MDC PWS HSFE06-09-R-0018

Performance Work Statement (PWS) for Disaster Registry Verification Support Performance Work Statement (PWS) for TX Housing Mission Support - Community Site Design/Build Requirement

Table of Contents

1A.

BACKGROUND

1B.

Scope

1General

2Maintenance

3Deactivation

4C.

Key Personnel

4D.

Qualified Personnel

4E.

Performance Requirements

28F.

TASK/WORK ORDER ISSUANCE

30G.

QUALITY CONTROL

30H.

WARRANTY

30I.

CONTRACTOR RESPONSIBILITES

31J.

Government responsibilites

31K.

Government Furnished Resources

32L.

Contractor Furnished Resources

32M.

applicable documents

32N.

Security, Privacy, Safety and Proprietary Data

33O.

Non-Disclosure Agreement

33P.

PRIVACY ACT NOTIFICATION

33Q.

Period of Performance

33R.

PLACE of Performance

34S.

Travel

34T.

RECORDS AND REPORTS

34U.

Deliverables AND DELIVERY SCHEDULE

36V.

CONTRACTOR OBLIGATION TO OBTAIN ALL INSURANCE AND PERMITS

37W.

GOVERNMENT TERMS AND DEFINITIONS

39X.

Quality Assurance Surveillance Plan (QASP)

Enclosure:

Attachment 1: Quality Assurance Surveillance Plan (QASP) Checklist

A.

BACKGROUND

The Federal Emergency Management Agency (FEMA) mission is to reduce the loss of life and property and protect the nation from all hazards, including natural disasters, acts of terrorism, and other man-made disasters, by leading and supporting the nation in a risk-based, comprehensive emergency management system of preparedness, protection, response, recovery, and mitigation. Further, FEMA is charged with the responsibility to effectively manage the federal response and recovery efforts following any national incident. Under its statutory authority, the Robert T. Stafford Disaster Relief and Emergency Assistance Act (PL 100-707) of November 1998, FEMA also initiates proactive mitigation activities, trains first responders, and manages the National Flood Insurance Program. On March 1, 2003, FEMA became part of the U.S. Department of Homeland Security (DHS). FEMA works in partnership with other organizations that are part of the nation’s emergency management system including state and local emergency management agencies, 27 federal agencies and the American Red Cross.

FEMA’s Individual Assistance Program provides housing and other assistance to disaster applicants in accordance with the Stafford Act. Typically, industry and FEMA specification built Mobile Homes (MHs), Park Models (PMs) and other Alternative Housing Units (ALTHUs) have been used as temporary housing units (THUs) for citizens affected by Hurricanes. The THUs require transportation, installation, maintenance services in order to keep them in service for their intended use.

As the citizens move into more permanent living conditions, the THUs are to be deactivated. THU deactivation services consist of being removed from the current location, the location being cleaned and the unit being transported to a FEMA-designated staging facility.

As of November 21, 2008, the declared disaster area consists of fifty-one (51) counties within the state of Texas. The 51 counties included in this area are as follows: Anderson, Angelina, Aransas, Austin, Bowie, Brazoria, Brazos, Burleson, Calhoun, Cass, Chambers, Cherokee, Fort Bend, Galveston, Greg, Grimes, Hardin, Harris, Harrison, Houston, Jasper, Jefferson, Leon, Liberty, Madison, Marion, Matagorda, Milam, Montgomery, Morris, Nacogdoches, Newton, Nueces, Orange, Panola, Polk, Robertson, Rusk, Sabine, San Augustine, San Jacinto, San Patricio, Shelby, Smith, Trinity, Tyler, Upshur, Walker, Waller, Washington, and Wharton counties.

Thirty-four (34) counties have been declared eligible for Individual Assistance, and the number is subject to increase pending state appeals. FEMA seeks a qualified contractor to maintain, manage, and coordinate unit maintenance and deactivation activities to include performing inspections and preventative maintenance for the purpose of detecting and correcting incipient failures and accomplishing minor maintenance of units.

B.

Scope

General

The Contractor shall resolve maintenance issues and address requirements of the units related to their long term maintenance and deactivation. The Contractor shall have the technical capability to make necessary repairs to the units as specified in each task/work order.

The Contractor shall plan, schedule, coordinate, inspect and ensure effective implementation of this FEMA temporary housing mission by providing technical assistance related to long term maintenance and deactivation of temporary housing units.

