HSFE07-12-R-0001 - Attachment 1 - SOW.pdf

Statement of Work DR 1980 MO Direct Housing Mission

Maintenance and Deactivation Contract (MDC)

1. Background

The Federal Emergency Management Agency (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.a. Due to Severe Storms, Tornadoes, and Flooding on May 9, 2011 a major disaster declaration was declared for the State of Missouri (FEMA-1980-DR). Designating Individual Assistance for the counties of Butler, Mississippi, New Madrid, St. Louis, and Taney.

Effective on May 20, 2011, Amendment No. 1 to DR-1980-MO was to include the counties of Cape Girardeau, Howell, McDonald, Pulaski, Ripley, Scott, Stoddard, and Stone for Individual Assistance.

Effective on May 23, 2011, Amendment No. 2 to DR-1980-MO was to include Jasper and Newton Counties for Individual Assistance.

1.b. The impact from the May 22, 2011 F-5 tornado that was three-quarter of a mile wide and left a path of damages for approximately six miles that hit Jasper and Newton Counties. This tornado destroyed thousands of housing resources which left very limited housing within the area. Due to lack of housing resources FEMA implemented Direct Housing assistance upon the request of the State of Missouri for Jasper and Newton Counties. FEMA Direct Housing Office for DR-1980-MO is located in Joplin, MO, which will be the initial reporting office for the housing mission.

1.c. This Statement of Work (SOW) shall support the Direct Housing Operations by providing long-term Maintenance and Deactivation of an estimated 630 temporary housing units (mobile homes, park models, and other types of prefabricated housing as determined by FEMA) in support of DR-1980 MO recovery. This SOW describes the effort required to maintain the condition of the temporary housing units and provide for the safety, health and welfare of the occupants. Note:

The Period of Performance will be for one year from date of award with an option for One (1) Six Month and One (3) Three Months extension at the Governments discretion.

2. Summary

DR-1980-MO MDC: Including all pads located in existing and expansion of commercial mobile home parks and Community Mobile Homes Sites within Jasper and Newton Counties.

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

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

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

The Contractor shall provide all services and activities in a timely and professional manner and in compliance with all applicable Federal, State and Local laws including safety regulations under OSHA Commercial Standards for Construction. In the event Federal, State and Local laws, Regulations and Ordinances conflict, the more restrictive regulation is to be followed. The COTR will respond to a request for clarification within 48 hours of receiving the written request.

Additionally, the Contractor will be responsible for obtaining all appropriate permits and licenses corresponding for the work being performed.

3. Contractor Qualifications

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

3.a.1. The Contractor shall provide documentation of each technician’s professional certification (i.e., state licenses, certificates of training course completion, letters from previous employers certifying experience, resumes, membership affiliations to professional organizations, or other such documentation) to FEMA as well as City, County, or other officials as necessary.

3.a.2. The Contractor shall have the ability and capacity to inspect, analyze, and repair temporary housing units. This includes maintaining the unit’s various types of HVAC systems, electrical, plumbing, and chassis/towing systems as well as repairing interior components and appliances.

Specifications

3.b. Roles and Responsibilities

3.b.1. FEMA Responsibilities

3.b.1.i. Provide occupant information to the Contractor via the COTR.

3.b.1.ii. Assign units to the Contractor for maintenance, deactivation, repositioning, or units that require cleaning.

3.b.1.iii. Provide clarification of the rules and regulations regarding use of the units to tenants.

3.b.1.iv. Address domestic problems, disruptive tenants, and/or tenants refusing service.

3.b.1.v. Identify potential lots, pads and locations for the installation of units.

3.b.1.vi. Obtain the commercial pad lease for any commercial sites.

3.b.2. Contractor Responsibilities

3.b.2.i. The Contractor shall provide and maintain an office and adequate storage and shop facilities to efficiently satisfy FEMA’s maintenance obligations and requirements within 50 mile radius of all units.

3.b.2.ii. The Contractor shall utilize professional services of experienced electricians, plumbers, carpenters, and pest control specialists or appliance technicians. 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. The Contractor will not be responsible for picking up trash in occupied units or emptying the unit trash cans, etc.

3.b.2.iii. The Contractor shall identify a primary and alternate point-of-contact (POC) within 48 hours of contract award including phone numbers and email addresses.

3.b.2.iv. The Contractor shall dispose of all materials and supplies in compliance with all Federal, State, and Local laws, regulations and rules. This includes, but is not limited to, spent fuels, batteries, refrigerants, tires, etc. The Contractor shall pay any fees associated with the removal and disposal of hazardous waste.

3.b.2.v. The Contractor shall identify potential project constraints and report them to the COTR.

3.b.2.vi. The Contractor shall Pick-up and transports the units from the installation sites to Staging Location/Designated Holding Areas as indentified by the COTR if required.

