Attachment_3_Temporary_Housing_Unit_Program_Readiness_SOP_.pdf

Temporary Housing Unit Program

Readiness

2012 Standard Operating Procedures

22 May 12

TABLE OF CONTENTS

INTRODUCTION

1.0 RECEIVING

2.0 STORAGE

3.0 INSPECTIONS & MAINTENANCE

4.0 DISPATCH/SHIPPING

GLOSSARY

APPENDIX A – FEMA FORM 90-13

APPENDIX B – THU RFD INSPECTION READINESS FORM

APPENDIX C– PULL LIST

APPENDIX D – DISPATCH FORM

APPENDIX E – HERRINGBONE PARKING

INTRODUCTION

The Temporary Housing Management Team developed the following Standard Operating

Procedures (SOP) for the Temporary Housing Unit (THU) Readiness Sites. SOPs assist THU staff members by synchronizing their efforts, establishing consistent processes and “battle rhythms” during critical response times, and assigning accountability so THU consistently meets or exceeds

FEMA’s response goals.

The objective of SOPs outlined in this document is to guide FEMA Readiness Sites in:

Responding to any disaster effectively and with optimal use of resources

Institutionalizing processes for a consistent approach to THU management and staff training

Maintaining the proper readiness and response capability levels for all THU sites

Meeting the needs of all disaster victims by consistently and quickly responding with high-quality THU products.

The SOPs include required steps to properly receive, store, maintain, and deploy THUs.

The Receiving SOP outlines processes for inspecting and accepting new and repositioned THUs arriving at a readiness site. The section describes initial data entry and security requirements, and specifies inspection procedures to verify quality requirements for accepting each THU prior to storage on the Readiness Site.

The Storage SOP outlines processes for storing THUs on the Readiness Site to optimize use of lot space and facilitate inspection, repair and dispatch. Storage SOPs are designed to ensure that THUs can remain safely parked on Readiness Sites for an extended time.

The Inspections/Maintenance SOP outlines processes for identifying THU damage and initiating repairs. The section describes methods and steps to assess THU damage, complete necessary repairs, and account for all THUs undergoing scheduled or pre-dispatch maintenance.

The Dispatch/Shipping SOP outlines processes to quickly and systematically dispatch THUs to any disaster. The section describes criteria for ensuring that THUs meet quality standards and are ready for quick dispatch processes during an emergency.

The SOPs in this document are approved for use at the Cumberland, Maryland and Selma, Alabama

Readiness Sites.

1.0

Receiving 2.0

Storage 3.0

Maintenance 4.0

Dispatching

1.0 Receiving

1. Shipping Notices – When THUs are inbound to the THSS, THSS personnel may be notified by several methods. If newly manufactured THUs are inbound, the THU manufacturer, FEMA COTR, or the Contracting Officer sends a daily Advance Shipping Notice (ASN) via email, phone, or fax to inform sites of the expected time that THUs will be arriving at the

THSS. If THUs are being returned to the THSS from a disaster staging area or being relocated from another FEMA facility, the HQ LMD Support Services Branch Readiness

Lead will coordinate the shipment and will inform the THSS Manager by e-mail and through a tasking document.

2. Receive Shipping Notice – Upon notification of an incoming shipment, the THSS Manager will plan storage and allocate the proper staff and resources to receive the shipment. The site

Ground Support Lead designates an area in which to park incoming units. Units are segregated by unit type. The Ground Support crew makes sure that new Ready for Dispatch

(RFD) units can be parked on level solid surfaces (i.e. concrete, asphalt, or compacted crusher run).

3. Driver Inspection Check-In – Upon arrival at the THSS, the delivery driver provides a Bill of Lading (BoL) and his/her operator license to the THSS security staff. The Receiving and

Shipping sections makes a photocopy of the operator license and the BoL.