The Contractor shall provide adequate staffing and all resources, (to include but not limited to administration, management, supervision, labor, supplies, repair parts and materials, {excluding major repair materials}, tools and equipment), to perform and support emergency and routine/preventive maintenance. This includes scheduling and performing monthly preventative maintenance, as well as staging operations maintenance activities as required, and will include but not be limited to replacement of broken or faulty equipment, material, and systems contained within or on the structure (i.e. carpet, trim, air conditioning, etc.). The Contractor shall provide all equipment, labor and supplies necessary for the deactivation of units

The Contractor shall provide all services and activities in a timely and professional manner and in compliance with all applicable Federal, State and Local laws including safety regulations under OSHA Commercial Standards for Construction. In the event federal, state and local laws, regulations and ordinances conflict, the more restrictive regulation is to be followed. The Contracting Officer’s Technical Representative (“COTR”) will respond to a request for clarification within 48 hours of receiving the written request. Additionally, the Contractor will be responsible for obtaining all appropriate permits and licenses corresponding for the work being performed.

NOTE: ALL UNIT QUANTITY ESTIMATES DETAILED IN THIS PERFORMANCE WORK STATEMENT (PWS) SHALL BE CONSIDERED FOR BIDDING PURPOSES ONLY.

Maintenance Upon notification from the legally designated Contracting Officer’s Technical Representative (COTR), maintenance services will be performed on MH, PM and Alternative Housing Units in the State of Texas. A monthly maintenance fee will be paid for each THU in service. The cost of ALL maintenance services will be covered by this monthly fee. This fee will be pro-rated for a partial month upon THU deactivation. The monthly maintenance fee will convert from a monthly fee to daily rate. The cut-off date is the date the deactivation work order is received by the contractor. This contract is designed to be similar to a typical home warranty policy.

The total number of THUs requiring service at the peak level of effort during the base period of performance is estimated not to exceed 1000 units. These numbers will decrease during the period of performance; however the contractors may be required to perform maintenance on up to 50 additional THUs which may be newly installed or relocated within the service area at various times during the base period of performance. The anticipated rate of maintenance calls for service in a given week is 125.

Maintenance services consist of providing 24 hours a day, 7 days a week service, a toll-free number available to FEMA, responding to maintenance calls provided by FEMA, inspecting and documenting damages/malfunctions, performing repairs, testing of repairs, and documenting conditions when complete. Maintenance areas of responsibility consist of all interior and exterior components. In addition, the Contractor is to perform a seasonal inspection and maintenance service for all housing units, once each for the heating and cooling season.

Maintenance services DO NOT consist of services which the occupants are generally responsible for, such as maid service, washing windows, changing curtains, changing linens, removal of trash, or emptying of trash cans.

Repairs may consist of, but are not limited to, inspecting damage and determining the proper corrective action needed, making structural repairs to the unit, repairing/replacing non-functional systems/appliances, replacing filters, unclogging drains, replacing/repairing support structures outside of the unit, repairing/replacing steps and ramps, and replacing/repairing utility connections.

Deactivation

Upon notification from the legally designated Contracting Officer's Technical Representative (COTR), a THU is to be properly deactivated and transported to a FEMA-designated staging area. The Contractor shall have the capacity to completely deactivate a unit within seven (7) days from the issuance of a work order. THU deactivation services consist of disconnection of utilities, securing of THU contents, proper disposal of unwanted materials, repairs and preparation of THU for contractor transportation to the staging area, cleaning of unit, pest control, preparation for storage, site restoration, temporary power pole (TPP) removal, and project management.

TPP removal is to be performed when instructed by the COTR, and consists of mobilization to the site, verification of TPP being de-energized, removal/disposal of TPP, and backfilling of any holes.

Additionally, THU relocation and/or installation services may be required as directed by COTR.

THU installation services consist of transportation of THU from FEMA staging area to site location, site preparation, installation and connection of all utilities, blocking, leveling, anchoring and straps, and installation of standard steps, platform steps, or Uniform Federal Accessibility Standards (UFAS) ramps.

THU relocation services consist of disconnection of utilities, proper disposal of unwanted materials, repairs and preparation for transportation, site restoration, TPP removal, transportation to new location, re-installation and connection of all utilities, site preparation, blocking and leveling, anchoring and straps, and installing standard steps, platform steps, of UFAS ramps.

C.

Key Personnel Key personnel may be proposed. It is recommended, but not required that a single point of contact/ project manager (POC/PM) be identified. The POC/ PM would:

· Provide feedback when requested by the COTR

· Be capable of making decisions to resolve issues in the field

· Be available during working hours to meet COTR, on-site, to discuss job activities

· Be able to be contacted for emergency situations and have the authority to direct Contractor’s forces in such emergencies.

D.

