Attachment_1_-_Statement_of_Work_(SOW).pdf

Attachment 1: Statement of Work

Solicitation: HSFE06-17-R-0003

DR-4277-LA

STATEMENT OF WORK

MAINTENANCE AND DEACTIVATION OF

MANUFACTURED HOUSING UNITS (MHUs)

SECTION 1 - General Management and Administration

1.1 Scope

The Contractor shall furnish all management, supervision, personnel, equipment, materials, transportation, and supplies necessary to perform services as defined by this Statement of Work for the

Federal Emergency Management Agency (FEMA). The estimated number of Manufactured Housing Units

(MHUs) may be up to 4,000 units, but there is no guarantee as to a specific number of MHUs. This total number of anticipated MHUs will be divided between two (2) contracts as required by FEMA. Unit division will be done as equally as possible, but there is no guarantee. Each contractor will have a designated zone in which it performs work, in which all its units will be.

1.2 Mission, Location, Description and Facility

1.2.1 Mission

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. Per that authorization, this Statement of

Work applies to the parishes in the federal emergency declaration that includes Individual Assistance

( I A ) under DR-4277-LA. Additional Parishes may be added to the declaration through amendment.

1.2.2 Location

The current center point of operations is at the FEMA/Joint Field Office which is located at 415 15 th

Street, Baton Rouge, LA 70802. The staging yard center point of operations is located at the Sherwood

Forest Staging Yard, 2695 N. Sherwood Forest Blvd, Baton Rouge 70814, and 1509 River Road, Boyce, LA, which will be the reporting offices for the deactivation services.

1.2.3 Description

The Contractor shall support the Government’s temporary housing unit mission, led by FEMA Logistics in concert with FEMA IA. The mission shall include the maintenance of manufactured housing units

(MHUs) in the field and the deactivation of the units and transport back to the FEMA staging yard. It is estimated that up to 4,000 units will be hauled and installed, of which up to 2,000 units will be issued to each MDC. These units are located on private sites, group sites and commercial sites within the declared

Parishes, and that these units will be issued to each MDC by Area or grouping of Parishes for convenience.

FEMA reserves the right to include additional locations if required to support survivors.

1.3 Phases of Operation and Period of Performance

This contract shall be issued for a fixed time with options to extend, and will include three phases of operation which shall consist of the following:

Phase In

Operational Period

Contractor operation of MHU maintenance call center

MHU maintenance

MHU deactivation

MHU Clean & Make Ready

1.4 Period of Performance

The Base Period of Performance will be from date of award through six (6) months. The Government will include three six (6) month option periods, if required to complete the mission.

The Government reserves the right to terminate the contract for convenience within the base period of performance or any exercised option.

1.5 Operational Day

Unless otherwise specified by the Contracting Officer’s Representative (COR) the required services in the contract are to be performed during the normal operational day. Operational hours and days of the week will be 0700 to 2100, Monday through Sundays, excluding Federal Holidays or as determined by the

CO and/or COR.

1.6 Projected Workload

Required services shall include:

Contractor operation of MHU maintenance call center

MHU maintenance

MHU deactivation

Contractor will be expected to meet the timelines and operational requirements for the provision of services as required. However, the Contractor shall support any Government changes to the contract schedule. The Government will attempt to provide the Contractor with advanced notice of any changes to the schedule in writing.

1.7 Contractor Furnished Property

The Contractor provide all facilities, equipment, and materials which are not provided as Government

Furnished Equipment (GFE), as necessary to fulfill the requirements of the contract. This includes any collateral equipment, such as calculators, computers not connected to the FEMA network server, typewriters, copy machines, and consumable and general office supplies.

1.8 Contractor Minimum Qualifications

The Contractor shall provide professional, courteous, and timely services, activities, and management to ensure that all work identified in this Statement of Work is completed. This includes incorporating customer service into operations, where appropriate, as well as employing a flexible and transparent performance management system that includes performance measures of Contractor staff, subcontractors, and other representatives. The Contractor is responsible for providing personnel who can pass a background check, as specified by FEMA, for activities that require FEMA badges and / or access to

FEMA facilities and equipment (i.e. computers, networks). Finally, the Contractor will provide insightful, accurate, and timely reporting, as detailed in Section D.

1.9 Performance Evaluation Meetings

The Contracting Officer (CO) or COR may require the Project Manager to meet with the CO or COR and other Government Personnel to review Contractor performance. Conversely, the Contractor may request performance evaluation meetings with the CO/COR when he or she believes such a meeting is necessary.

Written minutes of any such meeting shall be recorded in the contract file and signed by the Contract

Project Manager and the CO or COR. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the CO/COR.

