Attachment 2 - PWS.pdf

ATTACHMENT 2

PERFORMANCE WORK STATEMENT (PWS)

FOR

NEW YORK TEMPORARY HOUSING UNIT (THU)

MAINTENANCE AND DEACTIVATION SERVICE CONTRACT

(DR-4020-NY & DR-4031-NY)

1. SCOPE OF WORK

1.a. Ensure that all Temporary Housing Units (hereinafter – THUs) are inspected and maintained as outlined in the PWS during the contract Period of Performance.

1.b. Ensure that a “Call Center” is established by the Contractor for the convenience of the applicants for routine and emergent maintenance and repairs.

1.c. Ensure Deactivation of all THUs in a timely manner, as defined by this PWS, so as to prevent vandalism and squatters. Ensure that all sites are returned to original groomed and ready condition.

1.d. Ensure THU Roof Snow Removal as outlined.

1.e. Ensure Routine and Emergency Haul and Install, Reposition, Relocation and Reinstallation of THUs, occur within standards provided herein.

1.f. Ensure all tasks occur within time constraints as defined in this PWS.

2. PERIOD OF PERFORMANCE

The Base Contract (12 months) shall commence on date of award and end 1/31/2013.

Option 1 (6 month option) will commence on 2/1/2013, and end 8/31/2013.

Option 2 (6 month option) will commence on 9/1/2013 and end 3/31/2014.

3. APPLICABLE DOCUMENTS

3.a. The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-

288), as amended 3.b. Code of Federal Regulation Title 48, Federal Acquisition Regulations 3.c. All applicable Federal, State, and Local laws, regulations, statutes and ordinances 3.d. National Electrical Code (NEC) 3.e. Uniform Federal Access Standards (UFAS) 3.f. Federal Specification QQ-S-781 G for Type 1 Class B, Grade 1 strapping 3.g. HUD Part 3280 Manufactured Home Construction and Safety Standards 3.h. The Privacy Act 3.i. Service Contract Act

4. SUMMARY OF REQUIREMENTS

4.a. Approximately 350 THUs remain in support of DR 4020 NY and DR 4031 NY 4.b. CLIN 0001 – Offeror shall provide per unit price for routine inspection & maintenance units. The contractor will be paid a fixed price per unit every month through the end of the period of performance. The monthly routine/preventive maintenance includes all labor, parts, supplies, and materials up to $250 including any return visits to the unit. The total of

$250 covers parts individually or collectively per routine/preventive maintenance service call. Any items not covered in other parts of the PWS or in addition to the $250 will require approval from the COTR or the CO. The Contractor shall develop a cost proposal for all work to be carried out as part of the task or assignment. The final negotiated cost will become a fixed price change or task order modification. Cost proposals of $1,000 or less require approval from the COTR. Costs proposals in excess of $1,000 require approval from the Contracting Officer.

4.c. CLIN 0002 – Offeror shall provide per unit price for emergency repair calls for units. The contractor will be paid a fixed price per unit/call every month through the end of the period of performance. Emergency Repair/Maintenance includes all labor, parts, supplies, and materials up to $250. The total of $250 covers parts individually or collectively per emergency repair/maintenance call. Any items not covered in other parts of this PWS or in addition to the $250 will require approval from the COTR or the CO. The Contractor shall develop a cost proposal for all work to be carried out as part of the task or assignment. The final negotiated cost will become a fixed price change or task order modification. Cost proposals of $1,000 or less require approval from the COTR. Costs proposals in excess of $1,000 require approval from the Contracting Officer.

4.d. CLIN 0003 – Offeror shall provide monthly price for establishing and maintaining a “Call Center. The contractor will be paid a fixed monthly price through the end of the period of performance although units may be deactivated before the end of the period of performance.

4.e. CLIN 0004 – Offer shall provide unit price for deactivations. The COTR will inform the contractor which units throughout the state require deactivation.

4.f. CLIN 0005 – Offeror shall provide unit price for unforeseen or replacement haul and install of THUs. This unit price will be multiplied by the number of units hauled and installed during the month for a total amount due to the contractor. The inspection clause of the contract will be instituted if the Contractor does not meet the standards for replacement hauling and installing, including the time constraint provided herein.

4.g. CLIN 0006 - The offeror shall provide a unit price to relocate units. The Governments rights under the inspection clause will be instituted if the Contractor does not meet the standards for relocation of unit including time constraint provided herein.

4.h. CLIN 0007 – The contractor will respond for “THU Snow Removal”. The Contractor shall remove snow from all THU roofs, and UFAS ramps and platform steps when accumulation reaches 10 inches. Accumulations must be removed within 24 hours after snowfall stops. This may require multiple snow/ice removals.

4.i CLIN 0008 – Pricing for mileage of individual THU in excess of 250 per haul.

5. FEMA RESPONSIBILITES

5.a. Provide THU and occupant information to the Contractor via the COTR.

5.b. Assign THUs to the Contractor for maintenance, deactivation, repositioning, relocation, and reinstallation.

5.c. Address for the contractor apparent domestic problems, disruptive tenants, and/or tenants refusing service.

5.d. Identify potential THU lots, pads, and locations for maintenance and deactivation.

