Attachment_6_-_Deliverables_(Reports).docx

DELIVERABLES

1. Summary and Overview

Deliverables includes important details regarding the Deliverables and Required Reports that are associated with the Statement of Work presented in Attachment 1: Statement of Work. In some cases, the deliverable will be validated by FEMA staff. Additionally, this Section presents a Table that associates these Required Reports with Delivery Dates, and whether or not there is a Template provided by the Federal Emergency Management Agency (FEMA) for each Deliverable and Report.

2. Important Details

2.1 FEMA Forms

Upon award, the Contracting Officer’s Representative (COR) will ensure the Contractor has the most up-to-date FEMA forms.

2.2 Summary Reports and Logs

These Reports shall include all information relevant to the contract. Once information is included in the Report it will not be deleted, although it may be modified or added to as necessary. Most importantly the Report should be chronological with the oldest information on top and the most recent information at the bottom.

2.3 Housing Operations Mission Enterprise System (HOMES)

HOMES is the National Emergency Management Information System (NEMIS) Web Application FEMA uses to proves and track information regarding an Individual Assistance (IA) Housing Mission. HOMES may be utilized by the Contractor during a disaster at the request of the COR. Many of the forms identified as “FEMA Forms” below are associated with this system, which upon request by the Government, may require Contractors to enter all information into the Web Application prior to submitting the forms to the COR. In some cases, the COR may request that the forms are completed by the Contractor, but are not submitted into DARAC / HOMES by the Contractor.

3. Deliverables and Required Reports Table

Details Template Provided by FEMA

Quality Control Plan Within 3 Operational Days of contract award, and as necessary when updated

COR

A copy of the Contractor’s Quality Control Plan is to be provided to the COR. The Plan should discuss how the Contractor plans to manage and mediate all quality issues throughout the entirety of the Contract.

No

FEMA Form 90-13

Daily

FEMA Form 90-13 is provided to FEMA to note changes in custody for a MHU, including recipient parties. These times may include when a unit is received by the contractor from the MHU storage site, when the unit is received at forward staging/transition from H&I Contractor, when a unit is transported for installation, and when a unit is deactivated and transported to a MHU storage site. This Form is also used to document any and all damage to the unit.

Yes

Attachment 6: Deliverables Solicitation: HSFE06-17-R-0003 (DR-4277-LA)

Details Template Provided by FEMA

Call Center Card or Magnet Prior to Occupying First MHUs; To Residents Upon Occupancy of MHUs; During all Maintenance

COR; MHU

Residents The Call Center Card should provide information to FEMA and to housing unit residents on how to contact the contractor to schedule maintenance. Staff at this number must be reachable by FEMA and residents 24 hours per day, 7 days per week. This should be provided in an easy to read, durable format. This card should be provided to the COR for approval, and provided to residents upon occupancy of the MHU. Additionally, all maintenance staff should have copies of the Card with them when conducting any maintenance on MHUs.

Call Center Log

Weekly

The Call Center Log tracks all calls received for maintenance by the call center. Information collected should include: the date and time the request is made; the complaint or issue reported; whether the maintenance is routine or emergency; dispatched date and time; and resolved date and time.

Preventative Maintenance Schedule

Bi-monthly

The Preventative Maintenance Schedule summarizes the monthly maintenance schedule of all Temporary Housing Units for which the contractor is responsible for maintenance. This should include: the location of the unit, the name of the unit resident, the date and time of scheduled maintenance. The Contractor will submit an up-to-date report to the COR bi- monthly, with one report submitted on the 15th and one submitted on the 1st. This will provide an opportunity for new MHUs, installed between the 15th and the 1st of the month to be included in the schedule.

Contractor provides

Daily Maintenance and Deactivation Report

Next Operational Day after completion

For each maintenance activity, an Individual Maintenance Report must be complete This record indicates: the applicant name, the unit address, the unit barcode, the unit type, type of maintenance performed, date and time of maintenance, a description of work performed, and any relevant pictures to support work perform If an issue is not resolved, details need to be included explaining why the issue was not resolve

Contractor provides

Daily Report

Daily

The Daily Report to the COR provides a high level overview of information that is reported from the Contractor to the COR. This includes: any safety issues or concerns, key personnel, activities completed and planned activities, an overview of haul and install status, maintenance, and deactivation. The Daily Report should also include Occupational Safety and Health Act (OSHA) Reportable Injuries and/or Incidents.

FEMA

Template provided

Contractor Monthly Summary Report

Monthly

The Contractor Monthly Summary Report aggregates information collected in the Daily Report, and includes key personnel deployment activities in the month, completed activities, planning activities, and an overview of haul, install, maintenance, and deactivation activities. This report should also account for and track all Government Furnished Equipment (GFE) by providing the disposition and status for all GFE.

Invoice Report

Monthly

The Contractor shall submit an original invoice (or electronic invoice, if authorized) to the Invoice Address designated in Section. An invoice must include the following items:

1. Company Name and Address.

2. Invoice Date. Invoices must include the correct service period (i.e. from 1/1/17-1/31/17). The service period will equal thirty (30-31) operational days. Invoices will be submitted to the Government no later than fifteen (15) operational days after the end of the service period. The Contractor may request the COR to approve an additional five (5) operational days to process an invoice, if needed.

3. Contract Number. Invoices must include the contract number, relevant contract line item numbers, order numbers, and any other numerical references that are associated with authorizations for services preformed or supplies delivered.