3.b.2.vii. The Contractor shall provide a toll-free number, enabling residents of FEMA units maintained by the Contractor to contact the Contractor regarding maintenance issues 24 hours per day, seven (7) days per week. This service will be staffed with access to a person 24 hours per day not a recording, seven (7) days per week.

3.b.3. Quality Control

3.b.3.i. The Contractor is responsible for developing and submitting its Quality Control Plan (QCP) within 10 days of award of the contract for government approval to demonstrate compliance with the schedule of contract deliverables. Upon acceptance, the Contractor will then use the QCP to guide and document the implementation of the required management and quality control actions to achieve the specified results.

3.b.3.ii. The Contractor, and not the government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. A Quality Assurance Surveillance Plan (QASP) will be used by the government in assessing and measuring the quality of contractor performance.

3.c. Warranty

3.c.1. All labor and work performed under this contract shall be warranted for twelve (12) months from the date of acceptance of the labor and work, as indicated by the COTR’s signature on the work order form. The government accepts all manufactures warranties. The Contractor is responsible for making any necessary repairs under the terms and conditions of the contract at no additional cost to FEMA.

3.c.2. If the units being used are new, the Contractor shall coordinate warranty maintenance with the manufacturer, dealer or Mobile Home (MH) source.

3.c.3. FEMA will not be responsible for any required co-payment or deductions.

If the Contractor is paid by the manufacturer, dealer, or MH source to perform warranty maintenance, the Contractor shall reimburse FEMA for the amount received.

3.d. Safety

3.d.1. The Contractor shall furnish all required safety equipment and/or clothing, which may be required for personnel as mandated by Federal, State, and Local 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.

3.d.2. 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.

3.d.3. The Contractor shall ensure that all personnel applying pest control chemicals are properly licensed in accordance with applicable Federal, State and Local laws and regulations.

3.e. Records and Reports

3.e.1. All information/reports submitted to the COTR shall clearly indicate the

Contractor’s name and contract number. When a unit is part of a report, the FEMA unit bar code and VIN shall be used for identification.

3.e.2. The Contractor shall provide timely and accurate reports as described and required by the Deliverables section of this SOW.

3.e.3. All reports will be developed and transferred via Microsoft Excel, Microsoft Access, or other media as determined as meeting the needs of the government and approved by the COTR in writing.

3.e.4. The contactor shall maintain records that are compatible with FEMA Information Technology (IT) database systems pertaining to all tasks assigned such as monthly preventive maintenance inspection, routine maintenance and emergency maintenance.

3.e.5. The Contractor shall securely maintain occupant information provided by FEMA to ensure no unauthorized use is made of said information.

3.e.6. At minimum, the Contractor shall maintain all records for three years after contract is complete. These records will be kept in a manner and location that will allow FEMA or its designee access to them within 10 business days. FEMA will provide the Contractor with written or verbal notification of its intent to inspect the records and the Contractor shall provide FEMA with a specific location for the record inspection. Record inspections shall be carried out in typical office surroundings.

3.e.7. Upon invoicing, the Contractor shall include hard copies of the invoice, backup spreadsheets with the individual work orders broken down by CLIN, and all supporting back up documentation as required by the COTR with the completed work orders.

3.f. Schedule of Contract Deliverables

3.f.1. At a minimum all work activities will be included in the Contractor’s Daily and Weekly Reports as defined by the COTR and mission requirements.

3.f.2. The Contractor shall meet with FEMA management on a daily basis or as determined by FEMA management at a time and location of mutual agreement to ensure a positive flow of communication and resolve open items. This briefing shall include, but is not limited to, the routine/preventive maintenance, emergency maintenance calls.

3.f.2.i. The Contractor shall provide cumulative progress reports to the

COTR in a Microsoft Excel database.

3.f.2.ii. Daily and weekly Maintenance and Repair CLINs shall have a

“tab” in the database, which at a minimum includes; work order/barcode/VIN/address, date/time call received, type of call, hours for completion, repair cost and status.

3.f.3. Percent To Completion and Monthly Invoices Reports (in excel) shall include the following on individual “tabs” but not be limited to:

3.f.3.i. Haul & Install

3.f.3.i.1. A spreadsheet with each unit invoiced, sorted work order, the site control number, bar code number and name of applicant.

3.f.3.i.2. Private Site Installation Work Order 3.f.3.i.3. Unit Installation Work Order 3.f.3.i.4. Ready For Occupancy Checklist 3.f.3.i.5. RFO Status Report 3.f.3.i.6. Unit Inspection Report 3.f.3.i.7. Punch List for unit (where applicable) 3.f.3.i.8. A spreadsheet with each unit invoiced, sorted work order, the site control number and name of applicant.

3.f.3.i.9. Signed Temporary Housing Inspection Report 3.f.3.i.10. Exhibit “A” Additional Comments (where applicable)

3.f.3.ii. Maintenance and Deactivation 3.f.3.ii.1. Contractor shall maintain records pertaining to tasks assigned to include monthly preventive maintenance inspections, routine and emergency maintenance service calls.

