ATTACHMENT G PERFORMANCE WORK STATEMENT.pdf

HSFE06-11-R-1975

Performance Work Statement

Haul and Install of Mobile Homes

UNCLASSIFIED

Disaster Variables Table Item Type Variable SOW

Loc.

CLIN Loc.

Disaster Number DR- 1975-AR State Arkansas Date Declaration Date

5/02/2011

Task Order Number Number N/A Contact Information Type Variable FEMA Reporting Office

Address City, State, ZIP, Phone Number

7400 Scott Hamilton Drive Little Rock, AR 72209

Joint Field Office

(AFO)

Address City, State, ZIP, Phone Number

7400 Scott Hamilton Drive Little Rock, AR 72209

Area Field Office

(AFO)

Address City, State, ZIP, Phone Number

None at this time

Contract Officer Technical Representative (COTR)

Name, Number, Email TBD

Individual Assistance Branch Designee

Name, Number, Email TBD

Period of Performance Type Variable Contract Period of Performance

Length of Time 90 Days

Contract Length of Time 90 days RFO Unit Maintenance Length of Time 30 days Quantities Type Variable Initial # of Units 25 Maximum # of Units N/A Mobile Homes (MH) 70%

UFAS MH (UMH) 5%

Park Models (PM) 20% UFAS Park Models

(UPM)

5%

LP Units 0% Natural Gas Units 0%

Disaster Variables Table Item Type Variable SOW

Loc.

CLIN Loc.

Installations Type Variable Commercial (includes existing group sites) 25%

Private 75% Group 0% Completion Timeline MH/PM Length of time for RFO Private 120 hours

MH/PM Length of time for RFO Commercial

72 hours

Generator Required Yes/No Installation Rate Type Variable this a combination of MH and PM

# of units per day 2 per day for the first 7 days

# of units per day Up to 10 per day after 7 Days as required by the

COTR

Site Inspections Type Variable Performed by FEMA Yes/No OPTION Performed by Contractor

Yes/No YES # of Sites per day 5 SIR turnaround Length of Time

72 Hours

Unit Assignments Performed by Contractor

Yes/No NO

Mileage Type Variable Short Haul # of Miles 150 Additional Ground # of Miles Mileage > 150

Area of Operations List all Counties

Disaster Variables Table Item Type Variable SOW

Loc.

CLIN Loc.

See attached list Contractor Provided Computer Workstations

Yes/No NO

Long Term Storage Facility Location

Type Variable

SELMA Address City, State, Zip

Selma 153 Airport Road Selma, AL

Hauling from this location

Yes/No NO

Unit Acceptance Inspection Required

Yes/No YES

Cumberland Address City, State, Zip

Cumberland Facility 1601 Pittsburg Plate Glass, SE Cumberland, MD 21502

Hauling from this location

Yes/No NO

Unit Acceptance Inspection Required

Yes/No NO

Forward Staging Areas Type Variable Performed by FEMA Yes/No YES TBD Address

City, State, Zip N/A

# of Accommodated Units

N/A

Leasing Agreement Yes/No Number of Personnel N/A Security Yes/No Number of Personnel N/A Unit Staging Maintenance

Yes/No N/A

Number of Personnel Unit Acceptance Inspection Required

Yes/No YES

Number of Personnel 1 Mileage to Installation Site

# of Miles Mileage < 150

Misc Type Variable

Disaster Variables Table Item Type Variable SOW

Loc.

CLIN Loc.

Commercial Sites Site Name Address City, State, Zip Projected # Pads and sizes

TBD

Site Name Address City, State, Zip Projected # Pads and sizes

Deviations/Clarifications

The following sections/paragraphs will not be applicable in this Contract;

3.1.2 3.1.12 4.1.6 4.1.12 4.1.13 1.1.14 4.8.1.3 5.2.5 5.5.7 5.9.3 5.9.4 6.5 6.6 7.3.1 7.3.1.1 9.15

TABLE OF CONTENTS

1.0 GENERAL INFORMATION

2.0 SUMMARY OF CONTRACT REQUIRED SERVICES

3.0 FEMA RESPONSIBILITIES

4.0 CONTRACTOR RESPONSIBILITIES & PROGRAM MANAGEMENT

5.0 DELIVERABLES

6.0 REPORTS & INFORMATION MANAGEMENT

7.0 LOGISTICS

8.0 SITE INSPECTIONS

9.0. BASIC INSTALLATION

9.0.a BASIC INSTALLATION FOR TRAVEL TRAILERS (Deviation)

10.0 UNIT MAINTENANCE & DEACTIVATIONS

…………………………………………………………...……………..OMITTED

10.0.a UNIT MAINTENANCE & DEACTIVATION FOR TRAVEL TRAILERS

(Deviation)

11.0 GROUP SITE DESIGN, CONSTRUCTION, AND INSTALLATIONS

(OPTION ONLY)

…………………………………………………………….OMITTED

12.0 DEFINITIONS

13.0 STANDARDS AND REFERENCES

1.0 General Information

1.1 Disaster Summary: Disaster: DR-1975-AR, Date: May 02,2011.

1.2 Contract Number:

1.3 Authority

1.3.1 FEMA is authorized to provide disaster assistance to

individuals and households for emergencies, major disasters, and Incidents of National Significance under the Robert T.

Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288), as amended.

1.4 FEMA Points of Contact

1.4.1 Reporting Office:

FEMA

Address:

City:

State:

Zip:

1.4.2 Joint Field Office (JFO):

Address:

City:

State:

Zip:

Phone:

1.4.3 Contract Officer Technical Representative (COTR)

Name:

Section:

Phone:

Email:

1.4.4 Individual Assistance Branch Designee:

Name:

Section: Individual Assistance Branch Chief DR-1975-AR Phone:

Phone:

Email:

2.0 Summary of Contract Required Services

2.1 General

2.1.1 The Contractor shall support the Government’s direct housing mission. The mission is expected to include: the transportation of temporary housing units to be installed in private and commercial sites. It will also include the maintenance of these units.