4. Receiving Inspection – A receiving inspection will be conducted on all incoming units, whether they are newly manufactured or relocated units. The THSS Receiving Inspector completes an initial interior/exterior check of the unit to make sure there is no serious driver damage from transit, and completes FEMA Form 90-13 (Appendix A). If the unit has significant transit damage, the inspector will not accept the unit on site. In many cases, the driver or manufacturer representative can make repairs on site, but the receiving inspector reserves the right to ask the driver or manufacturer representative to make repairs off site.

When major repairs are required, the Receiving inspector records the damage on the FEMA

Form 90-13 for record. If the repairs are completed off site the unit will start the receiving process again.

5. Newly Manufactured THU Acceptance Inspection – The THSS Receiving inspector verifies that the unit complies with contract requirements. The inspector completes an

Acceptance Inspection form using the form designed for the particular manufactured home

(these forms are provided by HQ Support Services for each type. If the unit meets visual contractual requirements, the inspectors then inspect the unit using the THU RFD Inspection

Readiness Form (Appendix B). If the unit meets the criteria on the THU RFD Inspection

Readiness Form, it is classified as RFD and a Barcode is installed on the right side of the door frame of the main entrance.

6. Repairs Made by Vendor Representatives - The manufacturer representative may be present during the inspection. If repairs or adjustments are needed to make the unit RFD and meet contractual requirements, a Work Order is initiated (using the bottom portion of the

THU RFD Inspection Form at Appendix B) and a copy is provided to the manufacturers’ representative.

a. When the

1.0

Receiving 2.0

Storage 3.0

Maintenance 4.0

Dispatching repairs are satisfactorily completed. The vendor representative and a THSS Receiving

Inspector re-examine the unit and sign the Work Order and the Acceptance Inspection form is completed. Bar-coding is completed as described in Section 5. The FEMA inspector will do a final walk-through if vendor is available.

7. Parking THUs – During high-volume delivery periods, the site Ground Support staff escorts the driver and the unit to its designated parking spot. During low-volume periods

Receiving may complete Acceptance Inspections at the initial receiving location before parking the unit.

8. Entering Data into Accountable Property System of Record – The Accountable Property

Officer (APO) enters the THU identification into the system of record for all government owned property. A FEMA employee enters the data into the site database to track receiving, storage, maintenance, and inventory metrics.

2.0 Storage

1. Receiving Notification of Incoming Shipment - When the THSS staff receives the advance shipping notice, the Ground Support team will determine where to park the unit giving consideration to:

a. Lot space (3 to 4 feet between units)

b. Ease of dispatch

c. Unit Type (Manufactured Home, Park Model, 1BR, 2BR, 3BR, etc)

2. Preparing THUs for Storage - Ground Support personnel attach a tow weight displacer to the bottom of the THU tongue and lower it onto a wooden block, ensuring that the unit is level.

Ground Support raises and levels the unit using air jacks while securing the unit on jack stands for warranty requirements. Whenever feasible, ground support should store THUs such that the oldest THUs on site are the are the next to be dispatched.

a. Placement of Jack Stands – Jack stands will used to stabilize all THUs in accordance with manufacturer’s stabilizing recommendations. Jack stands will meet industry standards for stabilizing manufactured housing for long term storage (A jack stand placement diagram is being developed. ECD: TBD).

b. Parking Methods – See Appendix E for Herringbone Parking & 45 degree parking methods.

3. Entering Storage Data into Accountable Property System of Record - The Ground Support

Lead provides parking data to the Readiness Lead to update the Unit Master Spreadsheet and to the APO to update the Accountable Property System of Record. The Readiness Lead enters parking information and RFD status on the Master Excel Spreadsheet.

3.0 Inspections & Maintenance

1. Unit Master Spreadsheet Inspection List - The site Readiness staff insures that every unit is inspected after arrival. Inspections are documented on the THU RFD Inspection Readiness

Form. If the inspection team finds inaccurate information on the form they should strike thru the incorrect information and write in the correction. The Readiness lead will make corrections to the Unit Master spreadsheet as required. The number of units inspected daily will be based on the number of THU units on the site divided by the number of workdays in the current month.