3.f.3.ii.2. Contractor shall provide detailed reports and summaries which address daily, monthly and cumulative information as well as County, zip codes, unit type, unit site, type of maintenance (preventive, routine, emergency) and type of service (maintenance or deactivation).

3.f.3.ii.3. Contractor shall maintain records for types of calls, response times, and also individual and cumulative unit information.

3.f.3.iii. Percentage to completion Report 3.f.3.iii.1. Amount invoiced year to date (YTD).

3.f.3.iii.2. Amount of work completed (Invoiced YTD+

Completed Work to be invoiced).

3.f.3.iii.3. Obligated amount.

3.g. Badging

3.g.1. The Contractor shall provide the names of all personnel (including temporary personnel and/or sub-Contractors) to the COTR in writing within two (2) business days prior to their arrival at the Joplin Office for badging.

3.g.2. The Contractor shall provide to its personnel any security form that FEMA may provide for the purposes of background check as part of the Contractor’s personnel receiving a badge.

3.g.3. The Contractor shall 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 sub-Contractors) shall wear an identification (ID) badge provided by FEMA or the Contractor. ID badges shall be visible at all times when performing work.

3.g.4. A Contractor (licensed) without an ID badge may be allowed within unit accompanied by a FEMA Representative and/or a Badged Contractor; until Federal background check or police background check is completed.

3.g.5. The Contractor shall comply with the requirements of the US Department of Labor Wage Determination for the performance duration of this contract.

3.h. FEMA Points of Contact

3.h.1. Reporting Office:

3.h.1.i. Section: Individual Assistance/ Direct Assistance 3.h.1.ii. Address: Route 171 3.h.1.iii. City: Joplin 3.h.1.iv. State: MO 3.h.1.v. Zip: 64804

3.h.2. FEMA Region VII Regional Office:

3.h.2.i. Section: Mission Support Division 3.h.2.ii. Address: 9221 Ward Parkway, Suite 300 3.h.2.iii. City: Kansas City 3.h.2.iv. State: MO 3.h.2.v. Zip: 64114 3.h.2.vi. Name: Lilian Hutchinson/Stephanie Witt, Contracting Officer 3.h.2.vii. Phone: TBD 3.h.2.viii. Fax: TBD

3.h.3. Contract Officer Technical Representative (COTR)

3.h.3.i. Name: Lori Tillery 3.h.3.ii. Section: FEMA Region VII – Individual Assistance- Direct

Assistance 3.h.3.iii. Phone: TBD 3.h.3.iv. Email: TBD 3.h.3.v. Direct Housing Team Leader/Manager 3.h.3.vi. Name: Jim Yost 3.h.3.vii. Section: FEMA Region VII - IMAT-Individual Assistance –Direct

Assistance 3.h.3.viii. Phone: TBD 3.h.3.ix. Email: TBD

3.h.4. Coverage Area:

DR-1980-MO MDC for FEMA Direct Housing is located at the following counties of Jasper and Newton.

4. GENERAL SCOPE OF WORK

Administration and Management

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

4.a.1. Monitoring and coordinating performance of all assignments to ensure achievement of technical and financial project objectives and adherence to FEMA policies and authorities.

4.a.1.i. Monitoring and supporting the mission. This responsibility includes applicant identification identifying special needs, and provision of call center services, quality assurance and customer service. It also includes ensuring that the Contractor performs all work satisfactorily, subject to approval by the FEMA COTR.

4.a.2. The Contractor shall obtain information from the designated and appropriate FEMA representative as follows:

4.a.2.i. Contractual direction can only come from the Contracting

Officer.

4.a.2.ii. Specific technical direction can only come from the COTR.

4.a.2.iii. However, other FEMA staff located at or in the Headquarters, Regional, or Disaster Field Offices and other designated offices can provide the Contractor with information relevant to the performance of the contract (e.g., FEMA safety officer at a disaster).

CLIN: 0001 – Direct Housing – Unit Phase-In & Transition

4.b This CLIN has been established in order to provide startup allowance to cover cost of business for finalizing subcontracts, if applicable, hiring new staff if necessary, purchasing tools and equipment, if necessary, training staff on the contract requirements, setting up a service call center, walk through and acceptance of units from IA-TAC, finalizing internal standard operating procedures to be used in performing the contract requirements, finalizing draft plans, completing and incorporating Quality Control Plan, Reporting and general cost of doing business throughout duration of contract.

CLIN: 0002- Unit Installation (MH/PM)

4.c. The units shall be installed to be safely and sanitarily occupied. Installation of the unit shall comply with the appropriate manufacturer’s requirement, as well as Federal, State, and Local laws, codes, and ordinances. Upon completion of the installation, the unit will be cleaned and made ready to occupy, to include installation, testing, and assembly of all furniture and appliances.