2.2 Period of Performance

2.2.1 The period of performance for this contract will begin on the date of task order award and conclude as defined in the Disaster Variables Table.

2.3 Quantities

2.3.1 The estimated quantity of manufactured homes to be installed for this disaster is defined in the Disaster Variables Table.

The manufactured homes shall be transported from the forward staging area as described in the Disaster Variables Table. Units transported shall be moved to directly to the installation site. Unless FEMA exercises the option for group site design and construction, all manufactured homes shall be installed at private or commercial sites.

2.3.2 FEMA will, depending upon availability, require the

Contractor to install Park Model temporary housing units. If the Park Model options are exercised, FEMA does not anticipate a change in the maximum number of units that will be installed. A change in the mix of units from all manufactured homes to a mix of manufactured homes and Park Models would be anticipated. If Park Models are installed, they will be dispatched by FEMA to the Contractor from the forward staging area.

2.4 Document Order of Precedence

2.4.1 It is in the best interest of FEMA and the Contractor to follow an order of precedence when seeking instruction; therefore, senior authority is given to this Statement of Work (SOW) as the primary directional document – the written instruction contained in this SOW will take precedence over all other documents. The Performance Work Statement (PWS) shall only be utilized in an ancillary role in support of the SOW, or to clarify issues that have not been sufficiently addressed by the SOW.

2.5 Area of Operation

2.5.1 Areas of operation are all counties declared for Individual

Assistance under this disaster and as defined in the Disaster Variables Table.

3.0 FEMA Responsibilities

3.1 Duties

3.1.1 Identify and refine the housing mission’s scope, requirements, objectives, and priorities in consultation with the Contractor.

3.1.2 N/A

3.1.3 Identify potential lots and pads for unit installations for site assessments and conduct site assessments as needed.

3.1.4 Provide temporary housing units.

3.1.5 Obtain the commercial pad lease for commercial sites.

3.1.6 Provide support at the Long Term Storage Facility as defined in section 7.0.

3.1.7 Repair units and/or perform modifications as needed at the forward staging area before the Contractor takes possession of units for installation.

3.1.8 Jointly inspect units with Contractor and perform repairs of any defects discovered and agreed upon before Contractor receives each unit.

3.1.9 Identify the locations to pick up and install the units.

3.1.10 Identify the occupants for the units.

3.1.11 Identify units to be occupied and assign applicants to units (move-in or unit assignment).

3.1.12 Identify the units for maintenance and deactivation.

3.1.13 Obtain landowner’s authorization for Right of Entry (ROE).

3.1.14 FEMA will enter into a lease agreement for any staging areas, if required, as specified in the Disaster Variables Table.

3.1.15 The CO may exercise options of additional units for

installation.

4.0 Contractor Responsibilities and Program Management

4.1 Staffing. The Contractor shall:

4.1.1 Provide professional, courteous and timely services, activities, and management (to include Contractor staff, subcontractors, and representatives), and, shall incorporate customer service and flexible and transparent performance management to ensure that all work identified in this SOW is completed smoothly. They shall provide insightful, accurate and timely task order status reporting as detailed in the Reports and Information Management Section.

4.1.2 Provide a Project Manager to work with the FEMA COTAR

and be available to meet and coordinate task order and mission activities with the COTR during the facility’s hours of operation as determined by the FCO.

4.1.3 Supply staff, to include subcontractors that are properly licensed and trained to perform the work and meet all timelines.

4.1.4 Provide support for capturing, consolidating, and transferring information for updating FEMA’s Disaster Assistance Replacement Assistance Consideration (DARAC) system. All staff with access to DARAC and other government computer systems as required. Must be cleared in accordance with Homeland Security Presidential Directive XII (HSPD 12).

4.1.5 The Contractor is to furnish the staff members’ names, dates of birth (DOB’s) and Social Security numbers to the COTR immediately following the task order award.

4.1.6 Provide staff to conduct site inspections on private and commercial sites as defined in the Disaster Variables Table.

4.1.7 The Contractor may be required to perform maintenance and repair activities related to transportation damage either on site or at the staging area(s) as defined in section 7.0.

4.1.8 Follow the subcontracting requirements as noted in section

102.5.2 of the PWS and utilize the use of local subcontractors to the maximum extent possible.

4.1.9 Provide staff to inspect units at the Forward Staging Facility at the location defined in the Disaster Variables Table.

4.1.10 Reserved

4.1.11 Provide support personnel at the FEMA Forward Staging

Facility as defined in the Disaster Variables Table.

4.1.12 N/A

4.1.13 N/A

4.1.14 N/A

4.1.15 In situations where it is necessary to have utilities located and marked prior to anchoring or excavating the Contractor is responsible for contacting the state or utility authority prior to anchoring or excavating. A clock stoppage may be authorized for utility approval.

4.2 Badging and Background Checks. The Contractor shall:

4.2.1 Provide the names of all personnel (including temporary personnel and/or subcontractors) to the COTR in writing within two (2) business days prior to their arrival at the JFO for badging. Personnel who will require regular access to FEMA facilities must be cleared in accordance with Hspd-12.

4.2.2 Ensure employees have completed any security forms

provided by FEMA for the purposes of conducting background checks prior to the issuance of FEMA badges and credentials.