1.10 Electronic Data Interchange

The Contractor may be tasked to provide support for capturing, consolidating, and transferring information to update FEMA’s Disaster Assistance Replacement Assistance Consideration (DARAC) or

Housing Operations Management Enterprise System (HOMES) systems. All staff with access to DARAC and other Government computer systems must pass a background investigation and be able to obtain a security badge, in accordance with Homeland Security Presidential Directive 12 (HSPD 12).

SECTION 2 - Roles and Responsibilities of Contractors and FEMA

2.1 Contractor Roles and Responsibilities

2.1.1 General Roles and Responsibilities

1. Transition of services from the haul and install contractor (Releasing Contractor) to the maintenance and deactivation contractor (Receiving Contractor).

2. Provide all of the material, labor, equipment (other than GFE), supplies and services necessary for the mission.

3. Use Local subcontractors to the maximum extent possible.

4. Actively coordinate with the FEMA COR or designee.

5. Provide staff that is able to obtain access to Government facilities and work within Government computer systems. All Contractor staff will be required to go through the government process in place, as required by the COR, to allow them access to Government facilities and computer systems.

6. Identify and notify COR of potential project constraints.

7. Perform work activities on time. Ensure Contractor performance meets the requirements outlined in Section D.

8. Account for, track, and maintain all GFE. Provide a report to the COR on GFE disposition and status as specified in Section D.

9. Dispose of all materials and supplies in compliance with all Federal, State, and Local laws, regulations, and rules. This includes, but is not limited to, spent fuels, batteries, refrigerants, tires, etc. The Contractor shall pay any fees associated with the removal and disposal of hazardous waste.

10. Contractor Safety

A. The Contractor shall furnish all required safety equipment and/or clothing, which may be required for personnel as mandated by Federal, State, and Local code. This will include maintaining a safe working environment for the Contractor’s employees, unit occupants, FEMA staff, other Contractors and the general public. At no time will the Contractor leave unattended or otherwise unprotected, any excavation or safety hazard that might cause injury to persons.

B. The Contractor shall comply with the Department of Labor and the Occupational Safety and Health Administration (OSHA) safety regulations, rules and requirements, as well as any Federal, State, County and Local laws, codes, and ordinances.

11. Provide reports, as defined by Section D and by the COR. Ensure that all reports meet the information needs specified by Section D and any additional information requested by the COR.

Maintain accurate records and provide all documents as required in the contract, specifically as defined in Section D.

2.1.2 Transition of Services (CLIN 0001)

There will be an anticipated 30-45 day transition period for a smooth hand-off from the haul and install contractor (Releasing Contractor) to the maintenance and deactivation contractor (Receiving Contractor).

Transition shall include inspection by the Receiving Contractor of each FEMA MHU exterior and interior components with the Releasing Contractor, and a FEMA representative (i.e. COR, Technical Monitor, Field Inspector, etc.) as appropriate to a Preventative Maintenance Inspection (PMI). The inspection shall be recorded on a standard FEMA Form 90-13 with signature of each party to indicate the condition of the MHU.

2.1.3 Temporary Housing Unit Maintenance Roles and Responsibilities

1. Perform MHU maintenance as specified in this Statement of Work, and per the performance requirements specified in Section D.

2. Utilize professional services of experienced (licensed as appropriate) electricians, plumbers, carpenters, pest control specialists, or appliance technicians as needed to maintain the MHUs. The

Contractor will not be required to make service calls for issues that occupants are generally responsible for such as changing light bulbs, maid service, washing windows, changing curtains, and changing linen for occupied units, et

3. Provide and perform maintenance activities for a period of performance specified in this section.

2.2 FEMA Roles and Responsibilities

In order to support Contractor activities related to haul and install and phase-in maintenance, FEMA shall perform the following tasks. The scope of services provided by FEMA may vary based on the need of the event, and scope of services provided by the Contractor or other Federal agencies.

1. Identify potential lots and pads for unit installations on private and commercial sites.

2. Provide temporary housing units.

3. Identify number of units to be occupied.

4. Obtain the commercial pad lease for commercial sites.

5. Identify the potential occupants for the temporary housing units.

6. Identify the location to transport and install the temporary housing units.

7. If approved, provide staff as needed at staging area to inspect any units. Provide a work station at the Joint Field Office (if space is available) with computers which have access to HOMES behind the FEMA firewall. The Contractor is responsible for ensuring their staff has a place to work successfully outside of space at the Joint Field

Office dedicated for HOMES access. Contractor shall provide staffing to support this requirement as needed to complete their mission.

8. Address domestic problems, disruptive tenants, and/or tenants refusing service.

9. Identify and/or issue Site Inspection Requests to the Contractor to be completed as specified by the COR and as detailed in Section D. Any work above that daily threshold must first be coordinated with the CO and COR.