4.c.1. Unit Installation - Hauling: The Contractor’s responsibilities include obtaining all permits, safely transporting the unit to the installation location and all labor and materials to accomplish the following tasks:

4.d. To ensure that the units are in usable condition when the Contractor receives the units, the Contractor shall be available at the staging area, storage lot or designated holding area. The Contractor may inspect, prepare, schedule, and coordinate units and assist with any associated activities. During delivery of units, the labor and equipment for appropriately transporting the unit is the sole responsibility of the Contractor. Mileage costs for Hauling are included under the Unit Installation CLIN, up to 250-miles off site where the unit was installed. Distances beyond the 250-miles for Unit Installation of temporary housing units are additive contract costs per mile beyond 250-miles from the contractor’s Base of Operations and will be covered under the Transportation Mileage CLIN.

4.d.1. The unit installation will include, but is not limited to, receiving the units from FEMA logistics centers, staging areas, or manufacturing plants, individual lots, commercial pads, group sites, etc…

4.d.2. Unit Installation – Overview - If required the Contractor shall complete the following tasks as appropriate in order to install units on sites or at locations identified by FEMA:

4.d.2.i. 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. Additionally, the Contractor shall winterize the unit and install steps or handicap ramps, as specified.

4.d.2.ii. The site must be graded or otherwise prepared to ensure adequate drainage (crowned)

4.d.2.iii. The units shall be installed and made ready for occupancy within 3 work days following the work order issuance date. Work orders issued after 1600 will be counted toward the next work day.

4.d.3. Unit Installation - Site Preparation

4.d.3.i. 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.

4.d.3.ii. Utilities, including potable water, sewer and electrical lines will be located on each lot. The Contractor will provide plumbing risers of an appropriate height and electrical distribution boxes ready for unit hook-up.

4.d.4. Unit Installation - Blocking and Leveling 4.d.4.i. The contractor shall block and level per manufacturer’s specifications 4.d.4.ii. The Contractor shall clean away all bushes, shrubs, grass, roots, loose dirt, rocks or debris where the base of the piers rest.

Gravel shall be used to crown and grade the site so water drains away from the mobile home.

4.d.4.iii. Unit will be set-up on concrete block piers. The base of the piers will be composed of 24” x 24” Acrylonitrile-Butadiene-Styrene (ABS) Foundation Pad for each pier. The piers will have, at a minimum, double block with solid cap block(s) on the base and at the tops of the piers.

4.d.4.iv. 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 will be of sufficient strength and weight rating to properly support the unit.

4.d.4.iv.1. The concrete block piers will be installed in a manner so that blocks are not stacked in the same directions, rather, each level of blocks will be installed at a right angle to the previous level.

4.d.4.iv.2. The capping level will consist of solid concrete blocks installed opposite to the direction of the temporary housing unit frame.

4.d.4.v. The Contractor is responsible for determining the soil bearing capacity through contact with local building officials, soil engineers or other methods acceptable to local authorities.

4.d.4.vi. The number and location of piers will be in accordance with FEMA guidelines unless other relevant codes, regulations or manufacturer’s specifications are more stringent.

4.d.4.vii. The end piers should not be directly on the end of the unit’s frame, but approximately six inches in from the end of the frame.

4.d.4.viii. 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.

4.d.4.ix. Up to three inches (3”) of this space may be filled with blocking timber and hardwood wedges laid opposite to the unit’s steel I-beam.

4.d.4.x. 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 will be removed and reinstalled by the Contractor at no additional cost.

4.d.4.x.1. The Contractor is responsible for all necessary re-leveling and re-blocking of the unit for a period of 180 days following unit installation.

4.d.4.xi. The blocking piers shall not impinge, pinch, crimp or otherwise damage or affect the normal and safe function of any electrical lines and pipes.

4.d.5. Unit Installation - Anchoring and Straps

4.d.5.i. Anchoring and strapping for tie-down of unit will be based on the Wind Zone and soil conditions of the installation site. The units will be anchored to resist floatation, collapse, and lateral movement. The HUD Part 3280 Manufactured Home Construction and Safety Standards determine the wind zone.

4.d.5.ii. The manufacturer’s installation instructions will be followed in determining the location and number of unit tie-down connecting points and method of securing the anchors. The Contractor will determine soil conditions pertinent to anchor pullout resistance through contact with local building officials, soils engineers or other methods acceptable to local authorities.

4.d.5.iii. Anchors shall be capable of resisting weight in accordance with Wind Zone III specifications.

4.d.5.iii.1. If the above methods of anchoring do not pass anchor displacement tests, the Contractor shall notify the COTR and provide an equivalent alternate anchorage system for approval.

4.d.5.iii.2. The strap shall be 1.25” X .035” cold rolled galvanized steel, as per Federal Specification QQ-S- 781 G for Type 1 Class B, Grade 1 strapping. The anchor straps shall be snug and in a near vertical position.

4.d.5.iii.3. Alternatives may be used if the Contractor can provide the COTR with a current independent study by an appropriately licensed expert to support the conclusion that the alternative measure is equal to or exceeds requirements.