4.2.3 Provide identification badges for all personnel if FEMA does not issue identification badges. The Contractor’s ID badge shall include: company name, identification number, individual’s name and company phone number. The Contractor’s personnel (including temporary or subcontractors) shall wear an identification (ID) badge provided by FEMA or the Contractor. ID badges shall be visible at all times when performing work.

4.2.4 Should FEMA background checks take some time to perform, FEMA will work with the JFO to allow contract staff to gain entry under escort.

4.3 Contractor Qualifications. The Contractor shall:

4.3.1 Use certified and licensed personnel to perform the work needed, (i.e. engineer, plumber, electrician, and/or HVAC technician, etc.) The Contractor shall provide personnel with the appropriate skill set required for their position. It is the Contractor’s responsibility to ensure that all subcontractor personnel meet or exceed FEMA’s Contractor Qualification Standards. Installers must be State Certified.

4.3.2 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 per State and Local requirements.

4.3.3 The Contractor shall have a process that ensures all work is in compliance with the standards outlined in this SOW, the PWS, and all applicable Federal, State, Tribal and Local laws and regulations.

4.3.4 Comply with all Federal laws on workplace safety, to include Department of Labor and the Occupational Safety and Health Administration (OSHA) safety regulations, rules and measures, as well as any State and local laws, codes, and ordinances.

4.3.5 Have the technical capability to make necessary repairs and to resolve all maintenance issues related to the units, including but not limited to, HVAC systems, electrical, plumbing, and chassis/towing systems as well as repairing interior components and appliances as specified in each maintenance request task/work order. Address any requirements related to deactivation, relocation, and repositioning of the units. In the event Federal, State and Local laws, regulations and ordnances conflict, the more restrictive regulation is to be followed.

4.4 Quality Control. The Contractor shall:

4.4.1 Provide quality services consistent with contractual standards as detailed in the Quality Assurance Surveillance Plan

(QASP).

4.4.2 Develop and maintain a quality control plan and organization to monitor performance to ensure appropriate quality is achieved. The plan shall identify a process for addressing delayed task activities or projects, including, but not limited to, land feasibility analysis, site development, unit installation, unit maintenance and deactivation, timeliness, deficiency, tracking and remedies.

4.4.3 Establish a process for ensuring the work is consistent with applicable standards prior to presenting the status of tasks as complete to FEMA. The performance metrics shall be an appropriate measure of compliance. The Contractor shall monitor the quality of work using a quality control plan that will also serve to facilitate Government oversight and inspection.

4.5 Timeliness. The Contractor shall:

4.5.1 Provide timely services to enable FEMA to meet its

requirements and deadlines as defined within this SOW and the PWS.

4.5.2 Incorporate and implement conceptual performance standards in accordance with standards previously established under the

IA-TAC PWS.

4.5.3 Identify and incorporate performance metrics established for the overall contract, and any supplemental metrics identified in the Contractor’s approved work plan.

4.6 Cost Control. The Contractor shall:

4.6.1 Demonstrate efficiency, cost-effectiveness and timeliness while managing delivered services throughout the life of this contract. Management of these items shall be accomplished through implementation of a quality control plan which includes metrics to monitor performance. This shall be done while maintaining a high quality of service to the occupants and FEMA. The Contractor shall provide the COTR and CO a copy of all quality control reports.

4.6.2 Maintain quality of service consistent with cost effectiveness while meeting timelines.

4.6.3 Monitor planned and actual costs to ensure reasonableness and provide proof that FEMA is receiving quality service at a fair and reasonable price.

4.7 Business Relations. The Contractor shall:

4.7.1 Maintain a partnership among Contractor team members and subcontractors, that appears seamless to the Government, fosters shared accountability and responsibility, and, that offers quality of service consistent with cost effectiveness while meeting timelines.

4.7.2 Establish flexible, transparent, and responsive performance management that provides insightful, accurate and timely information on task order status and performance reporting.

4.7.3 The Contractor shall establish a project manager’s presence with FEMA as needed to be available to meet and coordinate task activities with the COTR, and a project lead’s presence at any other FEMA-designated office.

4.8 Bidding

4.8.1 Transportation

4.8.1.1 For the purposes of bidding, the Contractor shall pick up

Manufactured Homes (MH) or Park Models from the forward staging facility and/or staging area(s) as defined in the Disaster Variables Table. The Contractor is responsible for obtaining all required Federal, State and Local transportation permits.

4.8.1.2 UFAS Parking: If FEMA chooses to exercise the option

to construct a Group Site, UFAS parking spaces shall comply with all related UFAS requirements. This includes signage and striping.

4.8.1.3 N/A.

5.0 Deliverables

5.1 Point of Contacts

5.1.1 Identify, during the Kickoff Meeting, the points of contact for reporting quality control issues and provide the organizational chart.

5.2 Pre-Operations Planning

5.2.1 The Contractor shall provide a detailed Direct Housing

Operations (DHOPS) Pre-Operations Plan that identifies and describes what is required to install units in the impacted area or declared counties. This includes but is not limited to identifying the permitting process, inspections process, etc.

This plan, along with a quality control plan, shall be provided to the COTR within five (5) days after task order award in electronic (digital) format.

5.2.2 Prepare a Pre-Operations Plan that describes housing impacts, mission requirements, housing strategy, and potential project constraints.

5.3 Operations

5.3.1 Actively coordinate planning and operations with the

Contracting Officer’s Technical Representative (COTR).

5.3.2 Work in conjunction with FEMA staff in locating, identifying, and assessing private, commercial, and/or group sites.

5.3.3 Participate in meetings as required by the COTR to discuss project issues.

5.4 Permits and Bonds

5.4.1 Obtain all required permits and bonds per the instruction of the CO or designee, including all permits required for unit transportation and installation.