10. Assign units to the Contractor for cleaning and maintenance.

SECTION 3 - Maintenance

3.1 Scope

Maintenance is the process of ensuring that MHU’s are safe, sanitary, secure, and are in working order during the time the MHU is installed and occupied.

3.2 MHU Maintenance

3.2.1 Maintenance Requirements

The following are the requirements for maintenance of MHUs. The Contractor will be required to provide and perform maintenance activities as directed by the COR and authorized by the

CO, for a time period as specified by the contract. If, after the maintenance phase-in period, it is necessary to extend the Contractor’s requirement for maintenance services, the CO shall extend the services. The CO will inform the Contractor prior to extending the effective date.

3.2.2 Maintenance Areas of Responsibility

The Contractor shall be responsible for all interior and exterior components of the MHU including but not limited to:

1. Plumbing Systems;

2. Electrical Systems;

3. HVAC;

4. Replacement of Components with Wear Life;

5. Access/Egress Systems Components and Windows;

6. Appliances;

7. Interior Components;

8. Exterior Components;

9. Stairs and Ramps; and

3.2.3 Maintenance Categories

All repairs shall be classified in the following categories:

1. Preventative Maintenance Inspections;

2. Deferrable/Postponeable Maintenance Repairs;

3. Routine Repairs;

4. Emergency Repairs; and,

5. Major Repairs.

3.2.3.1 Preventative Maintenance Inspections (PMI) – CLIN 009

The transition will occur with the outgoing Contractor Every 30 days. The Contractor shall inspect the interior and exterior of each unit for damage and ensure that all components are in working order. The inspection shall include, but is not limited to: safety features (fire alarms), electrical systems, sewer lines, and water lines.

3.2.3.1.1 Preventative Maintenance Repair Scheduling

The Contractor shall give advance notice of a scheduled PMI to the unit occupant as specified in Section D: Performance Requirements and Performance Evaluation. If the Contractor is unable to contact the occupant after a time frame specified in Section D, the Contractor shall notify the COR and submit documented evidence of attempts to make contact.

The Contractor shall ask the occupant, at the time of the inspection, if there are any maintenance items that they would like to report or have addressed. The Contractor shall perform all minor repairs noted or reported by the occupant during the inspection visit without requiring a separate Work Order. Any inspections other than those described above shall only be conducted at the direction of the COR.

3.3.2 Deferrable / Postponeable Maintenance Repairs

Deferrable Maintenance Repairs are those repairs deferred until the next scheduled PMI. These items do not present an imminent danger to the health, safety or security of the unit occupant, or property. If necessary, they can be elevated to routine maintenance if the deficiency becomes serious. These items are typically required in response to, but not limited to, broken cupboards, loose baseboards, holes in interior walls, broken blinds, and closet/shower rod repairs/replacements.

3.2.3 Routine Maintenance Repairs (including Major Repairs)

These routine repairs are serious but do not present an imminent danger to the health, safety or security of the unit occupant or property. These items shall be addressed within a time frame as specified in Section

D. When this completion time would expire on Saturdays, Sundays, or holidays, the time period shall extend to the following operational day, as appropriate. Routine maintenance repairs typically include, but are not limited to, re-leveling and tightening straps on units, minor water leaks, cracked windows, missing siding, broken light fixtures, and running toilets.

Items classified as major repairs must be approved in advance in writing by the COR. The

Contractor shall provide a written description of the work and a cost proposal to the COR.

The Contractor shall submit a detailed cost estimate for the major repair which shall include a project plan with a breakdown of cost for equipment, material, labor, and labor hours.

Generally, major repairs are defined as replacement of a single item including parts, supplies, and materials (individually or collectively) costing more than two hundred and fifty dollars

($250.00) of materials and/or two hundred and fifty dollars ($250.00) of labor per Work Order or service call. Examples of major repairs include but are not limited to refrigerators, water heaters, ranges, axles, exterior doors, complete furnace, complete HVAC, microwaves, furniture or any other component of the unit valued at over two hundred and fifty dollars ($250.00).

The COR will determine if an item is a major repair or part of regular maintenance. If the cost of the major repair is below three thousand dollars ($3,000), the COR will have the authority to approve the repair. If the cost of work to be performed is projected to be more than three thousand dollars ($3,000), it must be approved by the CO prior to doing the work.

3.2.4 Routine Maintenance Areas of Responsibility

The Contractor shall be responsible for all interior and exterior components of the MHU including but not limited to:

3.2.4.1 Plumbing System – Plumbing includes all water and sewer lines and tanks inside the unit and all external lines from the unit to the utility main or the park owner’s connection. This includes inspecting plumbing lines, valves, showerheads, faucets and bladders (if applicable), sewer lines and sewer connections. The contractor must have all appropriate permits and licenses.