2. Inspection Cycle – Readiness inspection teams will conduct and document inspections on the THU RFD Inspection Readiness Form every 30 days. Any deficiencies found during an inspection will be recorded on the Work Order portion of the THU RFD Inspection

Readiness Form. The Readiness Officer reviews the Work Order and turns it over to maintenance/repair personnel.

a. Inspection Teams. Each THSS requires a sufficient number of two-person inspection teams to accomplish inspections of the THSS inventory in a 30-day cycle. Each two-person team inspects approximately 300 THUs per 30 day cycle, or at least 15 per business day.

b. Maintenance/Repair Teams. Each THSS requires a sufficient number of two-person maintenance/repair teams to accomplish all maintenance/repairs the THSS

THU inventory in a 30 day cycle. Each two-person team maintains/repairs 300 THUs per 30 day cycle, or 15 per business day.

c. Repair of Deficiencies. THU deficiencies will be repaired by maintenance teams bringing the unit back to RFD status in the shortest possible timeframe. If the unit cannot be returned to RFD status, the Readiness Officer will immediately notify the

Site Manager, who reports the status to HQ in daily readiness reports. If the deficiencies are repaired, the repair will be documented on the Work Order.

d. Materials and Time Used. The materials used and the time spent completing the repairs will also be recorded on the Work Order. At the return of the Work Order from the maintenance, the unit will be re-inspected to assure it is in RFD condition.

3. Ready for Dispatch (RFD) – The THU RFD Inspection Readiness Form is used to confirm the unit is RFD. A THU is declared RFD after the inspection form is completed, signed by the inspectors, and meets the official RFD definition as coordinated with FEMA IA:

“A Ready for Dispatch (RFD) temporary housing unit (THU) meets current FEMA temporary housing requirements for disaster use; contains all required fixtures, appliances, systems, furnishings, keys and locking systems; has no or minimal internal or external discrepancies affecting habitability; and is roadworthy in accordance with

FEMA Form 90-13.”

4. Filing Work Orders. The Readiness Officer will make sure that all Work Orders are filed with other documents related to the individual manufactured housing unit and necessary information entered into the electronic records of that unit.

4.0 Dispatch/Shipping

1. Receive Tasking Document - The Readiness Site Lead receives a tasking document from

Headquarters stating the number of THUs needed for the deployment, the type(s)/model(s) needed for deployment, the approximate dispatch time, the THUs’ destination and the required delivery date.

2. Develop “Pull List” and Inspect THU –The Readiness Officer creates a Dispatch “Pull

List” (Appendix C) based on the site’s inventory status log and the most accessible RFD units required by in the e-Tasker. This pull list should include the THU’s VIN and barcode.

The Ground Support (GS) Lead maintains a list RFD THUs, and related e-Tasker number. A team member consults the “pull list” to determine which units to forward to the GS team lead and site manager. An inspector performs a “walk through” visual inspection of each THU placed on the Pull List using FEMA Form 90-13.

3. Provide Pull List to Carrier – The GS team lead contacts FEMA Transportation for the names of the trucking companies contracted to transport the THUs. The GS lead transmits the Pull List to the trucking companies so the companies can obtain the necessary transport permits. The GS lead sends the pull list in the order that trucks should come to transport the units. The GS team receives a confirmation from the trucking companies stating the approximate time each dispatch driver will arrive at the THSS and the specific THU the dispatch drivers will transport. The trucking companies determine which VIN they will haul based on the permits issued by the States. The GS lead will provide a copy of the pull list to team members to start removing jack stands from underneath units.

4. Stage THU for Deployment - The APO ensures transponders are working properly on each unit and enters required information in the LSCMS system. The staff will finish removing jack stands from underneath units and prep units using the Dispatch Form (Appendix D).

5. Driver Arrival & Check-In - The dispatch driver (or authorized representative) undergoes a security check upon arrival at the site. A GS team staff member verifies that the driver has two copies of the Bill of Lading (BoL) and makes a copy of the driver’s license and the BoL.

The staff member matches the driver’s BoL against the THU.