Qualified Personnel The Contractor shall use certified and licensed personnel to perform the work needed, (i.e. plumber, electrician, and/or HVAC technician, etc.) The Contractor shall provide personnel with the appropriate skill set for their position; and the degree of skill of the individuals will be commensurate with that required for the work. It is the Contractor’s responsibility to ensure that all subcontractor personnel meet or exceed FEMA’s Contractor Qualification Standards.

The Contractor shall provide 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, or other officials as necessary.

The Contractor shall have the ability and capacity to inspect, analyze, and repair temporary housing units. This includes maintaining the unit’s gas system, various types of HVAC systems, electrical, plumbing, and chassis/towing systems as well as repairing interior components and appliances.

E.

Performance Requirements

1. Project Administration and Management

1.1. The Contractor’s management and administration (program management) responsibilities include, but are not limited to, the following:

1.1.1. Monitoring and coordinating performance of all assignments to ensure achievement of technical and financial project objectives and adherence to FEMA policies and authorities.

1.1.2. Monitoring and supporting the mission. This responsibility includes applicant identification identifying special needs, and provision of call center services, quality assurance and customer service. It also includes ensuring that the Contractor performs all work satisfactorily, subject to approval by the FEMA COTR.

1.2. The Contractor shall obtain information from the designated and appropriate FEMA representative as follows:

1.2.1. Contractual direction can only come from the Contracting Officer.

1.2.2. Specific technical direction can only come from the COTR.

1.2.3. However, other FEMA staff located at or in the Headquarters, Regional, or Disaster Field Offices and other designated offices can provide the Contractor with information relevant to the performance of the contract (e.g., FEMA safety officer at a disaster).

2. Phase-In/Transition Plan

2.1. 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. Note: Phase-In cost should not exceed Monthly Maintenance fee per unit times the number of units for one month. After thirty (30) day Phase-In period the Contractor will invoice for maintenance under the Monthly Maintenance CLIN.

Contractors are expected to document and record the following types of information in order to successfully perform their work during phase-in: identification numbers and information regarding the specific models, locations, residents, etc. for each of the units to be monitored /maintained, the effective dates and applicable warranty periods.

2.2. Phase-In Requirements: The Contractor shall develop and implement procedures for orderly transition of responsibility from the Haul and Install Contractor. Phase-in includes, but is not necessarily limited to:

2.2.1. Ensuring that all necessary permits are obtained to perform work.

2.2.2. Providing FEMA with organizational charts indicating individual names with corresponding roles, responsibilities and contact information.

2.2.3. Develop a work order process for maintenance calls within one week of award and prepare for accepting the first work order requirement (i.e. hiring necessary staff and implementation of work plan necessary to successfully fulfill the work order requirements).

2.2.4. Develop a unit acceptance plan including: unit identification numbers, unit location, unit type, unit occupant contact information, and unit warranty to include the effective dates and applicable periods. FEMA reserves the right to modify plan prior to acceptance of the contractor’s plan.

2.2.5. Develop key control procedures for units.

2.2.6. The Contractor shall ensure that all unit keys are controlled and no key is used to gain unauthorized access to a unit.

2.3. Phase-In Timeline: The timeline will commence at the Kickoff meeting. Timeline will consist of two parts: (1) Information transfer and (2) Unit transfer.

2.3.1. Information transfer will commence the day after the kickoff meeting and continue for a period of one week.

2.3.2. Unit transfer will commence immediately thereafter.

2.4. Kickoff Meeting: The kickoff meeting will be held approximately 72 hours from the date of award at the JFO or at an alternate location near the disaster area. The Contractor shall attend this two part kickoff meeting chaired by FEMA.

2.4.1. Part One: Discussions and reviews with FEMA COTR’s, Direct Housing Operations (DHOPS), Logistics, Individual Assistance (IA) and other branches as appropriate, regarding Contractor’s established phase-in procedures.

2.4.2. Part Two: Discussions with FEMA staff and current IA-TAC Contractor and Maintenance and Deactivation Contractor (MDC) regarding the transition of unit maintenance to the MDC.

2.5. Reports: Phase-In and Transition Plan is due within 48 hours of final contract award.

2.6. Phase-Out Plan: The Contractor shall deliver, to the COTR for Government approval, a Phase-out Plan prior to the last 30 calendar days of the contract completion, or as negotiated by Contracting Officer.

3. Unit Acceptance

3.1. The Contractor shall accept units from IA-TAC Contractor for maintenance at a rate which shall achieve the transfer of all units during the 30 day phase-in period. Unit acceptance will begin no later than one week after the kick-off meeting.

3.2. Unit Inspections

3.2.1. The IA-TAC Contractor representative, MDC representative and FEMA representative shall be present at the unit inspection for acceptance of the units.