3.2.4.1.i As defined by the COR. This does not guarantee the contractor will be assigned this work. FEMA reserves the right to use other sources to complete the work.

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

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

3.2.4.4 Replacement of Components – The Contractor shall replace all components necessary to make repairs. The Contractor is not responsible for replacing items as light bulbs, stoppers, drain baskets, providing extra door keys, etc., unless it is associated with the repair or replacement of a related component per COR.

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

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

3.2.4.4.i Entrance/Exit components – This includes all work associated with servicing, building, and repairing doors, windows, screens, 15 stairs, ramps, and securing the unit as needed.

3.2.4.4.ii Appliances – This includes servicing all unit appliances such as ranges, refrigerator, microwave, water heater, furnace, air conditioner, et

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

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

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

3.2.4.4.vi Scheduling – The Contractor shall provide at a minimum 24 hours’ notice to the occupant prior to arrival to perform routine maintenance. Occupant or occupant representative 18 years or older shall be present for all maintenance calls.

All routine maintenance service call repairs shall be completed within 96 hours

(including weekend hours) after receipt of the requirement. When a 96- hour completion time would expire on a Federal Holiday, the 96-hour time period will extend to the following business or workday.

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

3.2.4.4.vii Backorders

When the Contractor has backordered repair parts for major appliances to include the furnace, A/C, refrigerator, or range, or is 16 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 SOW. The cost for the temporary item shall be the responsibility of the Contractor.

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.

1. Plumbing Systems;

2. Electrical Systems;

3. HVAC;

4. Replacement of Components with Wear Life;

5. Access/Egress Systems Components and Windows;

FEMA will allocate a Not to Exceed amount for this item. The Contractor is responsible to track all costs to ensure the allotted amount set forth is not exceeded without further authorization by the CO.

3.2.5 Emergency Maintenance Repairs – CLIN 0010

Emergency maintenance shall resolve or mitigate the immediate threat or problem. The

Contractor is required to respond to Emergency Repair Requests 24 hours per day 7 days per week including Holidays. The Contractor may make temporary repairs when carrying out emergency maintenance. 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. 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.

If, upon arrival to the unit, the Contractor determines an emergency does not exist, or there is no longer a threat to health, safety or security, the Contractor notify the COR first and then treat the remaining repairs as Routine Maintenance, and complete this within normal time frames.

3.2.6 Emergency Maintenance Areas of Responsibility. Emergency repairs 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 CLIN 0010.

3.2.6.i Expectations of emergency maintenance are typically required in response to, but not limited to, one of the following problems:

3.2.6.i.a Gas leak.

3.2.6.i.b Major water leak:

3.2.6.i.c Shut off valve cannot be located

3.2.6.i.d Poses a threat to persons and property

3.2.6.i.e Required immediate action to restore water service

3.2.6.i.f Actual sewage leak (health concern).

3.2.6.i.g Heating unit inoperable when outside temperature is, or is expected

(according to local forecast) to go below 55 degrees Fahrenheit.

3.2.6.i.h Air conditioning inoperable when outside temperature is, or is expected

(according to local forecast) to go above 75 degrees Fahrenheit.

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

3.2.6.i.j 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.

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

3.2.6.i.l 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.

3.2.6.i.m 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.

3.2.6.i.n Scheduling – The Contractor shall respond to an Emergency Call within 2 hours with tools, equipment, and supplies necessary to make repairs.

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

3.2.6.i.p Performance Standards – 100% of emergency calls responded to within 2 hours as defined.

3.2.6.i.q Reports/Notification

3.2.6.i.r If emergency involves loss of life, the COR shall be notified immediately!

FEMA will allocate a Not to Exceed amount for this item. The Contractor is responsible to track

3.2.7 Fumigation and Pest Control Inspections and Services

These inspections shall be included as part of the scheduled PMI. The Contractor shall comply with all Federal, State, and Local laws and regulations when applying treatment or fumigation.

The Contractor shall ensure 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, rats, mice, pigeons, reptiles and other pests. Treatment shall include rodent traps and bait stations, animal captures and carcass removal.

The Contractor shall identify any problem areas, structural features, potential areas for pest infestation, or occupant behaviors contributing to pest infestations, and any other factor and report them to the COR in the PMI report. The Contractor shall maintain, secure, and operate storage facilities for applicable equipment and dangerous material substances. This shall be done in a manner that precludes or minimizes health hazards or environmental contamination and will be in compliance with all Federal, State, and Local laws and regulations.