6. CONTRACTOR QUALIFICATIONS

The Contractor shall use certified and licensed personnel to perform the work where licenses are required. (i.e., L.P. Technician, plumber, electrician, and/or HVAC technician, etc.) It is the Contractor’s responsibility to ensure that all subcontractor personnel meet or exceed FEMA’s Contractor Qualification Standards. The Contractor shall provide personnel possessing appropriate skill-sets for the work performed and the degree of skill of the individuals shall be commensurate with that required for the work. It shall be the Contractor’s responsibility to ensure that all subcontractor personnel meet or exceed Industry Standards and that all sub-contractors are provided a copy of this PWS and all information regarding work assigned. The Prime Contractor is responsible for flow of information to the subcontractors at any tier level.

6.a. The Contractor shall have ready to provide upon request, documentation of each technician’s professional certification (i.e., state licenses, certificates of training course completion, letters from previous employers certifying experience, resumes, membership affiliations to professional organizations, or other such documentation) to FEMA as well as City, County, Sate, or other officials as necessary.

6.b. The Contractor shall have the ability and capacity to inspect, analyze, and repair temporary housing units (THUs). This includes maintaining repairing or replacing the unit’s gas system, various types of HVAC systems, electrical, plumbing, chassis/towing systems, repairing interior components appliances and exterior components.

7. CONTRACT PERFORMANCE

7.a. The Contractor shall provide and maintain an office, adequate storage, and shop facilities to satisfy maintenance obligations and requirements for all units assigned under this contract.

7.b. The Contractor shall utilize licensed (where licenses are required) electricians, plumbers, carpenters, LP Certified Technicians, pest control specialist, appliance technicians, etc.

7.c. The Contractor shall be responsible to ensure that all subcontractor personnel meet or exceed Industry Standards and that all subcontractors are provided a copy of this PWS and all information regarding work assigned. The Prime Contractor is responsible for flow of information to the subcontractors at any tier level.

7.d. The Contractor shall have ready to provide upon request, documentation of each technician’s professional certification (i.e. state licenses, certificates of training course completion, letters from previous employers certifying experience, resumes, membership affiliations to professional organizations, or other such documentation) to FEMA as well as City, County, State, or other officials as necessary.

7.e. The Contractor shall not

7.f. The Contractor be required to make service calls for issues that occupants are generally responsible for such as: changing light bulbs, maid service, washing windows, changing curtains, and changing linen for occupied units.

shall not

7.g. The Contractor shall identify a primary and alternate point-of-contact (POC) within 48 hours of contract award including phone numbers and email addresses to the assigned

COTR. .

be responsible for picking up trash in the units or emptying the unit trashcans during maintenance.

7.h. The Contractor shall dispose of all materials and supplies in compliance with all Federal, State, and Local laws, regulations and rules. This includes, but is not limited to, spent fuels, batteries, refrigerants, tires, ramps, steps, etc. The Contractor shall pay any fees associated with the removal and disposal of all wastes including hazardous materials if required at no additional cost to FEMA.

7.i. The Contractor shall identify potential project constraints and report them to the COTR as soon as discovered not later than by 10:00AM Central Standard Time the following day.

7.j. For Deactivations and Relocations; the Contractor shall pick-up and transport units from the installation sites to a designated location.

7.k. Normal work hours for contact with the individual applicant are: 0700 to 2100, Monday through Saturday, and 1200 to 2100 Sundays, excluding federal holidays.

7.l. The Contractor shall provide emergency maintenance services twenty-four (24) hours per day, seven (7) days per week.

7.m. The Contractor shall have authorization from the applicant or in the case of an emergency, the COTR or Technical Monitor (TM) prior to entering the unit. This includes notifying commercial site management or operations/management personnel when performing duties on the properties.

7.n. The Contractor shall be responsible to complete all maintenance and deactivations assigned by FEMA in the time specified. Refusal of any assigned maintenance and deactivations by the Contractor shall result in the government invoking the remedies under the inspection clause of the contract.

7.o. The Contractor shall accept all units for maintenance upon inspection and within 14 days of contract award.

7.p. The Contractor shall ensure that all necessary permits are obtained to perform work.

7.q. The Contractor shall develop a work order process for maintenance calls within 48 hours after award and prepare for accepting the first work order requirement (i.e. hiring necessary staff and implementation for work plan necessary to successfully fulfill the work order requirements).

7.r. The Contractor shall develop and provide to the COTR key control procedures for units.

The Contractor shall receive either a master key or individual keys for the units from the COTR of other FEMA representative. All unit keys are to be controlled. The Contractor is responsible to make and control additional keys, as needed.

7.s. Snow Removal The contractor will respond for “THU Snow Removal”. The Contractor shall remove snow on all THU roofs, and UFAS ramps and platform steps when accumulation reaches 10 inches. Accumulations must be removed within 24 hours after the snowfall stops. This may require multiple snow/ice removals.

7.t. Call Center The Contractor shall provide a toll-free number; enabling applicants of FEMA Temporary Housing Units (THUs) the ability to contact the Contractor regarding maintenance issues.

This service shall be staffed with access to a live person 24 hours per day, seven (7) days per week with less than 5 minutes hold-time. The call center shall be included as part of the monthly maintenance costs identified in CLIN 0003.

7.t.1 The Contractor shall establish a call center and provide a toll-free number to THU occupants.

7.t.2 The call center shall be operational five (5) days after contract award.

7.t.3 The Contractor shall provide the occupant with the call center phone number on a medium that is durable and easy to read. This shall be distributed during the first 15 days following award date.

7.t.4 The call center shall operate 24 hours per day/7 days a week until the last unit has been deactivated or the contract has ended.