3.2.2. The MDC Contractor shall accept units that are free of existing maintenance items.

3.2.3. Units with existing maintenance items, at time of inspection, will be accepted under the condition the IA-TAC Contractor will repair, or the COTR is authorized to reassign these maintenance items to the MDC Contractor. This determination shall be made based on what is in the best interest of the government.

3.3. Schedule: Unit inspections will be scheduled by the IA-TAC Contractor on a daily basis. This schedule will be provided to the MDC Contractor and FEMA.

3.4. Performance Standards: Unit acceptance inspections shall occur on schedule 100% of the time.

3.5. Reporting: A copy of the inspection will be given to the COTR for each unit.

4. Monthly Maintenance – Routine/Preventive

4.1. The Contractor shall provide maintenance services of assigned units. This includes performing monthly preventive maintenance inspections, responding to routine maintenance calls, for units assigned to the contractor and/or identified by FEMA. Maintenance not defined as emergency maintenance 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 tools, equipment and materials necessary for performing maintenance services on assigned units. Mileage costs up to 150 miles for Routine/Preventive maintenance are included under this CLIN. Distances beyond the 150-miles for Routine/Preventive maintenance of temporary housing units are additive contract costs per mile beyond 150-miles one-way from the designated central point located at 5001 Underwood Road, Pasadena, Texas 77507, and will be covered under the Transportation Additional Mileage CLIN.

4.2. Process: The monthly routine/preventive maintenance includes all labor, parts, supplies, and materials up to $250 for each maintenance item 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. This will be covered under the Monthly Maintenance CLIN.

4.2.1. The Contractor shall request approval in advance from the COTR for repairs for which costs are in excess of $250; this will be covered under the Major Repairs CLIN.

4.3. Maintenance Areas of Responsibility: The Contractor shall be responsible for all interior and exterior components of the unit to include, but not limited to:

4.3.1. Plumbing System - Plumbing includes all water, sewer lines and all external lines from the unit to the utility main or the park owner’s connection. This includes inspecting plumbing lines, valves, shower heads, faucets and bladders (if applicable), sewer lines and sewer connections interior and exterior hot water heater.

4.3.2. Electrical System - Electrical includes all wiring and associated parts from the Power 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 will include all installed components up to the approved power source. This includes all appropriate inspections.

4.3.3. Heating and Cooling System - This includes all major components and ducts to include wiring and associated parts. This includes inspecting gas lines, valves, vent and exhaust systems.

4.3.4. Replacement of Components - The Contractor shall replace all components necessary to make repairs authorized in this PWS. 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.

4.3.4.1. Life safety items such as batteries for the smoke detectors are items that the Contractor shall replace.

4.3.4.2. The Contractor shall replace Air Filters at a minimum of once every two months or as indicated in the unit manufacturers specifications, which ever is more frequent.

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

4.3.6. Appliances - This includes servicing all unit appliances such as ranges, refrigerator, microwave, water heater, furnace, air conditioner, etc.

4.3.7. Liquid Petroleum (LP) Gas tanks refills and servicing (as applicable) - The Contractor shall provide a full tank to make unit “ready for occupancy”. The Contractor shall be responsible for maintenance of the pipes, hoses, regulators, valves and all other components for the LP gas system. The occupant is responsible to re-fill LP gas tanks as needed.

4.3.8. Interior Components - The Contractor shall inspect and perform repairs and maintain the unit cabinetry, countertops, doors and doorways, ceiling, walls, furnishings, appliances, mirrors, indoor mildew and mold growth which usually can be seen or smelled and life-safety items (like batteries for smoke alarms) and other FEMA-provided accessories.

4.3.9. Exterior Components - The Contractor shall inspect and make repairs to the exterior of the unit as required. This includes all exterior components to include but not limited to hot water heater compartments, panels, sidings, windows, screens, blocking, anchoring, skirting, roofing, exterior doors, and other FEMA provided accessories.

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

4.4. 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.

4.4.1. All routine maintenance service call repairs will be responded to within 48 hours after receipt of the requirement or during the monthly preventive maintenance inspection, whichever is sooner. When a 48-hour completion time would expire on Saturdays, Sundays, or Holidays, the 48-hour time period will extend to the following business or work day or days, as appropriate.

4.4.2. The Contractor shall complete routine/preventive maintenance items requested by the occupant that were not listed on the Contractor-generated work order while at the unit. The Contractor shall report additional repairs performed. All service calls (routine/preventive/emergency) must be signed by occupant. A copy of each service call shall be left with the occupant.

4.5. Performance Standards: The Contractor shall repair 90% of all routine/preventive service calls on the first visit. 100% complete within 72 hours of initial visit.