Pesticides: All pesticides used by the Contractor shall be registered with the Environmental

Protection Agency (EPA) and the State Department of Health for the use intended. All pesticide handling, mixing, storage and application shall be in strict accordance with manufacturer's label instructions. The Contractor shall ensure that all personnel applying pest control chemicals are properly licensed in accordance with applicable Federal, State, and Local law and regulations.

3.2.8 Miscellaneous - CLIN 0005

A miscellaneous maintenance CLIN may be issued to the Contractor if maintenance work cannot be completed within the scope of an existing CLIN. Any items or services required to maintain the group site not covered in other parts of this SOW will require approval from the

COR or the CO. The Contractor shall develop a cost proposal for all work to be carried out as part of this assignment. The final negotiated cost will become a fixed price item. Cost proposals of $3,000 or less require approval from the COR. Costs proposals in excess of

$3,000 require approval from the Contracting Officer. The Contractor must provide copies of the actual receipts when invoicing.

FEMA will allocate a Not to Exceed amount for this item. The Contractor is responsible to track

3.2.9 Maintenance Call Center – CLIN 0012

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 toll-free number shall be transferable to a subsequent Contractor upon completion of this contract. The Contractor shall operate twenty-four (24) hours per day, seven (7) day per week toll free telephone help line for the MHU occupant.

The Contractor shall provide the call center phone number on a medium (e.g., a refrigerator magnet, laminated card stock, etc.) that is durable and easy to read. This shall be delivered to

FEMA as part of the RFO inspection, to MHU residents upon occupancy of the MHU, and shall be carried by maintenance staff on every maintenance visit. Additional information regarding the call center card can be found in Section F: Deliverables and Required Reports.

The call center shall categorize calls as: Routine Maintenance or Emergency Maintenance.

SECTION 4 - MHU Deactivation – CLIN 0002

4.1 Scope

The Purpose of the Deactivation Section is to provide required performance information to the

Contractor regarding unit deactivation. Deactivation is the process by which a MHU is removed from the site of installation. Deactivation focuses on making the unit ready for transport, transporting the unit, as well as returning the site to its original, pre-installation condition.

4.2 MHU Deactivation Requirements

Unit deactivation includes removing the MHU from the installation site, making the unit ready for transport, and transporting the unit back to a designated staging area or other location within five (5) days as specified by the Work Order or the COR. Unit deactivation must be complete within a time period specified in Section D: Performance Requirements and

Performance Evaluation, after the deactivation Work Order is issued by the COR for

Manufactured Homes. Unit deactivation must be complete within a time period specified in

Section D: Performance Requirements and Performance Evaluation. During deactivation, the

Contractor shall secure the MHU (including HVAC, furniture, cabinets, etc.) in such a way to ensure that there is no damage to the MHU or its components. During the transportation process, the Contractor shall ensure that the MHU is secure and not damaged. All damage to the MHU during transportation is the Contractor’s responsibility.

The Contractor shall prepare the interior of a MHU for deactivation, as required. This includes, but is not limited to:

Properly securing the interior fixtures, equipment, and furnishings to prevent additional damage to interiors. If parts of the MHU are freestanding (e.g., air condition compressors), they are to be secured when placed in the MHU for deactivation and transport.

Cleaning all surfaces with the appropriate household cleaners, including mopping all hard surface floors, wiping down all counters and the interior of all cabinets, vacuuming any carpeted floors, and cleaning the bathrooms, including the water closets and shower/bath tubs.

Removing and appropriately disposing of all trash and rubbish within the units. If there appears to be personal property present, the Contractor shall contact the COR for instructions. If directed by the COR, the Contractor shall neatly bag and tag all abandoned personal items for identification, and provide an inventory of items. The neatly tagged bags shall be provided to a FEMA designated location at the time the items are bagged and tagged.

Removing all fluids and materials from the holding tanks of the travel trailers, if applicable.

Winterizing the MHU by removing all water from the potable and sanitary water systems and placing an appropriate recreational vehicle anti-freezing agent in all sanitary water system traps.

Fumigating the units.

The Contractor shall also prepare the exterior of a MHU for deactivation, as required. This includes, but is not limited to:

Disconnecting all utilities, and ensure that these are properly capped and secured, including removal of any temporary power poles or power pedestals.

Removing the skirting, anchors and blocking.

Removing stairs and ramps.

Disconnecting the air conditioning compressor, and draining refrigerant into a separate unit meeting all regulatory requirements for capturing the refrigerant. The Contractor must ensure that when power and refrigerant lines are disconnected, enough slack remains so that the unit can be reused.

Ensuring that any holes caused by the removal of the unit and associated materials are filled in and compacted.

Ensuring that all tires are properly inflated and that the axles and wheels turn freely.