7.t.5 Average hold time shall not to exceed 5 minutes.

7.t.6 Calls shall be categorized as “Emergency” or “Routine” and the Contractor shall respond as defined herein.

7.t.7 Call Center Records shall be maintained for each call. These records shall be provided to the COTR on a daily basis by 10:00 AM Central Standard Time the following day.

7.t.8 Call Center Records shall include:

7.t.8.i. Designation of call as either “Routine” or “Emergency” 7.t.8.ii. Time of call 7.t.8.iii. Occupant contact information 7.t.8.iv. Type of unit 7.t.8.v. Temporary housing unit barcode 7.t.8.vi. Unit location 7.t.8.vii. Description and resolution of maintenance issue 7.t.8.viii. Time of initial response

7.u.

The Contractor shall provide maintenance services of assigned units. This includes performing monthly preventive maintenance inspections, and responding to routine maintenance calls, for units assigned to the contractor and/or identified by FEMA.

Maintenance not defined as emergency response/repair is defined as routine maintenance.

This contract does not include grounds maintenance. The Contractor shall have the technical capacity to make necessary repairs to the units as specified in each work order.

The Contractor shall provide personnel, tools, equipment and materials necessary for performing maintenance services on assigned units. Mileage costs for Routine Inspection & maintenance are included under the maintenance CLIN 0001.

INSPECTION AND MAINTENANCE

The contractor shall perform any and all efforts necessary during the phase-in period to ensure the ability to successfully perform the tasks and activities associated with this contract. This task shall be completed within thirty (30) days of contract award. This includes, but is not limited to, the contractor developing and establishing procedures for performing the tasks within the time periods identified. It also includes establishing professional relationships and familiarity with the coverage areas and FEMA requirements, establishing the contractor's organizational structure, obtaining necessary equipment, development of a quality control system, establishing a toll free number (within 48 hours of award), and hiring qualified technicians. The Contractor shall accept and perform all work assigned to them during the 30 day Phase-In period. Phase-In is a one-time lump sum fee. Phase-In cost shall include Phase-In expenses plus the first month's cost for maintenance to units assigned and accepted during the transition period

Transition or Phase- In

7.u.1. Process: The monthly routine/preventive maintenance includes all labor, parts, supplies, and materials up to $250 including any return visits to the unit. The total of $250 covers parts individually or collectively per work order or routine/preventive maintenance service call. Any items not covered in other parts of this PWS or in addition to the $250 will require approval from the COTR or the CO. The Contractor shall develop a cost proposal for all work to be carried out as part of the task or assignment. The final negotiated cost will become a fixed price change or task order modification. Cost proposals of $1,000 or less require approval from the COTR. Costs proposals in excess of $1,000 require approval from the Contracting Officer.

7.u.2. Contractor Responsibility: The Contractor shall be responsible for all interior and exterior components of the unit to include, but not limited to:

7.u.3. Plumbing System – Plumbing includes all water and sewer lines and tanks inside the unit and all external lines from the unit to the utility main or the park owner’s connection. The contractor must have all appropriate permits and licenses.

7.u.4. Electrical System – Electrical includes all wiring and associated parts from the Utility Company’s connection on the meter loop pole or pedestal, to and throughout the unit, including underground entrance cable. When connecting to an approved power source the responsibility shall include all installed components up to the approved power source. This includes all appropriate inspections.

7.u.5. Heating Ventilation and Air Conditioning (HVAC) – This includes all major components and ducts to include wiring and associated parts including air filters. This also includes inspecting gas lines, valves, vent and exhaust systems.

7.u.6. Replacement of Components – The Contractor shall replace all components necessary to make repairs. The Contractor is not responsible for replacing items as light bulbs, stoppers, drain baskets, providing extra door keys, etc.

unless it is associated with the repair or replacement of a related component.

7.u.6.i Life safety items such as batteries for the smoke detectors are items that the Contractor shall replace.

7.u.6.ii The Contractor shall clean and replace Air Filters as often as necessary to maintain optimum efficiency.

7.u.7. Entrance/Exit components – This includes all work associated with servicing, building, and repairing doors, windows, screens, stairs, ramps, and securing the unit as needed.

7.u.8. Appliances – This includes servicing all unit appliances such as ranges, refrigerator, microwave, water heater, furnace, air conditioner, etc.

7.u.9 Interior Components – The Contractor shall perform repairs and maintain the unit cabinetry, countertops, doors and doorways, ceiling, walls, furnishings, appliances, mirrors, life-safety items (like batteries for smoke alarms) and other FEMA-provided accessories.

7.u.10 Exterior Components – The Contractor shall make repairs to the exterior of the unit as required. This includes all exterior components to include, but not limited to, panels, sidings, windows, screens, blocking, anchoring, skirting, roofing, exterior doors, leveling of THU and other FEMA provided accessories.

7.u.11 Stairs and Ramps – The Contractor shall maintain and make minor repairs to stairs and ramps serving the unit as required. These repairs shall be included as part of the monthly maintenance and is subject to the same requirements. If stairs are significantly damaged, the contractor shall notify the COTR prior to performing work.

7.u.12 Scheduling – The Contractor shall provide at a minimum 24 hours notice to the occupant prior to arrival to perform routine/preventive maintenance.

Occupant or occupant representative 18 years or older shall be present for all maintenance calls.

7.u.12.i. All routine maintenance service call repairs shall be completed within 96 hours (including weekend hours) after receipt of the requirement. When a 96- hour completion time would expire on a Federal Holiday, the 96-hour time period will extend to the following business or workday.