5.5 Unit Maintenance and Call Center

5.5.1 Provide and perform unit maintenance activities as directed by the COTR and authorized by the Contracting Officer (CO) for up to thirty (30) days from the date the last installed unit is determined to be ready for occupancy (RFO) unless otherwise specified in the Disaster Variables Table.

5.5.2 N/A).

5.5.3 N/A..

5.6 Phase-out Plan

5.6.1 To facilitate the transfer of operations and maintenance responsibilities to a follow-on contractor, the Contractor shall deliver to the COTR no later than fifteen (15) calendar days prior to the task order completion, a Phase-out Plan which shall be subject to Government approval. The Contractor shall maintain and implement this Phase-out Plan to establish cost effective mechanisms that shall ensure the orderly transition of task order activities, including organized records and data.

5.7 Options

5.7.1 N/A

5.7.2 N/A

5.8 GFP and GFE

5.8.1 Track, maintain, and account for all units and other

Government Furnished Property (GFP) and Equipment

(GFE).

5.8.2 Provide the COTR a weekly inventory of all GFP in the

Contractor’s possession and of all GFE for all equipment purchased by the Contractor.

5.9 Reports and Final Contract Summary

5.9.1 Provide daily detailed report as defined in this SOW.

5.9.2 The Contractor shall provide two (2) hard copies (printed material). All final project specific required deliverables shall be provided to the COTR by the 10th day after close of the task order.

5.9.3 N/A

5.9.4 N/A

6.0 Reports and Information Management

6.1 Daily Status Report

6.1.1 The Contractor shall provide the COTR daily status reports of all task order activities. The Contractor shall provide the report in the format identified by the COTR. The Contractor’s status reports shall be subject to custom changes by the COTR in order to address concerns as identified by the

COTR.

6.1.2 The Contractor shall provide the reports from the previous day to the COTR by 8:00 a.m. the next day (local time in the disaster area).

6.2 Cumulative Work Progress Report

6.2.1 The Contractor shall provide a daily progress report to the

COTR. The Contractor must design the report consistent with the COTR requirements. At a minimum, the reports shall illustrate the progression of each unit’s installation and graphically compare actual work order completion to the projected completion.

6.2.2 The Contractor is not responsible for providing reports on any sites on which they have not been tasked with performing work.

6.2.3 At a minimum, the contractor’s report shall include Site Inspections, MH Installations, Land Assessments and Maintenance and Deactivation as detailed below:

6.3 Site Inspections (by County)

6.3.1 Address of each site

6.3.2 Mileage

6.3.3 Total Site Inspections Issued

6.3.4 Inspections Issued by 4 p.m. the previous day

6.3.5 Pending (On Schedule)

6.3.6 Completed

6.3.7 Determined as Feasible

6.3.8 Determined as Infeasible (Site Preparation Required)

6.3.9 Determined as Infeasible (Rejected)

6.3.10 No-Contacts

6.3.11 Date

6.3.12 Work Order Number

6.3.13 Reserved

6.4 MH Installation (by County/unit type)

6.4.1 Work Order Issued by 4 p.m. the previous day

6.4.2 Address of each Install

6.4.3 Mileage

6.4.4 Status of Install

6.4.5 Issues delaying the installation

6.4.6 Date

6.4.7 Work Order Number

6.4.8 Work Progress Report:

6.4.9 Should delivery timelines not be met, the Contractor shall provide a report listing the work orders that are delayed and the reasons for delay.

6.4.10 Reserved

6.5 Land Assessment (if required)

6.5.1 Number of sites identified or found

6.5.2 Number of commercial parks inspected (Contractor shall

complete the table support info)

6.5.3 Reserved

6.6 Maintenance and Deactivation

6.6.1 Address of each Maintenance and Deactivation

6.6.2 Mileage of each Maintenance and Deactivation

6.6.3 Emergency Service Calls Issued

6.6.4 Issued Today

6.6.5 Pending (On Schedule)

6.6.6 Completed

6.6.7 Routine Inspection Issued

6.6.8 Issued Cumulative

6.6.9 Pending (On-Schedule)

6.6.10 Completed

6.6.11 Units Received by 4 p.m. the previous day

6.6.12 Units Dispatched by 4 p.m. the previous day

6.6.13 Balance

6.6.14 Reserved

7.0 Logistics

7.1 Permits for Unit Transport

7.1.1 The Contractor shall be responsible for all permitting, transportation, labor, and materials to accomplish the following tasks:

7.1.1.1 The Contractor shall obtain all required permits for

hauling, installing and inspection, as required by the local inspection authority having jurisdiction, prior to movement. They shall comply with the applicable laws and regulations of the State, County, town or parish that is issuing the permits. Waivers shall be sought by FEMA but cannot be guaranteed.

7.1.1.2 The Contractor shall provide to FEMA the names of

drivers before they arrive at any storage or staging location to take possession of any unit.

7.2 Storage and Staging Management

7.2.1 The Contractor shall, in conjunction with FEMA Direct

Housing Operations (DHOPS) and Logistics personnel, inspect units for acceptability before hauling them from the

Forward Staging Facility, unless otherwise described in the Disaster Variables Table. The criteria for units that are Fully Mission Capable (FMC) shall be identified by the DHOPS staff at the Forward Staging Facility. The Manager of the FEMA Logistics Staging Facility shall be responsible for resolving the punch list and bringing the units to fully mission capable status prior to issuing to the Contractor or providing a substitute unit. At FEMA’s option, the COTR may direct the Contractor to perform maintenance on units at the Forward Staging Facility or at the install sites. All Contractor work shall be coordinated with the COTR and Logistics Chief or his designee prior to any work commencing. It is not anticipated that the Contractor shall need to provide maintenance at the Forward Staging Facility. Repairs resulting from damage during the Contractor’s possession of the unit shall be the sole responsibility of the Contractor, regardless of expense.