Unserviceable tires, wheels, and axels must be replaced by the Contractor.

Complete pre and post transportation inspections of each unit to check for missing or damaged exterior components (i.e. shingles, siding, windows, etc.). All damaged items must be reported to the COR and recorded as stated in Section J. All damaged exterior items noted prior to transport must be repaired. Any damages not recorded and documented properly or caused during transport will be repaired at no additional cost to the government.

The area immediately surrounding the MHU must be cleared of all material, equipment and debris, including trash, generated by the Contractor from the deactivation process so as to not create and leave a hazard. Additionally, the Contractor is responsible for removing any poles or materials that were installed during the installation process to establish utility connections. If the MHU is not transported the day it is deactivated, all debris, equipment and material are not to be left on the MHU site overnight. At the time of deactivation, the

Government shall consider this material, equipment, and debris scrap the responsibility of the

Contractor unless the COR directs otherwise. The Contractor shall take the title to this material.

4.3 MHU Emergency Deactivation – CLIN 0003

Emergency unit deactivation may be requested by the COR. In these cases, the unit must be removed from the installation site, made ready for transport, and transported back to a designated staging area within a time period specified in Section D: Performance Requirements and Performance Evaluation, after the deactivation Work Order is issued by the COR.

4.4 MHU Relocation – CLIN 0008

“Relocation” is the movement of the installed unit from one site to another If a MHU is required to be relocated, the Contractor must have all appropriate permits and licenses within a time period specified in Section D: Performance Requirements and Performance Evaluation, after the Work Order is issued by the COR. Deactivation of the unit at its initial location, and installation at the new location, must be complete within a time period specified in Attachment

4 (Inspection and Acceptance) after the Work Order is issued by the COR. The Contractor must use the same material used in the original installation to relocate the temporary housing unit, as long as the material is in good, sound condition. All applicable requirements and specifications for unit deactivation and installation apply for the initial site and the relocation site, respectively.

The Contractor is responsible to follow the guidelines for deactivation and installation as stated above.

4.5 MHU Reposition – CLIN 0007

Repositioning” is the movement of the installed unit to a different position on the same site. If a MHU is required to be repositioned, the Contractor must have all appropriate permits and licenses within a time period specified in Section D: Performance Requirements and

Performance Evaluation, after the Work Order is issued by the COR. Deactivation of the unit at its initial location, and installation at the new location, must be complete within a time period specified in Section D: Performance Requirements and Performance Evaluation, after the deactivation Work Order is issued by the COR. The Contractor must use the same material used in the original installation to reposition the temporary housing unit, as long as the material is in good, sound condition. All applicable requirements and specifications for unit deactivation and installation apply for the initial site and the relocation site, respectively.

The Contractor is responsible to follow the guidelines for deactivation and installation as stated above.

4.6 MHU Clean and Recondition (Make Ready) for Reuse – CLIN 0015

Typically after a MHU is installed and a disaster survivor lives in it they are deactivated. There are limited occasions where FEMA may require that a MHU be cleaned and reconditioned so that it can be returned to FEMA’s inventory and reused to house disaster survivors. In order to prepare the MHU for reuse it needs to be thoroughly cleaned and specific items need to be replaced.

FEMA deems a thorough cleaning and reconditioning to include

Removing of all trash, refuse and debris in the MHU. If there appears to be personal property present, the Contractor shall contact the COR for instructions. If directed by the COR, the Contractor shall neatly bag and tag all abandoned personal items for identification, and provide an inventory of items as specified in Section F:

Deliverables and Required Reports. The neatly tagged bags shall be provided to a

FEMA designated location at the time the items are bagged and tagged. This FEMA designated location is included in Part I: HM SCOPE, which is attached to this document.

Sweeping and vacuuming the interior floor of the MHU.

Thoroughly cleaning all surfaces (including but not limited to the floors; counter tops;

cabinet interiors and exteriors; sinks in the kitchen, sink, toilet and shower/tub in the bathroom; walls and ceilings; interior and exterior of the refrigerator; interior and exterior of the oven, range and stove as well as the microwave) in all rooms within the MHU with an industrial strength cleaner and disinfectant.

Replacing all mattresses and other fabric covered bed materials.

Inspecting other fabric items in the MHU such as sofa bed and spot or deep cleaning the fabric.

Replacing any missing light bulbs with compact florescent sixty watt (60 W) equivalent bulbs.

Fumigating the units.

Keys and locks should be changed every time the MHU is deactivated and made ready for reuse.

Additionally, there may be occasions where the Contractor may be asked by the Government to clean and recondition a MHU on-site in order to make the MHU ready for a new occupant.