7.u.12.ii. The Contractor shall complete routine/preventive maintenance items requested by the occupant that was not listed on the Contractor-generated work order while at the unit. The Contractor shall report additional repairs performed.

7.u.13 Performance Standards – The Contractor shall repair 90% of all routine/preventive service calls on the first visit. 100% of services calls shall be complete within 96 continuous hours of initial visit.

7.u.14 Reporting – The Contractor shall provide a daily report summarizing the routine/preventative maintenance performed and written justification for any non- service for maintenance requested by an applicant. This report shall be delivered to the COTR by 10:00 AM CST the following work day.

7.u.15 Backorders 7.u.15.i. When the Contractor has backordered repair parts for major appliances to include the furnace, A/C, refrigerator, or range, or is otherwise unable to repair these appliances within 48 hours of receiving the work request, the Contractor shall provide a temporary appliance for the occupant. For furnaces and air conditioning, the Contractor shall provide temporary replacement items within six (6) hours when the ambient temperature threatens the health and safety of the unit occupant as defined under Emergency Maintenance Section 5.W.1.iv and 5.1.W.v in this PWS. The cost for the temporary item shall be the responsibility of the Contractor.

7.u.15.ii. All parts replaced shall be new unless provided by FEMA and shall be of a quality equal to, or better than the part being replaced.

7.u.16 Performance Standards – 100% of all routine maintenance shall be accomplished within specified timeframes (24 hours to respond and mitigate;

and 96 hours to complete maintenance).

7.u.17 Reports – A daily report of maintenance shall be provided to the COTR by 10:00 AM the following work day and is included in the 49 Field Report or upon implementation of FEHMAP 100% of the time.

7.v.

May be requested by the unit occupant to mitigate or eliminate a threat or hazard to the health, safety or security of the unit occupant or property. Mileage costs for emergency repairs shall not be invoiced.

EMERGENCY REPAIR/MAINTENANCE

7.v.1 Process: Emergency Repair/Maintenance includes all labor, parts, supplies, and materials up to $250. The total of $250 covers parts individually or collectively per emergency repair/maintenance call. Any items not covered in other parts of this PWS or in addition to the $250 will require approval from the COTR or the CO. The Contractor shall develop a cost proposal for all work to be carried out as part of the task or assignment. The final negotiated cost will become a fixed price change or task order modification. Cost proposals of $1,000 or less require approval from the COTR. Costs proposals in excess of $1,000 require approval from the Contracting Officer.

7.v.2 Expectations of Emergency maintenance are typically required in response to, but not limited to, one of the following problems:

7.v.2.i. Major water leak:

7.v.2.i.1. Shut off valve cannot be located 7.v.2.i.2. Poses a threat to persons and property 7.v.2.i.3. Required immediate action to restore water service

7.v.2.ii. Actual sewage leak (health concern).

7.v.2.iii. Heating unit inoperable when outside temperature is, or is expected

(according to local forecast) to go below 50 degrees Fahrenheit.

7.v.2.iv. Air conditioning inoperable when outside temperature is, or is expected

(according to local forecast) to go above 85 degrees Fahrenheit.

7.v.2.v. Electrical failure (excluding local power company failure, or for termination of service due to non-payment).

7.v.3 Emergency Maintenance shall include temporary repairs to resolve or mitigate the immediate threat or problem and continue to make repairs as routine maintenance to permanently resolve issue.

7.v.4 Permanent repair of temporary emergency repairs shall be completed within 96 hours so that the unit is fully functional.

7.v.4.i. If a temporary heating appliance is used, it shall be electric and equipped with an automatic shut-off that activates if the heater is accidentally tipped over.

7.v.4.ii. Such temporary appliances shall be provided, at no additional cost to the Government or the occupant, until such time as the permanent appliances are fully operational.

7.v.5 Scheduling – The Contractor shall respond to an Emergency Call within 6 hours with tools, equipment, and supplies necessary to make repairs.

7.v.5.i. Permanent repair of temporary emergency repairs shall be completed within 96 hours so that the unit is fully functional.

7.v.6 Performance Standards – 100% of emergency calls responded to within 6 hours as defined.

7.v.7 Reports/Notification 7.v.7.i. If emergency involves loss of life, the COTR shall be notified immediately.

7.v.7.ii. If the Contractor makes temporary repairs, the Contractor shall attempt to notify the COTR or designee by 10:00 a.m.Central Standard Time the next business day. This notification shall be to all of the COTR’s methods of contact. The Contractor shall document their attempts to contact the COTR and document it in the emergency repair work order. If the COTR or designee cannot be reached, they shall be notified by 10 a.m.Central Standard Time on the next business day.

7.w.

The goal of Zero Tolerance Pest Level shall be accomplished by performing monthly pest control inspections throughout and around the units during routine/preventive maintenance service calls. These inspections shall be included as part of the monthly maintenance and is subject to the same requirements. All Pest Control services shall be in accordance with EPA, DEQ and other regulatory mandates and performed by a certified pest control technician.

PEST CONTROL & FUMIGATION

7.w.1 Pest Control Inspections and Services – This includes treatment of the unit and surrounding area.

7.w.1.i. Ensuring that treatment is rendered as appropriate to control, prevent, and/or otherwise mitigate the presence of pests such as, but not limited to: insects, fleas, termites, wasps, bees, cockroaches, ants, fleas, ticks, spiders, hornets, Japanese beetles, and other invertebrate pests.