4.x.5.iv. Per amendment to Chapter 322 State Building Code – Manufactured Housing Support and Anchorage Systems 322.11(4) In an area subject to a disaster emergency proclamation issued by the Governor pursuant to Iowa Code Section 29C.6, a manufactured home may be installed without a permanent support system provided that all of the following apply:

4.x.5.iv.1. The installation complies with anchorage requirement and above ground support requirements specified by the manufacturer or specified in sub rule 322.11(3) as applicable.

4.x.5.iv.2. A government agency or a third party contractor is contractually obligated to regularly inspect the home while it is occupied and to loosen the ties or straps used in the anchoring system as needed between November 15 of each year and April 15 of the following year, in order to prevent frost heave from affecting the home, and to retighten the ties or straps on or after April 15 and prior to May 15 of the following year.

4.x.5.iv.3 Although specific tensioning limits are not specified by the manufacturer, straps should be adjusted sufficiently to allow the strap to only move approximately ¼ inch or so under firm hand pressure. Anchors and straps should be inspected regularly and all corroded straps or anchors should be removed and replaced and all loose straps should be tightened.

4.x.5.iv.4. When the centerline of the home’s frame is not located within 2½ inches of the center of its piers, the home should be lifted and re-set to properly center the home’s steel frames.

4.d.6. Unit Installation - Install Standard Steps

4.d.6.i. Steps and railings will be constructed of exterior grade, pressure-treated lumber or composite materials as determined by the COTR.

4.d.6.ii. 3” Deck Screws shall be coated and sized consistent with industry standard.

4.d.6.iii. The stairs shall be firmly supported on grade with support pads added where necessary. The Contractor shall determine the soil bearing capacity through contact with local building officials, soils engineers or other methods acceptable to local authorities and provide appropriate support to ensure stability and prevent settling.

4.d.6.iv. The Contractor shall install steps at each unit entrance/exit in accordance with local codes. At a minimum, steps will be forty-eight inches (48”) wide.

4.d.6.v. Handrails will be constructed with 2” x 4” safety-edge lumber with the top edges rounded for gripping purposes, and shall be installed on both sides of steps and surround the platform on all sides.

Handrails shall be sanded and painted with (1) coat of white paint.

The threshold platform shall be constructed with a level platform such that the platform is centered on the door of principal entry into the unit and shall be 2 inches below the doorsill due to the fact that in colder locations freezing can cause the stairs to heave up. At a minimum, the platform will be 60” X 60”. Steps and platforms will be placed so that they do not block either access to service ports, heating vents or impede utility hook-ups.

4.d.6.vi. Step components will be square, level, and plum. The platform will have a non-skid surface using materials that are State and Industry approved (sand added to paint is unacceptable). Other materials for step coatings that are approved by the State and Local code enforcement jurisdiction may be substituted. The Contractor is responsible for providing the supporting documentation of the State and Local approval.

Note: Installing Standard Steps on the front and rear doors are included in MH/PM unit installation CLIN.

4.d.7. Unit Installation - Make ready for occupancy 4.d.7.i. The Contractor will clean, test and make ready for use all appliances and components associated with the unit to include but not limited to plumbing, electrical, air conditioner, furnace, exhaust fans, mildew and mold etc.

4.d.7.ii. This includes but is not limited to:

4.d.7.ii.1. Assemble accessories and arrange for use:

4.d.7.ii.2. Assemble and arrange all furniture for occupancy.

4.d.7.ii.3. Clean and install storm window panels and screens.

4.d.7.ii.4. Remove window clips, travel blocking and protective taping.

4.d.7.ii.5. Ensure the approved and fully charged ABC type fire extinguisher is hanging in the kitchen area.

4.d.7.ii.6. Mount exterior light fixtures, and install bulbs.

4.d.7.ii.7. Install interior light globes and covers.

4.d.7.ii.8. Re-install any fallen curtains.

4.d.7.ii.9. Install cabinet door panels and drawers and handle hardware.

4.d.7.ii.10. Activate utility systems and make minor repairs (Defective parts replaced shall be of same quality).

4.d.7.ii.11. Test water system and make minor repairs (i.e., tighten, adjust, or replace fittings, flare nuts, faucet washers, ball cocks, shower diverters, faucet sets, etc.).

4.d.7.ii.12. Verify hot/cold water lines, reverse if required.

4.d.7.ii.13. Install toilet tank lid.

4.d.7.ii.14. Tighten or replace loose drain line connections

(traps, strainer assemblies, etc.), replace toilet wax ring and tank gaskets, as needed.

4.d.7.ii.15. Tighten loose connections in electrical system.

4.d.7.ii.16. Test electrical circuits and replace bulbs, breakers, switches, or receptacles, as needed.

4.d.7.ii.17. Test exhaust fans for proper operation, repair as needed.

4.d.7.ii.18. Install or replace toilet paper holder and towel bar if required.