7.3 Unit Transport

7.3.1.1 N/A

7.3.1.2 N/A

7.3.1.3 N/A

7.3.1.4 After verifying the suitability of the units for

transportation in conjunction with FEMA staff, the Contractor shall haul a unit to the installation site. The Contractor shall haul units without temporary layovers or stops, unless they are required for safety or regulatory reason. Installation locations can include private residences or commercial mobile home parks. The Contractor shall deliver the units in the quantity specified, to the locations specified, and at the times specified in the haul and install order(s).

7.4 Mileage for Unit Installations

7.4.1 Basic Installation Mileage: The mileage from the staging area to the install locations shall be as defined in the Disaster Variables Table as basic installation mileage.

7.4.2 Additional Ground Mileage: Additional mileage shall be paid per mile when the mileage for installation exceeds the distance specified in the Disaster Variables Table. This shall be billed under a separate CLIN and requires justification for excess mileage.

7.5 Transponders

7.5.1 It is anticipated that FEMA will attach a GPS transponder onto the unit at the Long Term Storage Facility.

7.5.2 If the unit is equipped with a transponder, upon placement of the unit on the installation site, the Contractor shall remove the transponder and return it to the COTR or as otherwise directed by the COTR.

8.0 Site Inspections

8.1 General

8.1.1 Reference: Site Inspection (See PWS Section 302)

8.2 Inspection Rate

8.2.1 The COTR shall direct the Contractor to inspect the

feasibility of areas identified by FEMA to determine whether the sites can be used for installing temporary housing units, in the form of manufactured housing units. Within forty-eight

(48) hours of receiving the site inspection requests – the Contractor shall be required to inspect a minimum number of sites per day as defined in the Disaster Variables Table, and as required by the COTR, thereafter. These inspections shall also be used to determine what is required to make sites feasible and what shall be required, during installation of the units, to produce units that are safe for occupancy.

8.2.2 Sites determined to be infeasible, that require site preparation to make feasible, and are beyond the site preparation requirements described in the Basic Setup, shall be returned to FEMA for COTR approval within the Site Inspection Completion Timeline as stated in the Disaster Variables Table.

8.2.3 During the kickoff meeting the Contractor shall provide FEMA with a list of all required documentation needed from the Site Inspection Report (SIR) to properly install the units.

8.2.4 Mileage: Round trip mileage includes the distance between units if more than one unit is being inspected. Route starting and ending point is from staging location or contractor base of operations, whichever is closer.

8.3 Site Inspection Completion Timeline

8.3.1 Site inspections shall be completed within the time frame indicated on the Disaster Variables Table. The period shall start at 4:00pm (local time) the date the work order is issued.

Work orders issued after 4:00pm shall be considered as starting on the next work day.

8.3.2 Clock Stoppages shall be at the discretion of the COTR/CO and may extend the completion timeline.

8.4 No Contact

8.4.1 The Contractor shall make at least four (4) attempts to contact the applicant during the initial 48-hour period of work order issuance. If the Contractor is unable to make contact, the site inspection request work order shall be returned to the COTR as a no-contact. The Contractor shall provide documentation of all contact attempts.

8.5 Site Inspection Reports

8.5.1 Site Inspection Reports completed by the Contractor shall include but is not limited to:

8.5.1.1 Coordinate site visit inspection with local authorities having jurisdiction and utility companies for compliance and notification.

8.5.1.2 A completed site diagram clearly identifying available electrical, water, and sewerage connections, their functional status, and the type of service (septic, municipal, amperage, etc);

8.5.1.3 A completed site diagram clearly identifying the route and length of electrical, water, and sewerage lines;

8.5.1.4 A completed site diagram clearly identifying the

dimensions of the lot, identifying ingress/egress routes and obstacles;

8.5.1.5 Base Flood Elevation determination, as applicable;

8.5.1.6 Clear identification of any issues compromising the

accessibility of the site, including narrow or obstructed passages, steep inclines, turns along the delivery route which may be difficult to navigate while hauling the unit;

8.5.1.7 Clear identification of ground or soil conditions, such as mud, rock, or uneven slope which may create the need special requirement in order to complete the burial of water and sewer lines or otherwise complicate the timely installation of the unit.

8.6 Commercial Park Feasibility Assessment

8.6.1 The Contractor shall, at the request of the COTR, perform preliminary investigations of commercial parks. The adequacy of the park’s infrastructure shall be assessed. Areas of consideration shall include number and size of available lots, sewer system, water distribution system, electrical distribution system, environmental concerns, fire prevention, storm shelters, flood plain information, ingress/egress, and UFAS compliancy. The Contractor shall determine the condition of the aforementioned with respect to governing State, Local, and Federal codes. This information will be reported to the COTR in a written format, including photographs, site plan, and layout. Proximity of local schools, mail route information, and other areas of public interest shall be included in the report. The report shall also consider the availability of telephone service, public transportation, waste management service, and other amenities of interest.

8.7 Contractor’s Support for FEMA’s Mission Planning Team

8.7.1 The Contractor shall provide a person if requested to support the Mission Planning Team (MPT), led by FEMA and also consisting of members from other Federal and State agencies.

The contractor will make available one person as part of this team within 24 hours of notification, per Contracting Officer’s request and this person must be familiar with the requirements of the contract. The individual will act as an advanced party that will identify issues, resources, and obstacles that impact the execution of the emergency housing mission. The goal of the team is to develop a mission plan to execute the requirements of the contract. Issues to be considered include environmental issues, regulatory laws, zoning, license and permit requirements, hauling restrictions and permits, locating and analyzing sites for potential utilization, state and local requirements for anchoring, requirements pertaining to water and sewage, coordination with power utility, Public Service District requirements, and mass care sheltering/staffing.