7.w.1.ii. Ensuring that treatment is rendered as appropriate to control, prevent, or otherwise mitigate the presence of pests such as, but not limited to: rats, mice, pigeons, reptiles and other vertebrate pests. Treatment shall include rodent traps and bait stations, animal captures and carcass removal.

7.w.1.iii. Identify any problem areas, structural features, potential areas for pest infestation, or personnel operational practices contributing to pest infestations, and any other factor and report them to the COTR in monthly report.

7.w.2 Storage/Disposal – The Contractor shall maintain, secure, and operate storage facilities for applicable equipment and dangerous material substance in a manner that precludes or minimizes health hazards or environmental contamination. The contractor shall be responsible for damage or loss to the Contractor’s stored supplies or equipment.

7.w.3 Scheduling – The Contractor shall provide the occupant of the unit with at least 72 hours notice prior to a fumigation or pest control visit.

7.w.4 Performance Standards – 100% of units treated for the eradication of pests as required.

7.w.5 Reporting – The Contractor shall provide a monthly schedule of the planned routine/preventive, pest control inspections; a monthly report summarizing the findings gathered during these inspections; and written justification for units not serviced shall be provided to COTR within one week after the beginning of the month.

7.x.

The Contractor shall deactivate, remove from site, and have units ready for transportation to locations identified and directed by the COTR. Mileage costs for Deactivation are included under this CLIN up to 250-miles from point of pickup to assigned point of drop-off. Distances beyond the 250-miles for Deactivations of temporary housing units are additive contract costs per mile beyond 250-miles from the point of pickup to assigned point of drop-off.

DEACTIVATION

7.x.1 Minimum Standards for Deactivation and Transport 7.x.1.i. Remove all anchors, poles where necessary, straps, clamps, and tie down bolts, backfill all holes resulting from installation.

7.x.1.ii. No anchors shall be cut and left in the ground.

7.x.1.iii. Remove any skirting that has been placed around the base of the unit as applicable.

7.x.1.iv. Remove and dispose of steps, ramps, or, platform steps.

7.x.1.v. Disconnect the electric power source at the service entrance box and at the unit junction box. The electrical service entrance cable is to be cut off a minimum of six (6) inches below grade, and sealed as appropriate.

7.x.1.vi. Locate the cable, telephone lines, and/or satellite equipment and appropriately disconnect (leaving onsite) if applicable.

7.x.1.vii. Shut off the water supply at service box and disconnect the water connection.

7.x.1.viii. Disconnect and remove the heater cable and insulation on water line (if applicable).

7.x.1.ix. Disconnect the water connection pipe from the THU supply pipe. Cut water line at both ends 4” to 6” inches below ground level when applicable and cover with dirt unless directed otherwise.

7.x.1.x. Ensure that the toilet, sanitary line, and holding tank (if applicable) are free of sewage. Holding tanks shall be rinsed, the contents emptied until the liquid runs clear and free of any solids, and the valve shall be closed during transport. The valve shall be opened at the Staging site to ensure compliance with the above requirements. The Contractor shall have a suitable container to catch any liquid that may escape from the tank during the valve opening procedure. The Contractor shall properly dispose of any material that escapes into the Contractor provided container.

If there is a bladder onsite, the Contractor shall ensure the bladder is properly disconnected, emptied, cleaned and removed from site per applicable codes and regulations. Disposal of all waste and site cleanup shall be properly and completely performed according to codes and regulations in order for the deactivation to be considered completed. The bladder is considered to be part of the THU.

7.x.1.xi. All

7.x.1.xii. Cut the unit drain line beneath the unit leaving 4” to 6” of pipe protruding from the unit. The cut should be made in such a manner as not to adversely affect a future connection. Units provided with a threaded end on the sanitary drain line shall have the service disconnected at this point rather than by cutting the line.

permits and fees associated with the work shall be the responsibility of the Contractor. These permits and fees shall include any flagging/escort services, as required by the State of New York.

7.x.1.xiii. The drain line shall be removed in such a way as to prevent foreign objects from entering the sanitary sewer line.

7.x.1.xiv. The septic/sewer system should be returned to pre-installation condition.

7.x.2 Prepare for Transport 7.x.2.i. Inflate tires to proper pressure and replace damaged or missing tires. Check all wheel lugs and rim clamps for tightness. Check brake wires and install and/or reconnect as necessary.

Inspect wheels, axle assemblies, springs, spring hangers, and equalizers for missing parts or cracked welds. Repair and/or replace as necessary. Inspect drawbar for defects that could affect transportability and repair/replace as required.

7.x.2.ii. Inspect coupler assembly and screw jack to ensure proper functioning.

Lubricate and/or repair or replace as required.

7.x.2.iii. Remove pier blocking or stabilizer jacks.

7.x.2.iv. Note: Care should be taken that the unit is lowered evenly and in a safe manner to prevent damage or twisting of THU frame.

7.x.2.v. The Contractor shall remove obstructions that may interfere with the movement of the unit.

7.x.3 Interior – The interior fixtures, equipment, and furnishings of the unit shall be secured as follows:

7.x.3.i. All electrical fixtures shall be disassembled so that no glass domes/reflectors are left on the fixtures. These shall be wrapped in a manner to ensure no damage during transportation and secured in drawers or kitchen and bathroom sinks.

7.x.3.ii. The refrigerator and range shall be bracket mounted to the floor and wall stud of the unit.

