigating against any additional damage to the property upon issuance of the NTP.

· The Contractor shall ensure repairs to 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 with related cost reimbursement.)

· The Contractor shall be responsible for procuring, transporting, storing, securing and disposing of all construction-related materials necessary for the repair 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.

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

· There may be additional labor regulations in the Montana legislative code in addition to the FEMA requirement to utilize 30% local labor to the maximum extent possible. The Contractor shall cite these codes and compliance within their project plan.

· The Contractor shall comply with inspection requirements and coordinate with building official(s) as mandated by the building department to verify that the structure is being repaired in accordance with the issued permit.

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

· Any construction schedule change shall be provided by the Contractor to the FEMA COR for 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.

· 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 repairs with the Apsáalooke Nation (Crow) Public Works 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 will be authorized to act on behalf of the homeowner to request the disconnection and reconnection of any utilities as necessary/applicable to complete repairs. The Contractor shall also be responsible for paying fees associated with the disconnection or reconnection of the utility when a fee charged.

· PHC-Repair is not authorized for pre-disaster primary residences within a Special Flood Hazard Area (SFHA) unless otherwise stipulated. (EHP shall be included with related discussions and given opportunity to review actions/applicable permits.)

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

5b. Environmental and Historical Preservation

Considerations for Environmental and Historic Preservation for the Repair 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 (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 & will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· 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 & will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· 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 & will be subject to THPO review and potential cultural resources survey/construction monitoring with related cost reimbursement.)

· 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, currently limited licensed solid waste disposal facilities or transfer stations within the reservation. Debris on the site(s), including buildings and/or remnants of buildings that will be demolished, and debris generated during construction at the sites, will be disposed of. 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 FEMA has completed consultation with the Tribal Historic Preservation Officer (THPO). (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.)

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/Contracted Archeologist’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 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

Repair preparations and home repairs 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:

· Schedule of work

i. Detailed Schedule of work (This must include obtaining the proper permits)

ii. Project breakdown with timeline Comment by Moore Jr, David: Needs to be aligned

· Proposed cost of work

i. Specific cost breakdown with detailed descriptions

· 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

· 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 Repair NTP will be issued to Contractor. The Contractor shall have 48 hours to prepare and submit the permit application to the appropriate TERO office.

· Once repairs are completed and the permit closed, FEMA will conduct a quality inspection review and accept the property back from the Contractor to transfer it to the survivor. If there are items identified requiring remediation, 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 this task order is 120 days from date of issuance of the notice to proceed (NTP) (including six (6) days of travel time; three (3) days for mobilization and three (3) days for de-mobilization). The Contractor shall participate in the task order kick‐off meeting at the Government’s discretion after task order award, on the date/time specified by the Contracting Officer or his/her designee.

The overall contract period of performance (POP) is 195 calendar days from the date of award. This timeframe includes a maximum of 10 calendar days for the Contractor to furnish the performance and payment bonds, a maximum of 180 calendar days for the two combined Notice-to-Proceeds (NTPs) timeframe (first NTP is for a maximum of 60 calendar days and second NTP is for a maximum of 120 calendar days), and five (5) calendar days between Phase I and II, i.e., between first NTP and issuance of second and final NTP. The five (5) days allows the Government time to examine and approve all submittals required in Phase I (First 60-day NTP) before the second and final NTP is issued for 120 calendar days. If the Government takes more than five (5) days to approve the required submittals, the overall contract POP will be extended accordingly via a modification issued by the Contracting Officer.

The first NTP will be issued for pre-construction work which consists of obtaining permits, ordering materials, demolition, grading, surveys, any required designs. Note: Some construction work requires obtaining permits prior to work. The period of performance for the first NTP is no more than 60 calendar days. The second NTP will be issued to repair the house and cleanup activities and will be for no more than 120 calendar days. The first NTP will be issued after receipt of acceptable performance and payment bonds, which is due to the Contracting Officer not later than 10 days of receipt of the contract. The Contractor shall participate in the contract kick‐off meeting at the USG discretion after contract award, on the date/time specified by the Contracting Officer or his/her designee.

8. Area of Operation

The Contractor shall be tasked with performing this activity as directed by the Government; nominally 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.

9. Experience / Skills Comment by Moore Jr, David: Does a project manager need to be identified? See SOW template in folder

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 corrections(s) immediately, such that these shortfalls as identified will not cause a delay in the completion of a home repair. 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 Comment by Moore Jr, David: Should be listed as pg 18

The Contractor shall execute the permanent housing repair mission per the purpose and scope above, per work orders issued for repair, 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 deliver a biweekly (every two weeks) labor report to the COR.

The Contractor shall 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.