8.8 When directed by the COTR, the contractor shall survey the Base Flood Elevations (BFE) for selected unit installations. Specific Requirements shall be provided by the COTR.

8.9 If tasked to haul and install temporary housing units in approved flood plains areas, the Contractor shall follow the directives outlines in the PWS, Paragraph 400.4, Special Consideration – Units Installed in the Flood Plain.

9.0 Basic Unit Installation

9.1 Site Usage Permits

9.1.1 The Contractor shall identify and obtain the permits that are required for the unit installations and the projected time required to obtain permits.

9.1.2 The Contractor shall be responsible for obtaining necessary permits associated with placing and installing the unit and utility installation

9.1.3 The Contractors shall identify and become familiar with the type of permits the local area requires and the permitting process for completing the unit installation.

9.2 Install Rate

9.2.1 Contractor shall install a minimum number of units per day as defined in the Disaster Variables Table, and as required by the COTR, thereafter.

9.3 Installation Completion Timeline

9.3.1 Units are to be RFO within the time frame indicated on the

Disaster Variables Table. The Installation Period shall start at 4:00pm (local time) the date the work order is issued. Work orders issued after 4:00pm shall be considered as starting on the next work day.

9.3.2 Clock Stoppages shall be at the discretion of the COTR/CO and may extend the completion timeline.

9.4 Cost

9.4.1 Each unit setup is unique but for simplicity the price schedule is broken out in logical increments.

9.4.2 The price shall include all labor and material necessary to level the unit, block it up per manufacturer's Owners Manual, State manufactured homes/Park Model regulations, Local regulations, or the specifications provided herein. In case of any conflicts in requirements, follow the most stringent requirement. The standard is that units shall always be double blocked unless specifically prohibited.

9.4.3 Reserved

9.5 Generator

9.5.1 Contractors shall provide temporary electricity to units to verify the unit is RFO at the time of inspection as specified within the Disaster Variables Table or by the COTR.

9.5.2 Reserved

9.6 Keys

9.6.1 The Contractor shall provide a minimum of three (3) sets of keys to FEMA for each and every temporary housing unit upon completion of unit installation and RFO.

9.7 Punch List

9.7.1 Unless changed by the COTR, the Contractor shall address and fix the identified punch list items within two (2) days of final inspections. The Contractor shall provide detailed documentation of what actions the Contractor took to remedy the punch list items.

9.8 Reports

9.8.1 All work activities shall be included in the Contractor’s Daily and Weekly reporting, or, as defined by the COTR and mission requirements.

9.9 Commercial Sites - Basic Install Outlines

9.9.1 Blocking, Leveling and Anchoring

9.9.1.1 The Contractor is required to perform double blocking of pier blocks, in addition to the requirements of the local entity issuing the permits, unless double blocking is prohibited by that entity. Blocking must be installed at locations specified by the manufacturer for the wind zone, as established by Housing and Urban Development (HUD), in which the unit is to be located.

Additionally, when blocking the temporary housing unit it should be at a height of no more than 44 inches (44”), unless this conflicts with State or Local regulations in which case the State or Local regulations are applicable.

9.9.2 Pier Spacing

9.9.2.1 Spacing of piers and strapping shall adhere to or exceed manufacturer’s specifications or local codes, whichever is more stringent. The number of, spacing of ties is typically dependant on the frame size for the unit, the length and height of the piers and the wind zone. Refer to PWS Section 402.

9.9.3 Tie-downs

9.9.3.1 Tie-downs shall be governed by the stricter of the

stipulations found in either the manufacturer’s requirement, or, the official instruction of the local permitting entity. Anchoring must be installed at locations specified by the manufacturer for the wind zone, as established by Housing and Urban Development (HUD). Refer to PWS Section 403.

9.9.4 Power, Water, and Sewer Connections

9.9.4.1 Install all electrical service to housing unit per local

Authority Having Jurisdiction standards, NFPA 70 and per housing unit’s standards, and as indicated in the PWS. The Contractor shall provide adequate electrical equipment as required by the housing unit and coordinate with FEMA to determine power requirements of trailer, i.e. 30-AMP or 50AMP travel trailers, a minimum 125AMP Park Model or 200A Manufactured Home. The Contractor shall update existing utilities as applicable to meet current codes and standards. The Contractor shall obtain all permits and licenses. The Contractor shall verify all equipment specifications and installation in this specification with local authority having jurisdiction and local power company for compatibility. The Contractor shall provide and install all equipment necessary to provide electrical service to temporary housing units from either a temporary metering pole or from an existing post-storm event certified/approved power panel board by authority having jurisdiction at site of housing unit installation whichever is most cost effective.

9.9.4.2 Water connections for each unit shall be installed in compliance with local and state codes as indicated in the PWS. Existing water systems must be approved by the COTR before the Contractor connects to them.

9.9.4.3 Sewer Connections shall be established for each unit.

Each sewer outlet shall be connected to a health department approved sewer system or septic tank, whichever is available. This shall be performed in accordance with section 406 of the PWS.. Since no travel trailers are to be installed as part of this disaster recovery, Sec. 406.1.2 shall be overridden, and PVC lateral sewer lines must be 4-inches (4”) diameter at a minimum.

9.9.5 Utility runs

9.9.5.1 The basic set up for all service, power, water, and sewer includes up to 50 feet of utility runs and an excavation depth up to 48 inches unless the frost line is deeper, in which case an excavation depth of 6 inches (6”) below the frost line shall be used.