7.x.3.iii. The furnace access door shall be properly secured.

7.x.3.iv. The fire extinguisher shall be placed under the kitchen sink cabinet and properly secured.

7.x.3.v. The smoke detector shall be left in place.

7.x.3.vi. Drawers shall be removed and placed inverted on the floor against the front wall of each room.

7.x.3.vii. Drawers with RV latches should be left in the cabinet; drawers left in place shall be properly secured for shipment.

7.x.3.viii. At the time of shipment, the bedding should be placed in a normal position.

7.x.3.ix. Moveable items within the unit (kitchen table, coffee tables, air conditioner, etc) shall be secured in a manner so as not to damage the unit during the Deactivation Process including transport of unit.

7.x.3.x. Curtains and drapes are to be left hanging.

7.x.3.xi. No nails, screws, or clamps shall be used to secure any furnishings or any part of the unit, unless specifically stated in this procedure.

7.x.4 Exterior – The exterior of the unit shall be secured. This includes but is not limited to the following:

7.x.4.i. Removing exterior electrical fixtures, properly wrapping them and placing them in the kitchen sink. The fixture junction box shall be covered so as not to fall off during transport.

7.x.4.ii. The kitchen exhaust fan cover plate shall be securely closed and fastened to prevent damage and to ensure proper protection to the exhaust fan, motor, and control.

7.x.4.iii. Supply and drainpipes beneath the unit shall be properly secured.

7.x.4.iv. Functional anchor straps shall be coiled and secured with reinforced tape when applicable.

7.x.4.v. Manufactured Metal Steps shall be disassembled and placed in the unit and secured in a manner that shall not cause damage to the unit.

7.x.5 Cleaning and Fumigating – All units shall be cleaned and fumigated 7.x.5.i. The interior of the unit shall have all trash and rubbish removed.

7.x.5.ii. All appliances, counters and cabinets shall be cleaned inside and outside and free from foodstuffs and other items including grease. The counters, cabinets, stovetop, refrigerator/freezer, and other surfaces shall be wiped clean. All loose food particles shall be removed from the refrigerator/freezer and other surfaces and cabinets. The cabinets shall be empty.

7.x.5.iii. The refrigerator door shall be blocked and taped open to allow air circulation. The blocking shall not be placed against the door gasket seal.

The refrigerator’s interior shall be wiped clean.

7.x.5.iv. The complete interior of the unit, including baseboards and areas under cabinets, in closets, in compartments, furnace, A/C and water heater compartments, shall be fumigated with approved pesticides to kill any insects that may be present.

7.x.5.v. The unit floors shall be cleaned and the carpet (if any) shall be vacuumed.

7.x.5.vi. Secure the doors.

7.x.6 Water Removal 7.x.6.i. Putting air pressure to the lines to clean out the water lines – contractor shall ensure all water is removed from lines and within THU.

7.x.6.ii. If the Government determines that Winterization is necessary the contractor shall accomplish using applicable commercial standards.

7.x.6.iii. The water inlet gate valve shall be left open

7.x.7 Site Clean-up – Due to the safety and sanitary issues and concerns, the area immediately surrounding and under the deactivated unit shall be cleared of all material or debris. Site shall be cleaned groomed to a ready condition.

7.x.7.i. At the time of deactivation, the Government will consider all installation materials material scrap except metal stairs/steps/ramps. The Contractor shall take possession of this scrap material. The material shall be removed for disposing with all debris and trash. All holes and ruts onsite shall be properly filled and tamped.

7.x.7.ii. The contractor may set up a temporary Staging / Designated Holding Area to temporarily stage the units up to 6 days after the issuance of a work order (at Contractor cost). The Contractor shall maintain units in a safe and secure environment until they are transported to a long-term storage facility.

The COTR will be notified of any metal stairs/ramps and will arrange for their removal.

7.x.7.iii. The contractor shall provide unit transportation to FEMA’s long-term storage facility.

7.x.7.iv. Upon completing transportation, the contractor shall properly block the base of the unit tongue. Material used for supporting the tongue shall be no less than one 4”x 4”x8” wooden block.

7.x.8 Performance Standards – 100% of the THUs shall be deactivated within 7 days of work order issuance or the government will invoke its rights in accordance with of the inspection clause of the contract.

7.x.9 Reporting – Deactivation Reports shall be provided to the COTR by 10:00 AM Central Standard Time on the next business day.

7.y. Transportation Mileage for Deactivation, Installation and Reinstallation (THU) over 250 miles from Point of Pickup 7.y.1 Transportation begins after a unit has been hooked up and removed from the site as described in the Hauling and Deactivation sections. Mileage costs for Deactivations, installations, and reinstallations are included under those CLINs up to 250-miles one-way from the point of pick up to a COTR assigned site by the most direct, legal route from origin to destination, taking into consideration state transportation regulations.

7.y.2 The Contractor shall comply with all applicable Federal, State and Local laws, regulations and codes for transporting the unit. The Contractor shall be able to transport units, intra or interstate for deactivation, installation, reinstallation and relocations.

7.y.3 The Contractor at no time will leave unattended, or otherwise unprotected, any excavation or safety hazard that might cause injury to any person. Access to and from all exterior doors shall be maintained at all times.

7.y.4 Transportation ends when the unit is dropped off at the location identified by the COTR.