6. Escort to Unit/Dual Inspection - A GS staff member escorts the dispatch driver to the THU he or she will transport. A GS staff member explains to the driver that it is necessary to conduct a “dual inspection” of the THU. This inspection relieves the driver from any damage that occurred prior to transport, and holds the driver accountable for any damage that occurs while the unit is under the driver’s control during transport. The GS staff member and the dispatch driver perform a dual inspection of the THU using the FEMA Form 90-13.

The staff member or driver identifies any damage on the FEMA Form 90-13. The staff member and driver sign the completed FEMA Form 90-13.

7. THU Departs Readiness Site - The dispatch driver hooks up to the unit and attaches the proper safety flags and signs. When the driver is ready to depart, the GS staff member escorts the driver to the gate. Each site will maintain a dispatch log confirming the THU departed the property.

8. Data Forwarded/Entered – The APO enters records into the Accountable Property System from the pull list spreadsheet, confirming that the unit(s) left the site. The APO forwards records to FEMA LMD Headquarters and the Receiving Site to complete the process.

Glossary

Inventory Status Log: A log the Ground Support staff keeps by as a running inventory status of all

THUs. The log records the location of units as well as their current maintenance/storage condition.

The inventory status log is updated during storage and maintenance and is also an aid in dispatching and disposal procedures.

Logistics Information Management System (LIMS): The system that accounts for and tracks the agency’s property in support of disaster operations and day-to-day activities. The system supports the Property Management Division as well as property and asset management for all of FEMA.

Moisture/Mold Inspection: Inspection procedures must include both qualitative and quantitative measures such a visual inspection and readings from a moisture meter to identify contamination with moisture or mold intrusion inside the THU. This test is also a key component of ensuring the unit is

RFD.

Parking Map: A visual hard copy representation of a sites parking by unit. The map should be separated by section, row and individual spaces. The map is designed to optimize site parking. The map also highlights typical traffic flows within the site. Advanced maps can be sectioned by unit model.

Property Pass: Can be used operationally at each individual site acting as a token for drivers delivering or receiving units within a site, tracking them by individual unit through out the site property. Additionally the property pass verifies that carriers are taking the correct units and serves as a paper log for dispatching.

Ready for Dispatch (RFD): A Ready for Dispatch (RFD) temporary housing unit (THU) meets current FEMA temporary housing requirements for disaster use; contains all required fixtures, appliances, systems, furnishings, keys and locking systems; has no or minimal internal or external discrepancies affecting habitability; and is roadworthy in accordance with FEMA Form 90-

13.

Road Worthy: A condition in which the THU can be dispatched from the site without any transport-related problems. Road-worthy criteria include the ability of tires to travel 500 miles without a problem, and security of the THU’s components for travel.

Appendix A – FEMA Form 90-13

Appendix B – THU RFD Inspection Readiness Form

THU RFD INSPECTION READINESS FORM

FEMA BARCODE VIN# : INTAKE #

DATE RECEIVED: TYPE :

BR BA ROOF CLIMATE WZ MFG NAME MFG YEAR

Scheduled Inspections MONTH: MONTH:

1. Examine Exterior/Road Worthiness Level, Tires, Underbelly, Axles, Hitch

2. Check for Weather Tightness

Siding Damage, Window Screens, Weather Damage, Roof and Shingles

3. Examine Exterior Compartments

Water Heater, Vents, Overhangs, Doors, Windows

4. Examine Visible Damage to Contents

Dry Wall Cracking, Siding Damage, Furniture and Appliances

5. Check Moisture Readings in Interior

Walls, Ceilings, Floor, Door Frame, Window Frame, Any break in envelope

6. Inspection Program for Pest

Insects and Rodent Infestation

7. Inspection for Pest Damage

Insects and Rodent Infestation

Status: (RFD, Non-RFD)

Team Day Lot Row Pos # Work ID # and Date Work ID # and Date

Maintenance Month: Month:

Materials Used Resolution Resolution

Month: Time Time

Start: Start:

End: End:

Month:

Work ID # and Date Work ID # and Date

Work Completed by:

Total Hours

Appendix C– Pull List

Appendix D – Dispatch Form

Appendix E – Herringbone Parking