9.9.5.2 Electrical Service Entrance- Electrical cable for a

manufactured home or park model. The exposed service entrance (above ground) cable (meter base and down) shall be in conduit to the bottom of the trench.

The underground cable in the bottom of the trench may be in conduit or not depending on whether adequate trench depths can be achieved. If, conduit is used the burial depth shall be at least 18 inches and if no conduit is used the burial depth shall be at least 24 inches (24”).

The Contractor shall use sweeping elbows to access trenches with a minimum of Schedule 80 PVC conduit.

Type of cable and insulation (i.e. CU or AL, XHHW) shall be detailed on Contractor’s proposal, also detailing the conduit that will be used. There shall be no splices in the service entrance cable between the load side of the unit service disconnects and the line side lugs on the unit load center, unless approved by resident engineer or design engineer. Cable splices and terminations shall be rated at not less than 600 Volts. Splices in conductors No. 10 AWG and smaller shall be made with an insulated, solderless, pressure type connectors, conforming to the applicable requirements of UL 486A.

Splices in conductors No. 8 AWG and larger shall be made with noninsulated, solderless, pressure type connector, conforming to the applicable requirements of UL 486A and UL 486B. Splices shall then be covered with an insulation and jacket material equivalent to the conductor insulation and jacket. Splices below grade or in wet locations shall be sealed type conforming to ANSI C119.1 or shall be waterproofed by a sealant-filled, thick wall, heat shrinkable,, thermosetting tubing or by pouring a thermosetting resin into a mold that surrounds the joined conductors.

9.9.5.3 Electrical Heating Tape for Water Lines- The

Contractor shall provide and install electrical heating tape for exposed water laterals if required by Contract.

The length and power requirements of the heating tape shall be sized in accordance with length of water line and the area that it will be installed. The Contractor may use existing GFCI receptacle on housing unit if present. If an existing receptacle on housing unit is not present the Contractor shall provide and install a method to provide GFCI protected power to the electrical heating tape. The Contractor may use existing circuits provided the existing circuit may handle the additional load per NFPA 70. The Contractor shall obtain approval from the CO prior to providing power to electrical heating tape from source other than a factory installed receptacle on the housing unit.

9.9.5.4 Electrical Cables and Trenching for all unit types-

Cables shall be unreeled along the sides of or in trenches and carefully placed on sand or earth bottoms. Where cables cross, a separation of at least 75mm three inches (3”) shall be provided, unless each cable circuit is protected by a nonmetallic conduit sleeve at the crossing. All phases and neutral shall be installed in the same sleeve. Bend radius of any cable shall not be less than 8 times the diameter of the cable. In no case shall cables be left under longitudinal tension. All underground cables shall require markers, a 0.127 mm 5 mil, brightly colored plastic tape not less than 75 mm three inches (3”)in width and suitably inscribed at not more than 3 m 10 feet (10’) on centers, or other approved dig-in warning indication, shall be placed approximately 300 mm 12 inches (12”)below finished grade levels of trenches. Trenches for direct burial cables shall be excavated to depths required to provide the minimum necessary cable cover. Bottoms of trenches shall be smooth and free of stones and sharp objects. Material used as bedding or cover material shall be clean with one-hundred percent (100%) passing the ¾” sieve, not more than twenty-five percent (25%) retained on a No. 4 sieve and not more than ten percent (10%) passing the No. 200 sieve.

9.9.6 Utilities beyond 50 linear feet

9.9.6.1 All utility runs beyond 50 linear feet to the connection point shall be billed under separate CLIN’s. This requires prior approval from the COTR.

9.9.7 Excavations beyond 48 Inches deep

9.9.7.1 All excavations beyond 48 inches deep shall be billed under a separate CLIN. This requires prior approval from the COTR.

9.9.8 Power Poles

9.9.8.1 In the event a power pole is needed at the site it shall be billed on a separate CLIN. This requires prior approval from the COTR. The pole type and installation method shall be coordinated with the utility company and local

AHJ.

9.9.8.2 Electrical Equipment and placement for Metering Power Pole - The utility power distribution shall be aerial distribution to the metering pole, unless otherwise approved by Contracting Officer. The metering power pole shall be placed so as not to exceed 100 feet from power company pole to limit the length of the aerial service drop (may be greater if deemed acceptable by authority having jurisdiction and local power company) and maximum of 30 feet and a minimum of 3 feet from housing unit and visible from housing unit, per NEC

550.32. The pole mounted equipment shall be enclosed

in NEMA 3R enclosures or equivalent. The service drop weather head shall be a minimum distance of 15 feet above finished grade (may be changed by local Authority Having Jurisdiction); the pole is typically buried 10% of height plus 2 feet. The top of the meter base shall be approximately 5 feet (eye level) above finished grade. The service disconnect may be mounted directly below meter base with a minimum of 24 inches above finished grade. If, using a travel trailer a power receptacle shall be required and may be mounted directly below the service disconnect at a minimum of 24 inches above finished grade (verify length of housing unit power cord is adequate to reach temporary pole prior to mounting receptacle).

9.9.8.3 Ground Rods- Ground rods shall be [copper-clad steel

conforming to UL 467] [zinc-coated steel conforming to ANSI C135.30] not less than [15.9mm (5/8 inch)] in diameter by [3.1m (10 feet)] in length. Sectional type rods may be used.

9.9.8.4 Service Drop Entrance Cable shall be rated for use per NFPA 70. Type of cable and insulation (ie CU or AL, XHHW) shall be detailed on Contractor’s proposal, also detailing if conduit will be used.

9.9.9 Power Pedestals

9.9.9.1 In the event a power pedestal is needed at the site it shall be billed on a separate CLIN. This requires prior approval from the COTR.