4.6. Reporting: The Contractor shall provide a monthly report summarizing the routine/preventive maintenance performed and written justification for any non- service.

5. Maintenance Call Center

5.1. The Contractor shall establish a maintenance call center to provide occupants of FEMA units with a single method of contact to report maintenance and deactivation issues to the Contractor. The call center shall be included as part of the monthly maintenance and is subject to the same requirements.

5.2. The Contractor shall provide the occupant with the call center phone number on a medium that is durable and easy to read. This will be distributed during Unit Acceptance.

5.3. Call Center Operations: The Contractor shall provide a means for the occupant to contact the Contractor regarding maintenance issues.

5.3.1. The call center shall be operational within 48 hours of the kickoff meeting.

5.3.2. The call center will operate 24 hours a day/7 days a week until the last unit has been deactivated.

5.4. Process: The Call Center will categorize calls as emergency or routine and respond accordingly.

5.5. Performance Standards: The Contractor’s call center shall answer and respond to all calls by an individual person, hold time shall not exceed five minutes.

5.5.1. Customer service standards will consist of a survey of occupants by the COTR or designee. Customer satisfaction will be gauged based on survey results from a minimum 5% random sample of unit residents.

5.6. Reporting: The Contractor shall maintain records of each call and incorporate the records into the quality control process. These records shall be provided to the COTR on a daily or weekly basis as determined by COTR. The report shall include:

5.6.1. Temporary housing unit barcode

5.6.2. Occupant contact information

5.6.3. Unit location

5.6.4. Time of call

5.6.5. Time of initial response

5.6.6. Designation of call as either routine or emergency

5.6.7. Type of unit

5.6.8. Description and resolution of maintenance issue

6. Maintenance – Pest Control

6.1. 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 will be included as part of the monthly maintenance and is subject to the same requirements.

6.2. Pest control inspections and services: This includes the unit and surrounding area.

6.2.1. 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.

6.2.2. 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 will include rodent traps and bait stations, animal captures and carcass removal.

6.2.3. Providing bird nest removal and cleaning services to keep bird droppings off units. Clean areas littered by bird nests and droppings.

6.2.4. 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.

6.3. 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.

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

6.5. Performance Standards: 100% of units treated for pests as required.

6.6. 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 will be provided to COTR.

7. Staging / Designated Holding Area

7.1. The contractor may set up a temporary Staging / Designated Holding Area to temporarily stage the units up to 48 hours after the issuance of a work order at the contractor own expense. The Contractor shall maintain units in a safe and secure environment until they are transported to a long term storage facility.

8. Major Repairs

8.1. Major repairs are items that fully or partially replaced and will cost more than $250 for materials and supplies. Major Material Items are identified as, but not limited to, refrigerators, water heaters, ranges, axles, exterior doors, unit tires, complete furnace, complete HVAC, furniture or any other component of the unit valued at over $250. The total of $250 covers parts individually or collectively per work order or routine/preventive maintenance service call. Note: Labor costs are covered under the monthly maintenance fee and are not included in any payment for major repairs.

8.2. Process: The Contractor shall replace these items only after prior approval by the COTR for any component valued above $250 but not to exceed $1,000. For repairs in excess of $1,000, permission will only be granted by the Contracting Officer. Failure of the Contractor to follow the procedure outlined below will result in the Contractor not being paid for work.

8.2.1. Prior to a major repair, the Contractor shall first notify the COTR in writing and include an estimate of the total repair cost. This written report shall identify the item(s) by make, model number, part number, identification number and location, condition of the item, and itemized material cost of the item to be replaced.

8.2.2. If the Contractor determines, after an inspection by a mechanic certified in a relevant field, that repair of a Major Material Item(s) is impractical, the Contractor shall promptly provide (within 24 hours) the COTR with a written report including the estimated cost of replacement.

8.2.3. The COTR will verify and determine the practicality of repair versus replacement, and then will instruct the Contractor to proceed with repairs and authorize the Contractor to purchase and replace the item.

8.2.4. Any part replaced by the Contractor valued at $250 or above shall be returned with the completed work order and receipt for the items to the COTR, if requested. The Contractor shall be compensated for the actual cost of the replacement purchase for the original major item only, as documented on the purchase receipt.

8.2.5. Replaced parts shall be individually identified with a wire-on tag that contains the work order number, unit number, replacement date, and description of defect. If the parts are not returned to the COTR the Contractor shall maintain the parts at the Contractor’s place of business until the COTR provides a written notice allowing for the disposal of the parts.

8.2.6. The Contractor will, at all times, make a reasonable effort to acquire all parts at prices favorable to the Government.