7.z. Emergency Re-Installation (MH/PM)

7.z.1 The Contractor shall be compensated on a per-unit basis for emergency deactivation and installation of a different unit. The per-unit emergency deactivation and installation charge includes all labor, service call charges.

7.z.1.i. The Contractor shall use the same material used in the original installation to re-install the units, as long as the material is in good condition.

7.z.1.ii. FEMA reserves the right to assign emergency re-installation to any Contractor or other resource to accomplish the mission. The Contractor shall install the unit in accordance with the Installation Specifications.

7.z.1.iii. The Contractor shall have all appropriate permits and licenses 7.z.2 Performance Standard – 100% the units shall be deactivated within one (1) day after issuing the emergency deactivation work-order and the installation shall be complete within three (3) days of the deactivation.

7.z.2.i. Reporting of emergency re-installations shall be reported daily, as described in Deliverables section of this PWS.

7.aa. Reposition (THU)

7.aa.1 A reposition is the deactivation and re-installation of a unit on the same site.

Repositioning of a unit is required in order to facilitate the removal of debris or access to the residence for reconstruction of a pre-existing residence on a site or other reason deemed to be in FEMA’s or the applicant’s best interest.

7.aa.2 As required, the Contractor shall follow the relevant procedures described in the permanent unit deactivation procedure and the relevant portions of the haul and install procedures.

7.aa.3 Scheduling – The Contractor shall provide at a minimum 24 hours notice to the occupant prior to arrival to perform the Reposition.

7.aa.4 Performance Standard – 100% to be complete and RFO within three (3) days of permit issuance, accordingly. Issuance of the reposition work order constitutes commencement of the work.

7.aa.5 Reporting of reposition shall be reported daily, as described in Deliverables section of this PWS.

7.bb. Relocation (THU)

7.bb.1 Relocate the installed Unit from one site to another. Permitting applications shall be completed before movement of the unit. The Contractor shall use the same material used in the original installation to re-install the unit, as long as the material is in good condition.

7.bb.1.i. The Contractor shall follow the procedures described in the unit deactivation procedure and haul and install procedures.

7.bb.1.ii. The relocation of the unit may be on the same site or the unit may be transported to a different FEMA approved site.

7.bb.2 Scheduling – The Contractor shall provide at a minimum 24 hours notice to the occupant prior to arrival to perform the Relocation.

7.bb.3 Performance Standard – 100% to be complete and the unit RFO within three

(3) days of permit issuance. Issuance of the relocation work order constitutes commencement of the work.

7.bb.4 Reporting of relocation shall be reported daily, as described in Deliverables section of this PWS.

7.cc. Uniform Federal Accessibility Standards (UFAS) – In the event UFAS THUs need to be utilized, the following standard shall be utilized.

The Contractor is responsible for researching the appropriate requirements and incorporating the requirements into the installation. The current Uniform Federal Accessibility Standards are available on the following website: http://www.access-board.gov/ufas/ufas-html/ufas.htm.

7.dd. SAFETY

7.dd.1 The Contractor shall furnish all required safety equipment and/or clothing, which may be required for personnel as mandated by Federal, State, and Local laws, regulations, statutes and ordinances.

7.dd.2 The Contractor shall maintain a safe working environment for the Contractor employees, unit occupants, FEMA staff, other Contractors and the general public. At NO time shall the Contractor or Subcontractor leave unattended or otherwise unprotected, any excavation or safety hazard that might cause injury to persons.

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7.dd.3 The Contractor shall comply with the Department of Labor, Environmental Protective Agency and the Occupational Safety and Health Administration (OSHA) safety regulations, rules and requirements, as well as any Federal, State, (Parish) and local laws, codes, statutes and ordinances.

7.dd.4 The Contractor shall ensure that all personnel applying pest control chemicals are properly licensed in accordance with applicable Federal, State and Local laws, regulations, statutes and ordinances.

7.ee. RECORDS AND REPORTS

7.ee.1 All information/reports/invoices submitted to the COTR shall clearly indicate the Contractor’s name, address, phone number and contract number. The Contract Line Item Number (CLIN) and Work Order numbers shall be clearly indicated when information/reports or invoices are applicable to that CLIN/Work Order number. When a unit is part of a report, the FEMA unit bar code and VIN shall be used for identification. All invoices to be considered “proper” shall include additional information as discussed under the payment clause of the contract.

7.ee.2 The Contractor shall securely maintain occupant information provided by FEMA to ensure no unauthorized use is made of said information. The Privacy Act governs access and release of all applicant data.

7.ee.3 The Contractor shall provide timely and accurate reports as described and required by the Deliverables – Section 10 of this PWS.

7.ee.4 All reports shall be developed and transferred via Microsoft Excel, Microsoft Access, or other media as determined as meeting the needs of the government and approved by the COTR in writing.

7.ee.5 The contactor shall maintain records that are compatible with FEMA Information Technology (IT) database systems pertaining to all tasks assigned such as monthly routine maintenance, emergency maintenance and deactivations.

7.ee.6 The Contractor shall maintain all records for three years after the final invoice has been paid. These records shall be kept in a manner and location that shall allow FEMA or its designee access to them. FEMA will provide the Contractor with written or verbal notification of its intent to inspect the records and the Contractor shall provide FEMA with a specific location for the record inspection. Record inspections shall be carried out in typical office surroundings.

7.ee.7 Invoices from the Contractor shall include compact disk (CD) and hard copies of the invoice, backup spreadsheets with the individual work orders broken down by CLIN, and all supporting back-up documentation as required by the COTR with the completed work orders (Do not email).