4.7 Heavy Tow – CLIN 0011

The contractor shall furnish and provide bulldozer, wrecker, crane, or similar equipment to reposition the unit or remove the unit from the designated site if required.

a. Requirement for necessity of heavy equipment is at the discretion of the FEMA

COR.

b. Light equipment such as a farm tractor or any similar equipment used for the convenience of the Contractor will be at the Contractor’s expense and not reimbursable. This is a per unit CLIN not per piece of equipment CLIN.

Heavy TOW will be used when directed by the COR. It is a firm fixed price CLIN. The necessity for heavy equipment is at the discretion of the FEMA COR.

SECTION 5 - Deliverables, Required Reports, and Additional Details

5.1 Project Management

The Contractor shall provide all needed manpower to manage the daily operations of the contract to include upper management, superintendents, cost estimators, project managers, lead field personnel, etc. Therefore, no Project Management costs should be applied to the individual costs for each MHU.

5.2 Work Order Issuance Rate

FEMA is not able to predict the exact number of work orders that will be issued per day. The

Contractor shall be prepared to respond to a work order issuance rate for the deactivation of

MHUs of twenty (20) units per day when directed by the COR.

5.3 Scope

The purpose of the Reports and Deliverables Section is to provide the COR with information that will be used to assess and track how the mission is being carried out. The COR will determine if any of the reports that are generally required by the Government are deemed unnecessary for this contract. The COR will notify the Contractor in writing to inform the

Contractor of what reports will be required as part of this contract. These reports and deliverables that may be required are included, but not limited to those in Section D:

Deliverables and Required Reports.

5.4 Quality Control

The Contractor shall develop, present, maintain and update a quality control plan to monitor performance to ensure appropriate quality is achieved. The quality control plan must include processes for ensuring work is consistent with the specifications set forth in this Statement of Work. The plan shall identify processes for addressing delayed activities including, but not limited to, unit installation, unit maintenance and deactivation. The Contractor shall monitor the quality of work using this established plan, which will also be used to facilitate Government oversight of the contract and inspection of work performed.

The Contractor shall provide weekly reports on all items that do not meet the established quality control plan. The quality control plan must be reviewed and approved by the COR within a time frame as specified in Section F: Deliverables and Required Reports. Additional information regarding the quality control plan can be found in the Section F: Deliverables and

Required Reports.

5.5 Key Issuance and Control System

Of primary importance in safeguarding the occupant, the occupant’s property, and the MHU is a key issue and control system. A key issue and control system is defined as a system that identifies both the locations and personnel in possession of the keys to each MHU. For effective control, accurate records shall be maintained. The main principles of a key control system shall include:

Keys are accessible only to those persons whose official duties require access to them.

Keys and the associated locks are changed every time the MHU is deactivated, and as necessary if the keys are lost.

For the entirety of this contract, the Contractor must appoint, in writing and with approval of the COR, a primary key custodian who will:

Issue and receive keys and maintain accountability for office, unit, or activity keys.

Ensure that individuals designated to issue, receive, and account for keys in his or her absence, clearly understand key control procedures.

Maintain a key control register at all times to ensure continuous accountability for keys for all MHUs.

Additionally, the Contractor must maintain the key control register and submit a key control plan, as specified in Section D: Deliverables and Required Reports. The key will be signed out to authorized personnel, as needed (i.e. maintenance), using the key control register.

When not in use, the key control register will be kept in a locked container. The Contractor is expected to secure keys using a key depository which shall be a lockable container, such as a safe or filing cabinet, or a key depository made of at least 26–gauge steel, equipped with a tumbler–type locking device and permanently affixed to a wall, will be used to secure keys.

The key depository will be located in a room where it is kept under 24– hour surveillance or in a room that is locked when unoccupied.

Key Control during Transport and Installation: Upon acceptance of the MHU, the Contractor will be in possession and responsible for three (3) sets of keys for the MHU. Upon completion of unit installation and RFO, the Contractor shall provide a minimum of three

(3) sets of keys to FEMA for every MHU.

Key Control during Maintenance: The Contractor will be provided with and be responsible for a set of Master keys to the MHUs which shall be available to those persons whose official duties require access to them (i.e. maintenance staff).

SECTION 6 – Hauling and Installing – CLIN 0006

Unit Installation (THU) – The unit installation shall include, but is not limited to, receiving the units from FEMA logistics centers, staging areas, individual lots, commercial pads, group sites, etc.

The Contractor shall complete the following minimum tasks, as appropriate, in order to install units on sites or at locations identified by FEMA.

Summary – The unit installation includes, but is not limited to: placement of units on the designated locations, installing foundation piers or seismic pier system as required by State and Local codes and regulations, anchoring the units, and connecting utilities and a heating/air conditioning system as well as ensuring that they are in working order. Provide and install skirting for Mobile Homes.