8.2.7. 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 in this PWS. (The cost for the temporary item will be the responsibility of the Contractor.)

8.2.8. 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.

8.3. Performance Standards: 100% of major repairs shall be accomplished within specified timeframe.

8.4. Reports: Included in daily and weekly reports.

9. Emergency Maintenance

9.1. Repairs that are authorized under Emergency Maintenance 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 maintenance are included under this CLIN. Distances beyond the 150-miles for Emergency maintenance of temporary housing units are additive contract costs per mile beyond 150-miles one-way from the designated central point located at 5001 Underwood Road, Pasadena, Texas 77507, and will be covered under the Transportation Additional Mileage CLIN.

9.2. Process: Emergency maintenance is typically required in response to, but not limited to, one of the following problems:

9.2.1. Gas leak.

9.2.2. Major water leak:

9.2.2.1. Shut off valve cannot be located

9.2.2.2. Poses a threat to persons and property

9.2.2.3. Required immediate action to restore water service

9.2.3. Actual sewage leak (health concern).

9.2.4. Heating unit inoperable when outside temperature is, or is expected (according to local forecast) to go below 50 degrees Fahrenheit.

9.2.5. Air conditioning inoperable when outside temperature is, or is expected (according to local forecast) to go above 80 degrees Fahrenheit.

9.2.6. Electrical failure (excluding local power company failure, or major electrical malfunction or for termination of service due to non-payment).

9.2.7. 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.

9.2.7.1. Permanent repair of temporary emergency repairs shall be completed on or before the next scheduled routine maintenance cycle so that the unit is fully functional.

9.2.7.2. If a temporary heating appliance is used, it shall be equipped with an automatic shut-off that activates if the heater is accidentally tipped over.

9.2.7.3. 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.

9.2.8. If upon arrival to the unit, the Contractor determines that an emergency does not exist, or when the threat is mitigated, or there is no longer a threat to health, safety or security, the Contractor will treat the remaining repairs as Routine Maintenance, and repair in normal time frames outlined in Routine/Preventive Maintenance.

9.3. Scheduling: The Contractor shall respond to an Emergency Call within 6 hours with tools, equipment, and supplies necessary to make repairs.

9.3.1. If the Contractor makes temporary repairs, the Contractor shall attempt to notify the COTR or designee within 3 hours of an emergency repair request. 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 AM on the next business day.

9.4. Permanent repair of temporary emergency repairs shall be completed on or before the next scheduled routine/preventive maintenance cycle so that the unit is fully functional.

9.5. Performance Standards: 100% of emergency calls responded to within specified timeframe as defined.

9.6. Reports/Notification: If the Contractor makes temporary repairs, the Contractor shall notify the COTR within 3 hours of an emergency repair request.

10. Miscellaneous Maintenance

10.1. Miscellaneous maintenance is any task which is not addressed in other sections of this PWS that is required to eliminate a health, safety, or security hazard. The Contractor shall not conduct any miscellaneous maintenance work without prior written authorization from the COTR. Mileage costs for Miscellaneous Maintenance is included under this CLIN. Distances beyond the 150-miles for miscellaneous maintenance of temporary housing units are additive contract costs per mile beyond 150-miles one-way from the designated central point located at 5001 Underwood Road, Pasadena, Texas 77507, and will be covered under the Transportation Additional Mileage CLIN.

10.2. Scheduling: as part of task defined in the PWS.

10.3. Performance Standards: as part of task defined in the PWS

10.4. Reports: Task will be reported in daily and monthly reports as they occur. A specific Task Report will be made at the completion of the task

11. Clean and Make Ready

11.1. FEMA shall perform a move-out inspection. This inspection will be done with the occupant present or in some cases when the occupant has vacated the unit.

11.2. This move-out inspection consists of identifying the condition and preparing the unit for re-occupancy. FEMA will notify the contractor to perform a “clean and make ready”. This includes cleaning and performing minor maintenance to the unit. Note: This CLIN is to be used if the unit is going to be reoccupied.

11.3. The Contractor shall clean, test and make ready for use all appliances and components associated with the unit to include but not limited to plumbing, electrical, air conditioner, furnace, exhaust fans, mildew and mold, etc. This includes but is not limited to:

11.3.1. Assemble accessories and arrange for use.

11.3.2. Assemble and/or arrange all furniture for occupancy.

11.3.3. Clean and install storm window panels and screens.

11.3.4. Ensure the approved and fully charged ABC type fire extinguisher is hanging in the kitchen area.

11.3.5. Mount exterior light fixtures, and install bulbs.

11.3.6. Install interior light globes and covers.

11.3.7. Re-install any fallen curtains.

11.3.8. Install new Mattresses.

11.3.9. Tighten cabinet door panels and drawers and handle hardware.

11.3.10. Activate utility systems and make minor repairs (All parts changed shall be of a quality equal to, or better than the part being replaced).