7.ff. DATA REQUIREMENTS The contractor shall be required to have the capability to provide reports using commercially acceptable formats so that the government will have the ability to use the data in any system the government uses for tracking the deactivation and maintenance of the units. These reporting requirements will be communicated and coordinated through the COTR at kick off meeting. The contractor shall have the ability to report including but not limited to the following: (daily, weekly, monthly.) This information shall include at a minimum, the barcode, VIN, full address, Registration number(RGSN), unit type, park name (if applicable), lot # (if applicable), and date of report.

7.ff.1.i. Call center data 7.ff.1.ii. Maintenance data 7.ff.1.iii. Emergency maintenance or deactivations data 7.ff.1.iv. Deactivations 7.ff.1.v. Relocations 7.ff.1.vi. Repositions 7.ff.1.vii. Trends associated with the maintenance or deactivation 7.ff.1.viii. Theft/vandalism

7.gg. CONTRACTOR BADGES

The Contractor shall provide the names of all personnel (including temporary personnel and/or sub-Contractors) to the COTR in writing within two (2) business days after start of contract and within 2 business days after any change of personnel.

7.gg.1 The Contractor shall provide to its personnel any security form that FEMA may require for the purposes of background check as part of the Contractor’s personnel receiving a badge. Note: Only those Contractor personnel designated by the COTR will receive a FEMA issued identification badge.

7.gg.2 Upon release of any FEMA badged employee or subcontractor, badges must be returned to the FEMA COTR.

7.gg.3 The Contractor shall provide identification badges for all personnel. The Contractor’s ID badge shall include: company name, identification number, individual’s name and company phone number. The Contractor issued badge shall not include the words “FEMA or FEMA Contractor” or any governmental logo that gives the impression that the person is a government employee nor is otherwise an agent of the government. The Contractor’s personnel (including temporary or sub-Contractors) shall wear an identification (ID) badge provided by FEMA or the Contractor. ID badges shall be visible at all times when performing work.

8. WARRANTY OF WORK

8.a. All work performed under this contract shall be warranted and fit for the particular purpose described in this contract pursuant to the warranty clause of this contract.

9. WORK ORDER ISSUANCE

9.a. The COTR will issue work orders for Miscellaneous, Emergencies and Deactivations.

9.a.1 The Contractor shall issue his/her own internal Work Orders for Routine Maintenance generated from applicant calls to the Contractor Call Center or generated by the Contractor field workers. A copy of that Work Order shall be sent to the COTR for the purposes of documenting maintenance on the units.

9.a.2 Each work order shall contain the following information:

9.a.2.i.1. Site Location 9.a.2.i.2. Applicants Name and Address 9.a.2.i.3. Telephone Number

9.a.2.i.4. Description of Work to be completed 9.a.2.i.5. Other Information, if required

9.a.3 The Contractor shall be prepared to (deactivate/haul and install etc) commence work immediately upon receipt of a Work Order.

9.a.4 Performance under each work order is mandatory.

9.a.5 Work Orders from FEMA may be issued by written telecommunications

(facsimile and/or email).

NOTE: All orders receive at or after 2:00 pm will be consider next day orders.

9.a.6 The Contractor shall complete all work orders prior to requesting the applicant or authorized representative’s signature and printed name and contact number.

In lieu of the Contractor receiving the occupant’s signature, the Contractor may receive a signature of an authorized COTR/TM or occupant.

9.a.7 In the event that a Contractor’s employee signs a work order, the Contractor shall follow up with an independent quality control contact with the applicant or authorized representative on 100% of all work orders.

9.a.8 The printed name or other method of identification for each of the Contractor’s quality control inspectors shall be incorporated on any maintenance record reviewed under the Contractor Quality Control Plan.

10. DELIVERABLES

10.a. All work activities shall be included in the Contractor’s Daily Reports as defined by the

COTR and mission requirements.

10.a.1 Unit Inspection Report

10.a.2

– The Contractor shall provide to the COTR the status of maintenance issues and habitability of all units daily until the end of the Transition Period (CLIN 0001) April 30, 2011.

Transition Plan

10.a.3

– is due within 48 hours of final contract award.

Contractor Employee/Subcontractor Names Report

10.a.4

– The Contractor shall provide the names of all personnel (including temporary personnel and/or sub- Contractors) to the COTR in writing within two (2) business days after start of contract and within 2 business days any change of personnel thereafter.

Quality Control Plan

10.a.5

– Contractor shall provide a comprehensive Quality Control Plan “detailing the metrics” that shall be used to evaluate performance and the process for implementing corrective measures to improve performance (within 48 hours upon award).

Report of Open Issues

10.a.6

– The Contractor shall meet with the Contracting Officer (or designated representative) at a time and location of mutual agreement to ensure a positive flow of communication and resolve open items.

Loss of Life Reports

10.a.7

– If emergency involves loss of life the COTR shall be notified immediately!

Daily Call Center Record of Call

10.a.8

– The Contractor shall provide to the COTR by 10:00 a.m. Central Standard Time a copy of all Call Center Record of Calls for the previous day.

Daily Clean and Make Ready Report (CMRs) – The Contractor shall provide a Clean and Make Ready Report for any new applicant to the COTR by 10:00 a.m.Central Standard Time the following work day. This report will be included in the “49 Field Report” and included when FEHMAP is instituted by

FEMA.

10.a.9 Monthly Percent To…