4.d.7.iii. Unit Installation - Appliances

4.d.7.iii.1. Activate, test and make any necessary minor repairs to the refrigerator, range, furnace, air conditioner, and water heater for proper operation.

4.d.7.iii.2. Adjust pilots and burners, change orifices, water heater elements, etc., as needed.

4.d.7.iii.3. Test smoke and carbon monoxide detectors and replace if faulty.

4.d.7.iv. Unit Installation -Exterior:

4.d.7.iv.1. Ensure steps/ramps are properly installed and secure.

4.d.7.iv.2. Confirm the unit is not missing any siding or roofing.

4.d.7.iv.3. Check the unit has no broken windows and/or doors.

4.d.7.iv.4. Make certain the unit is properly blocked, anchored, and leveled.

4.d.7.iv.5. Verify the roof has been checked for leaking and/or damage.

4.d.7.iv.6. Confirm there are no water or sewer leaks.

4.d.7.iv.7. Ensure the ground is level and free of holes, trenches, or other safety hazards around the unit.

4.d.7.iv.8. Check that pipes have been properly secured and sloped, and appropriately marked if a tripping hazard.

4.d.7.v. Unit Installation - Final Clean-Up and Readiness:

4.d.7.v.1. Clean floors, counters, kitchen equipment, bath fixtures, and windows as needed.

4.d.7.v.2. Remove unit packing debris and excess set-up material from premises.

4.d.7.vi. Unit Installation - Discrepancies or missing items, report to

COTR:

4.d.7.vi.1. The Contractor will provide written notification to the COTR when Unit is ready for occupancy and final inspection. The COTR will inspect the Unit within 2 work days.

4.d.7.vi.2. At final inspection, any items/issues that the Contactor has not addressed/performed will be captured in a punch list.

4.d.7.vi.3. These items will be corrected within two (2) work days after final inspection.

4.d.7.vi.4. The Contractor shall provide a detailed documentation of what actions the Contractor took to remedy the punch list items.

4.d.7.vii. Unit Installation - Performance Standards: 95% of units shall be installed within 72 hours of work order issuance.

4.d.7.viii. Unit Installation - Reporting: will be included in daily and weekly reports as described in Deliverables section of this SOW.

CLIN: 0003 -Installation of Platform Steps

4.e. Platform steps will be requested by Direct Housing Operations (DHOPs).

4.e.1. Steps and railings will be constructed of exterior grade, pressure-treated lumber or composite materials as determined by the COTR.

4.e.2. 3” Deck Screws will be coated and sized consistent with industry standard.

4.e.3. The Contractor will install platform steps with minimum dimensions of 48” x 36” per step and 60” x 60” for each landing.

4.e.4. Handrails will be constructed with 2” x 4” safety-edge lumber with the top edges rounded for gripping purposes, and shall be installed on both sides of steps and surround the platform on all sides. All handrails shall be constructed to comply with requirements of the most recent edition of the International Residential Code for platforms and stairs greater than 30” above ground. Handrails shall be sanded and painted with one coat of white paint.

4.e.5. The threshold platform shall be constructed with a level platform such that the platform is centered on the door of principal entry into the unit and shall be 2 inches below the doorsill due to the fact that in colder locations freezing can cause the stairs to heave up. Steps and platforms will be placed so that they do not block either access to service ports, heating vents, warning labels, or impede utility hook-ups. The occupant will be able to fully operate door without having to step off the top platform.

4.e.6. The platform stairs shall have a non-skid surface using materials that are State and Industry approved (sand added to paint is unacceptable). Other materials for steps that are approved by the State and Local code enforcement jurisdiction may be substituted. The Contractor is responsible for providing the supporting documentation of the State and Local approval.

CLIN: 0004 -Installation of Uniform Federal Accessibility Standards (UFAS) Compliant Ramp Up to 40 Feet

4.f. The Contractor shall prepare the grade and construct a ramp with level platform, such that the platform is centered on the door of principal entry into the Mobile home and flush with the doorsill.

4.f.1. Contractor shall coordinate ramp design with local authorities to ensure compliance with the current UFAS, and State, and Local requirements. The design is to conform to UFAS, State and Local requirements, whichever is most restrictive.

4.f.1.i. If there are required changes the Contractor shall inform the COTR in writing for approval.

4.f.1.ii. If there is a dispute as to which standard is to be utilized, the Contractor will request guidance from the COTR in a written format.

4.f.2. The Contractor is responsible for researching the appropriate requirements and incorporating the requirements into the installation.

The current Uniform Federal Accessibility Standards are available on the following website: http://www.access-board.gov/ufas/ufas-html/ufas.htm.

4.f.3. All Ramps will be pressure-treated, exterior grade framing lumber or composite materials as determined by the COTR. The handrail will be 2” x http://www.access-board.gov/ufas/ufas-html/ufas.htm�

4” safety-edge lumber, sanded and painted with one coat of white paint.