11.3.11. Test water system and make minor repairs (i.e., tighten, adjust, or replace fittings, flare nuts, faucet washers, ball cocks, shower diverters, faucet sets, etc.).

11.3.12. Verify hot/cold water lines, reverse if required.

11.3.13. Install toilet tank lid.

11.3.14. Tighten or replace loose drain line connections (traps, strainer assemblies, etc.), replace toilet wax ring and tank gaskets, as needed.

11.3.15. Tighten loose connections in electrical system.

11.3.16. Test electrical circuits and replace bulbs, breakers, switches, or receptacles, as needed.

11.3.17. Test exhaust fans for proper operation, repair as needed.

11.3.18. Appliances:

11.3.18.1. Activate, test and make any necessary minor repairs to the refrigerator, range, furnace, air conditioner, and water heater for proper operations.

11.3.18.2. Adjust pilots and burners, change orifices, water heater elements, etc., as needed.

11.3.18.3. Test smoke detectors and replace if faulty.

11.3.19. Unit Exterior:

11.3.19.1. Steps/ramps properly installed and secure.

11.3.19.2. The unit is not missing any siding.

11.3.19.3. The unit has no broken windows and/or doors.

11.3.19.4. The unit is properly blocked, anchored, and leveled.

11.3.19.5. The roof has been checked for leaking and/or damage.

11.3.19.6. There are no water or sewer leaks.

11.3.19.7. The ground is level and free of holes, trenches, or other safety hazards around the unit.

11.3.19.8. All pipes have been properly secured and sloped.

11.3.20. Final Clean-Up and Readiness:

11.3.20.1. Clean floors, counters, kitchen equipment, bath fixtures, and windows as needed.

11.3.21. Discrepancies or missing items, report to COTR:

11.3.21.1. The Contractor shall provide written notification to the COTR when unit is ready for occupancy and final inspection. The COTR will inspect the unit within 2 work days.

11.3.21.2. At final inspection, any items/issues that the Contactor has not addressed/performed shall be captured in a punch list.

11.3.21.3. These items shall be corrected within two (2) work days after final inspection.

11.3.21.4. The Contractor shall provide a detailed documentation of what actions the Contractor took to remedy the punch list items.

11.3.22. Performance Standards: 95% of units shall be Clean & Made Ready within 72 hours of work order issuance.

11.3.23. Reporting: will be included in daily and weekly reports as described in Deliverables section of this PWS.

12. Reposition

12.1. Repositioning of a unit is required in order to facilitate the removal of debris 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.

12.2. 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. Note: Mileage costs for reposition are included under the Reposition CLIN.

13. Relocation

13.1. Relocate the installed Unit from one site to another.

13.2. Note: 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. The task will be complete and the unit RFO within three (3) days of permit issuance. Complete deactivation and reinstallation of the unit shall be completed within twelve (12) hours. Permitting applications shall be completed before movement of the unit.

13.2.1. 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.

13.2.2. The relocation of the unit may be in the same site or the unit may be transported to a different FEMA approved site. Note: Mileage costs for Relocation are included under this CLIN.

14. Install Power Pole/Pedestal and Meter Loop Service

14.1. The Contractor shall install an electric assembly. The assembly shall be the appropriate AMP (120/240-volt service) with a weatherproof, rain-tight locally-approved meter box and junction box containing the appropriate circuit breakers. This will be covered under the Power Pole/Pedestal and Meter Loop CLIN.

14.1.1. Furnish and install temporary power pole/pedestal and meter-base.

14.1.2. All components shall be installed in accordance with the National Electric Code (NEC). All conduit connections on the meter pole/pedestal shall be water-tight. Power pole/pedestal dimensions shall meet minimum requirements.

14.1.3. The Contractor shall meet all State and local codes. The Contractor shall have all appropriate permits and license.

15. Deactivation

15.1. The Contractor shall deactivate, remove from site, and have units ready for transportation to locations identified and directed by the COTR. Deactivations occurring for time periods for less than a month will be paid a prorated Monthly Maintenance Fee. The cut-off date is the date the deactivation work order is received by the contractor. The Monthly Maintenance Fee Unit of Issue will convert from Month to Day. The Contractor is paid for a Monthly Maintenance Fee; therefore it makes no difference if the preventive maintenance inspection and repairs have been completed for the month the deactivation occurs. Mileage costs for Deactivation are included under this CLIN up to 150-miles from the location of the unit at the time of deactivation. Distances beyond the 150-miles for Deactivations of temporary housing units are additive contract costs per mile beyond 150-miles from the location of the unit at the time of deactivation and will be covered under the Transportation Additional Mileage CLIN.