Additionally, the Contractor shall winterize the unit and install steps or handicap ramps, as specified.

The units shall be installed and made ready for occupancy within seven (7) workdays following the work order issuance date. Installation includes cleaning installation, testing, and assembly of all furniture and appliances. Work orders issued after 4:00 p.m. shall be counted toward the next workday. The unit shall meet the definition of Habitable (see Attachment A).

6.1 Site Preparation

This task includes the elimination of obstructions or debris hampering the placement or positioning of the unit on the proposed site, and exposing and/or trenching the lines within 50 feet of the unit.

Ensuring access to all unit entrances, shut-off valves and electrical shut-offs.

6.2 Utilities, including potable water, sewer and electrical lines shall be located on each lot. The

Contractor shall provide plumbing risers of an appropriate height and electrical distribution boxes ready for unit hook-up.

6.3 Blocking and Leveling

The Contractor is responsible for determining the soil bearing capacity through contact with local building officials, soils engineers or other methods acceptable to local authorities. The number and location of piers shall be in accordance with industry standards unless other relevant codes, regulations or specifications are more stringent. The Contractor is responsible for all necessary re-leveling and re-blocking of the unit following unit installation. The end piers should not be directly on the end of the unit’s frame, but approximately six (6) inches in from the end of the frame. The space between the top of the pier’s solid cap blocks and the bottom of the unit’s I-beam frame shall not exceed seven inches (7”). Up to four inches (4”) of this space may be filled with a solid concrete block. Up to three inches (3”) of this space may be filled with treated blocking timber wedges laid perpendicular to the unit’s steel I-beam. The blocking piers shall not impinge, pinch, crimp or otherwise damage or affect the normal and safe function of any electrical lines, pipes or waterlines.

The Contractor shall clean away all bushes, shrubs, grass, roots, loose dirt, rocks or debris where the base of the piers rest.

Unit shall be set-up on concrete block piers. The base of piers shall be composed of ¾”x 24” x 24” exterior grade plywood or industry approved substitute (such as ABS pre-formed pads). The piers shall have, at a minimum, double block with solid cap block(s) on the base and at the tops of the piers. If, after the weight of the unit is transferred to these piers, the unit is not leveled properly, the

Contractor shall reinstall the unit at no additional cost to the government. All concrete blocks used in the construction of the piers shall be of sufficient strength and weight rating to properly support the unit. The concrete block piers shall be installed in a manner so that blocks are not stacked in the same directions, rather, each level of blocks shall be installed at a right angle to the previous level. The capping level shall consist of solid concrete blocks installed opposite to the direction of the trailer frame. After the weight of the unit is transferred to the concrete piers, the piers shall be vertically aligned and tightly shimmed with hardwood wedges. If the piers are not vertical at the time of final inspection, they shall be removed and reinstalled by the Contractor at no additional cost. The

Contractor is responsible for all necessary re- leveling and re-blocking of the unit following unit installation.

6.4 Anchoring and Straps

Anchoring and strapping for tie-down of unit shall be based on the Wind Zone and soil conditions of the installation site. The units shall be anchored to resist floatation, collapse, and lateral movement.

The HUD Part 3280 Manufactured Home Construction and Safety Standards determine the wind zone. Industry Standards shall be followed in determining the location and number of unit tie-down connecting points and method of s securing the anchors. The Contractor shall determine soil conditions pertinent to anchor pullout resistance through contact with local building officials, soils engineers or other methods acceptable to local authorities.

Anchors shall be capable of resisting weight in accordance with Wind Zone III specification. If the above methods of anchoring do not pass anchor displacement tests, the Contractor shall notify the

COR and provide an equivalent alternate anchorage system for approval. This applies to MH/PM only. Each strap shall extend from one turnbuckle on the anchor head; wrap one time around the tongue or the back bumper; attach to the other turnbuckle on the anchor head.

The strap shall be 1.25” X .035” cold rolled galvanized steel. The anchor straps shall be snug and in a near vertical position.

6.5 Make Ready for Occupancy (MRO)

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, etc.

Procedures: This includes but is not limited to:

Assemble accessories and arrange for use:

Assemble and arrange all furniture for occupancy.

Clean and install storm window panels and screens.

Remove window clips, travel blocking and protective taping.

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

Mount exterior light fixtures, and install bulbs.

Install interior light globes and covers.

Re-install any fallen curtains.

Install cabinet door panels and drawers and handle hardware.

Activate utility systems and make minor repairs (Defective parts replaced shall be of same quality).

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.).

Verify hot/cold water lines, reverse if required.

Install toilet tank lid.

Tighten or replace loose drain line…