3” Deck Screws shall be coated and sized consistent with industry standard.

4.f.4. The overall length of the ramp and platform will be fixed by the height above the grade of the Mobile home sill and the distance to either a point abreast of the unit, or to a suitable, firm surface, approach to the ramp.

The ramp pitch shall be one-inch (1”) slope for each twelve inches (12”) in length (maximum).

4.f.5. The ramp shall be firmly supported on grade, with mud seals added where necessary because of soil conditions. The ramp and the platform shall have a non-skid surface using materials that are industry approved (sand added to paint is unacceptable).

CLIN: 0005 - Installation of UFAS-Compliant Ramp Over 40 Feet

4.g. Contractor’s charge for each additional foot in excess of 40 feet, exclusive of the threshold platform and landing.

CLIN: 0006 - Install Power Pole/Pedestal and Meter Loop Service

4.h. The Contractor shall install an electric assembly. The assembly shall be the appropriate AMP (120/240-volt service) with a weatherproof, rain-tight locally-approved meter box and junction box containing the appropriate circuit breakers.

4.h.1. Furnish and install temporary power pole/pedestal and meter-base.

4.h.2. All components shall be installed in accordance with the National Electric

Code (NEC). All conduit connections on the meter pole/pedestal shall be water-tight. Power pole/pedestal dimensions shall meet minimum requirements.

4.h.3. The Contractor shall meet all State and local codes. The Contractor shall have all appropriate permits and license.

CLIN: 0007 - Maintenance – Routine/Preventive (Monthly Fee-Lump Sum)

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

Maintenance not defined as emergency maintenance is defined as routine maintenance. The Contractor shall have the technical capacity to make necessary repairs to the units as specified in each work order. The Contractor shall provide tools, equipment and materials necessary for performing maintenance services on assigned units and grounds. Mileage costs for Routine/Preventive maintenance are included under this CLIN.

4.i.1. Process: The monthly routine/preventive maintenance includes all labor, parts, supplies, and materials up to $250 for each maintenance item including any return visits to the unit. The total of $250 covers parts individually or collectively per work order or routine/preventive maintenance service call. The Contractor shall request approval in advance from the COTR for repairs for which costs are in excess of $250.

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

4.i.2.i. Plumbing System - Plumbing includes all water, sewer lines and all external lines from the unit to the utility main or the park owner’s connection. This includes heat tape to ensure it is functional and still in place, inspecting plumbing lines, valves, shower heads, faucets and bladders (if applicable), sewer lines and sewer connections interior and exterior hot water heater.

4.i.2.ii. Electrical System - Electrical includes all wiring and associated parts from the Power Company’s connection on the meter loop pole or pedestal, to and throughout the unit, including underground entrance cable. When connecting to an approved power source the responsibility will include all installed components up to the approved power source. This includes all appropriate inspections.

4.i.2.iii. Heating and Cooling System - This includes all major components and ducts to include wiring and associated parts. This includes inspecting valves, vent and exhaust systems.

4.i.2.iv. Replacement of Components - The Contractor shall replace all components necessary to make repairs authorized in this SOW.

The Contractor is not responsible for replacing such items as light bulbs, stoppers, drain baskets, providing extra door keys, etc. unless it is associated with the repair or replacement of a related component.

4.i.2.iv.1. Life safety items such as batteries for the smoke detectors are items that the Contractor shall replace.

4.i.2.iv.2. The Contractor shall replace Air Filters at a minimum of once every two months or as indicated in the unit manufactures specifications, whichever is more frequent.

4.i.2.v. Entrance/Exit components - This includes all work associated with servicing, building, and repairing doors, windows, screens, stairs, ramps, and securing the unit as needed.

4.i.2.vi. Appliances - This includes servicing all unit appliances such as ranges, refrigerator, microwave, water heater, furnace, air conditioner, etc.

4.i.2.vii. Interior Components - The Contractor shall inspect and perform repairs and maintain the unit cabinetry, countertops, doors and doorways, ceiling, walls, furnishings, appliances, mirrors, indoor mildew and mold growth which usually can be seen or smelled and life-safety items (like batteries for smoke alarms) and other FEMA-provided accessories.

4.i.2.viii. Exterior Components - The Contractor shall inspect and make repairs to the exterior of the unit as required. This includes all exterior components to include but not limited to hot water heater compartments, panels, sidings, windows, screens, blocking, anchoring, skirting, roofing, exterior doors, and other FEMA provided accessories.

4.i.2.ix. Stairs and Ramps - The Contractor shall maintain and make minor repairs to stairs and ramps serving the unit as required.

These repairs will be included as part of the monthly maintenance and is subject to the same requirements. If stairs are significantly damaged, the contractor will require COTR approval prior to performing work

4.i.2.x. Snow Removal – The Contractor shall provide snow/ice removal;

not limited to plowing and ice prevention methods at excising and expansion commercial parks and community mobile home sites. As identified by COTR and require approval prior to performing work.