15.2. Transportation outside the state of Texas to FEMA designated staging areas in Hope, Arkansas, Selma, Alabama, or Melville, Louisiana may be required. Mileage costs from the location of the unit at the time of deactivation to the respective staging area will be covered under the optional CLIN specific to the staging area location. (Hope, AR, Selma, AL, or Melville, LA)

15.3. Process: The following procedures will be utilized in the performance of all deactivation activities. The tasks described herein do not indicate the method, priority or sequence of actions.

15.4. Deactivation Preparation:

15.4.1. Pull the steps or ramps away from the unit and remove the step anchors from the steps and ground, as appropriate. Manufactured Metal Steps will be disassembled and placed in the unit and secured in a manner which will not cause damage to the unit. At the time of deactivation, the Government will consider wooden or composite stair material scrap. The Contractor shall take possession of this material. The material will be removed for disposing with all other debris and trash.

15.4.2. Remove all anchors, poles where necessary, straps, clamps, and tie down bolts, backfill all holes resulting from installation. No anchors will be cut and left in the ground.

15.4.3. Remove any skirting that has been placed around the base of the unit.

15.4.4. Shut off and disconnect the LP gas at the source.

15.4.5. Disconnect the gas line at the entrance to the unit and securely cap the unit supply line, as appropriate.

15.4.6. Notify the gas supplier in writing that services are no longer required (if applicable).

15.4.7. 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, as appropriate.

15.4.8. Locate the cable and telephone lines and appropriately disconnect if applicable.

15.5. Water and Sewer:

15.5.1. Locate the water service box and shut off the water supply. Disconnect the water connection from the water supply.

15.5.1.1. Disconnect and remove the heater cable (if applicable) and insulation. Disconnect the water connection pipe from the unit supply pipe. Cut water line at both ends 4” to 6” inches below ground level and cover with dirt.

15.5.2. Ensure that the toilet, sanitary line, and holding tank (if applicable) are free of sewage. Holding tanks if present 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 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.

15.5.3. The valve shall be opened at the staging/storage 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 test procedure. The Contractor shall properly dispose of any material that escapes into the Contractor provided container.

15.5.4. 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. The drain line shall also be removed from the sewer stub-up and the sewer stub-up capped with a threaded or flexible ‘no-hub’ type cover cap to prevent foreign objects from entering the sanitary sewer line. The septic/sewer system should be returned to pre-installation condition.

15.6. Prepare for Transport:

15.6.1. 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.

15.6.2. Inspect wheels, axle assemblies, springs, spring hangers, and equalizers for missing parts or cracked welds. Repair and/or replace as necessary.

15.6.3. Inspect drawbar for defects that could affect transportability and repair/replace as required.

15.6.4. Inspect coupler assembly and screw jack to ensure proper functioning. Lubricate and/or repair or replace as required.

15.6.5. Remove pier blocking or stabilizer jacks. Note: Care should be taken that the unit is lowered evenly and in a safe manner.

15.6.6. The Contractor shall remove obstructions existing under the unit which may interfere with the movement of the unit.

15.6.7. Interior. The interior fixtures, equipment, and furnishings of the unit shall be secured as follows:

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

15.6.7.2. The refrigerator and range will be bracket mounted to the floor and wall stud of the unit.

15.6.7.3. The furnace access door will be properly secured, but not taped.

15.6.7.4. The fire extinguisher will be placed under the kitchen sink cabinet and properly secured.

15.6.7.5. The smoke detector will be left in place.

15.6.7.6. Drawers shall be removed and placed inverted on the floor against the front wall of each room.

15.6.7.7. Drawers with RV latches should be left in the cabinet; drawers left in place will be properly secured for shipment.

15.6.7.8. At the time of shipment, the bedding should be placed in a normal position.

15.6.7.9. The kitchen table will be placed upside-down or in a manner which will not cause damage to the unit against the front wall.

15.6.7.10. Curtains and drapes are to be left hanging.

15.6.7.11. No tape nails, screws, or clamps will be used to secure any furnishings or any part of the unit, unless specifically stated in this procedure.

15.6.8. Exterior. The exterior of the unit will be secured. This includes the following:

15.6.8.1. Removing exterior electrical fixtures, properly wrapping them and placing them in the kitchen sink. The fixture junction box shall be covered.

15.6.8.2. The kitchen exhaust fan cover plate will be…