9.9.9.2 Power pedestals may be required to comply with local

Authority Having Jurisdiction, NFPA 70, or manufacturer specification. See PWS Section 405.

9.9.9.3 The power pedestal for a manufactured home or park

model shall comply with requirements of a service disconnect per NFPA 70 Article 550 and as detailed in the PWS.

9.9.10 Gang or Rack power distribution system

9.9.10.1 In the event a Gang or Rack power distribution system is needed at the site it shall be billed on a separate CLIN. This requires prior approval from the COTR. A Gang or Rack System shall be constructed with the same requirements of a 200 AMP Power Pole meter loop, but shall consist of two or more 200 AMP meter loops designed to supply power to the Power Pedestals or directly to the units.

9.9.11 Tap/Connection Fees

9.9.11.1 Any charges by a utility provider for fees or impact charges required to connect to these services.

Contractor shall provide documentation for all reimbursement requests.

9.9.12 Winterize Utilities

9.9.12.1 Winterize all sewer and water lines per local conditions and or Local/State requirements. See Electrical Heating Tape for Water Lines.

9.9.12.2 Skirting, in northern climates, must be insulated and installed to a point that withstands winterized utilities freezing under local yearly low temperatures including windshield.

9.9.13 Install and Test HVAC

9.9.13.1 The Contractor shall install air conditioning units

according to current codes standards, laws and regulations as required. Prior to reporting the unit RFO, the Contractor shall operate the AC units for a minimum of two (2) hours and for as long as possible -- up to six

(6) hours -- to ensure proper function and reliability.

Any system failures shall be corrected as per the PWS

(410) and reported to the COTR.

9.9.14 Skirting

9.9.14.1 Install skirting in accordance with Federal, State and

Local codes on all units, and if required by local conditions by insulating to winterize skirting.

9.9.14.2 Skirting material shall be equal to “Lifestyle” or

“Trugard” vinyl skirting produced by Homeland, be self-ventilating and have a top rail to conceal top fasteners. The skirting shall be securely fastened to the manufactured home and ground using accepted fastening methods. Skirting shall be fastened to allow for expansion, contraction and frost heave. Skirting shall be fastened so that it is removable for maintenance and deactivation. The contractor shall take into consideration local conditions for an 18-month period when developing their fastening methodology.

9.9.14.3 An access panel or equivalent shall be provided adjacent to the manufactured home water inlet location.

9.9.15 Removal of excess materials

9.9.15.1 The Contractor shall remove all materials and

equipment brought to the site and used to setup the unit.

9.9.16 Clean and Make Ready

9.9.16.1 Upon completion of unit installation the Contractor shall assemble all furniture and clean the unit to include all appliances, cabinets, shelves, kitchen, and bathrooms.

Test all appliances and components associated with the unit to include but not limited to plumbing, electrical, air conditioner, furnace, exhaust fans, etc. Contractor may be required to install living kits in each unit as described in the Disaster Variables Table.

9.9.17 Repair Damage

9.9.17.1 The Contractor shall repair any damage having occurred while the unit is in their custody. Units shall be inspected to ensure the unit is safe, sanitary, functional and RFO.

9.9.18 Commercial Park Expansion

9.9.18.1 N/A

9.9.18.2 Contractors will be required to use methods for

mitigating the development of ruts within the commercial parks where units are installed.

9.10 Private Sites - Basic Install Outlines

9.10.1 Basic Install for a Private site

9.10.1.1 Includes all items listed under the Basic Installation for

Commercial sites plus site preparation and site grading.

This item shall be designated as Mobile Home, Park Model, or Travel Trailer (if applicable).

9.10.2 Site Preparation

9.10.2.1 Site preparation is describes as the work of two men working one hour with hand tools such as lawnmowers, chain saws, shovels, rakes, wheel barrels, etc. necessary to prepare the site for the unit. As necessary the Contractor shall clear and remove, to the property boundary line, any debris incident to trailer installation.

The cleared area shall provide sufficient area for manufactured Home/Park Model installation, provide occupants adequate access to the home and insure occupant safety. Also included are locating, exposing, and connecting water, sewer, and electrical connections whereby they can be hooked up and made serviceable.

9.10.3 Site Grading

9.10.3.1 Site grading is described as the work of one man

working one hour with equipment such as a front-end loader, bobcat, or grader, necessary to provide a level surface and proper drainage for a temporary housing unit to be placed on the site.

9.10.4 Electrical: Shall comply with requirements of 9.0 Basic Unit Installation.

9.10.5 Reference: Site Preparations (See PWS Section 303)

9.11 For COTR and CO approval

9.11.1 Repairing and restoring existing utilities

9.11.1.1 The Contractor shall repair and restore existing utilities to current codes, standards, laws and regulations as required. When the Contractor cannot repair and restore existing utilities within the scope of a Basic Setup the Contractor shall provide a detailed description of the work to be preformed and the costs as a request to the

COTR to authorize the work necessary to make the repairs. Repairs shall not commence without COTR or CO authorization.

9.11.2 Failed Inspections

9.11.2.1 All FUP work that does not pass inspection by the local inspecting authority shall be referred to the COTR for a decision on whether it can be billed to the government at additional expense. The COTR shall determine if any required work is within the scope of Basic Setup or if the required work shall be an additional work order.

9.11.3 Site Preparation above Basic Installation

9.11.3.1 Any site preparation over and above the Basic Unit

Installation, greater than $3,000, will need to be approved by the Contracting Officer (CO). If the Contractor determines that additional work is required then the Contractor shall make a request to the COTR for authorization for additional work. Work orders issued after 4:00pm shall be counted toward the next work day.