4.i.3. Scheduling: The Contractor shall provide at a minimum 24 hours notice to the occupant prior to arrival to perform routine/preventive maintenance.

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

4.i.3.i. All routine maintenance service call repairs will be responded to within 48 hours after receipt of the requirement or during the monthly preventive maintenance inspection, whichever is sooner. When a 48-hour completion time would expire on Saturdays, Sundays, or Holidays, the 48-hour time period will extend to the following business or work day or days, as appropriate.

4.i.3.ii. The Contractor shall complete routine/preventive maintenance items requested by the occupant that were not listed on the Contractor-generated work order while at the unit. The Contractor shall report additional repairs performed. All service calls (routine/preventive/emergency) must be signed by occupant. A copy of each service call shall be left with the occupant.

4.i.4. Performance Standards: The Contractor shall repair 90% of all routine/preventive service calls on the first visit. 100% complete within 72 hours of initial visit.

4.i.5. Reporting: The Contractor shall provide a monthly report summarizing the routine/preventive maintenance performed and written justification for any non-service.

Maintenance - Call Center

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

4.j.1. The Contractor shall provide the occupant with the call center phone number on a medium that is durable and easy to read. This will be distributed during Unit Acceptance.

4.j.2. Call Center Operations: The Contractor shall provide a means for the occupant to contact the Contractor regarding maintenance issues.

4.j.2.i. The call center shall be operational within 48 hours of the kickoff meeting.

4.j.2.ii. The call center will operate 24 hours a day/7 days a week until the last unit has been deactivated.

4.j.3. Process: The Call Center will categorize calls as emergency or routine and respond accordingly.

4.j.4. Performance Standards: The Contractor’s call center shall answer and respond to all calls by an individual person, hold time shall not exceed five minutes. Customer service standards will consist of a survey of occupants by the COTR or designee. Customer satisfaction will be gauged based on survey results from a minimum 5% random sample of unit residents. This rating scale is detailed in the QASP.

4.j.5. Reporting: The Contractor shall maintain records of each call and incorporate the records into the quality control process. These records shall be provided to the COTR on a daily or weekly basis as determined by COTR. The report shall include;

4.j.5.i. Temporary housing unit barcode 4.j.5.ii. Occupant contact information 4.j.5.iii. Unit location 4.j.5.iv. Time of call 4.j.5.v. Time of initial response 4.j.5.vi. Designation of call as either routine or emergency 4.j.5.vii. Type of unit 4.j.5.viii. Description and resolution of maintenance issue

Maintenance - Fumigations and Pest Control (MH/PM)

4.k. The goal of zero tolerance pest level shall be accomplished by performing monthly pest control inspections throughout and around the units during routine/preventive maintenance service calls. These inspections will be included as part of the monthly maintenance and is subject to the same requirements.

4.k.1. Pest control inspections and services: This includes the unit and surrounding area.

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

4.k.1.ii. Ensuring that treatment is rendered as appropriate to control, prevent, or otherwise mitigate the presence of pests such as, but not limited to rats, mice, pigeons, reptiles and other verte-brate pests. Treatment will include rodent traps and bait stations, animal captures and carcass removal.

4.k.1.iii. Providing bird nest removal and cleaning services to keep bird droppings off units. Clean areas littered by bird nests and droppings.

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

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

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

4.k.4. Performance Standards: 100% of units treated for pests as required.

4.k.5. Reporting: The Contractor shall provide a monthly schedule of the planned routine/preventive, pest control inspections; a monthly report summarizing the findings gathered during these inspections; and written justification for units not serviced will be provided to the COTR.

Staging / Designated Holding Area

4.l. The contractor may set up a temporary Staging / Designated Holding Area to temporarily stage the units up to 48 hours after the issuance of a work order at the contractors own expense. The Contractor shall maintain units in a safe and secure environment until they are transported to a long term storage facility. Unit transportation to long term storage facility will be provided by either the contractor or other carrier as identified by the COTR.

CLIN: 0008 - Major Repairs

4.l.1. Major repairs are items that fully or partially replaced will cost more than $250 for materials and supplies. Major Material Items are identified as, but not limited to refrigerators, water heaters, ranges, axles, exterior doors, unit tires, complete furnace, complete HVAC, microwaves, furniture or any other component of the unit valued at over $250. The total of $250 covers parts individually or collectively per work order or routine/preventive maintenance service call.

4.m.

Note: Labor costs are covered under the monthly maintenance fee and are not included in any payment for major repairs.

4.m.1. Process: The Contractor shall replace these items only after prior approval by the COTR for any component valued above $250 but not to exceed $3,000. For repairs in excess of $3,000, permission will only be granted by the Contracting Officer. Failure of the Contractor to follow the procedure outlined below will result in the Contractor not being paid for work.

4.m.1.i. Prior to a major repair, the Contractor shall first notify the COTR in writing and include an estimate of the total repair cost.