DRAFT_PWS.pdf

DEPARTMENT OF HOMELAND SECURITY

(DHS)

Performance Work Statement (PWS) For

Temporary Housing Storage Site, Selma

Performance Work Statement Contractor Support to Selma Manufactured Housing Storage Site

1. PURPOSE

This acquisition is for on-site Manpower services to support the operational logistics activities of the FEMA Manufactured Housing Program, FEMA Distribution Management, and other FEMA requirements within the scope of this Performance Work Statement (PWS). These activities include, but are not limited to, receipt, storage, preventative maintenance, transportation, and disposition of housing units and commodities located at the Selma Manufactured Housing Storage Site.

2. BACKGROUND INFORMATION

The primary mission of the Federal Emergency Management Agency (FEMA) is to reduce the loss of life and property and protect the nation from all hazards, including natural disasters, acts of terrorism, and other man-made disasters by leading and supporting the nation in a risk-based, comprehensive emergency management system of preparedness, protection, response, recovery, and mitigation.

The FEMA Logistics Management Directorate (LMD) is the program office responsible for logistics policy, guidance, standards, execution and governance of logistics support, services and operations.

The respective LMD Manufactured Housing Storage Site (MHSS) is located at Selma, AL. The MHSS’s primary function is to receive, store, maintain in storage, dispatch, and dispose of Manufactured Housing Units (MHUs). Additionally, an MHU site is responsible for maintaining Incident Support Base (ISB) Equipment and Caches to support the rapid deployment of ISB National Teams and the establishment of ISBs during early response operations. ISBs are FEMAs single focal point for staging lifesaving, life sustaining commodities and material for disaster survivors; including meals, water, cots, blankets, infant and toddler kits and generators. Supporting ISB operations, FEMA must have the necessary, ready equipment that is ready for immediate deployment for 24/7 ISB operations at austere, bare-base locations. Each key piece of equipment, including pick-up trucks, light towers, generators, and a command/control unit, are integral for supporting National Teams establishing and managing ISBs. ISBs have a major impact on FEMA’s ability to provide lifesaving/life sustaining commodities during early response operations.

The primary MHSS mission is to maintain an inventory of temporary housing units that are Ready-for-Dispatch (RFD) and ISB caches at all times. The mission involves maintenance of equipment and vehicles used to store, maintain and transport housing units, staffing support to facilitate pre-deployment inspections and testing, material handling, inventory tracking and logistics. MHU facilities also operate traditional warehouse facilities, which store commodities for FEMA and partner agencies in anticipation of disaster response missions.

During non-disaster response operations, the MHSS is open on a “normal” 5-day per week schedule. During disaster response operations, the tempo increases as well as the hours, up to and including 24/7 operations.

3. SCOPE OF WORK

The contractor shall provide all personnel, labor, and otherwise do all things necessary for and incidental to performing this requirement as specified in this SOW and other related documents. The Government will provide the necessary supplies except where expressly set forth as required to be furnished by the Contractor. This contract covers the following six (6) distinct yet integral functional areas: 1) Manufactured Housing Unit (MHU) Maintenance, 2) Warehouse Distribution Management, 3) Minor Facility Maintenance 4) Custodial Services, 5) Administrative Office Operations, and 6) Surge Capacity Requirements. Collectively, these six (6) areas constitute the contractor support necessary to sustain operations at the Selma MHSS. The functional areas are described below with the respective tasks that support them. Any additional services requested that are not listed under a functional area, will not exceed the basic scope of the contract or require any certified labor and/or work. The functional areas are described below with the respective tasks that support them. Any additional services requested that are not listed under a functional area, will not exceed the basic scope of the contract or require any certified labor and/or work.

4. FUNCTIONAL AREAS AND REQUIREMENTS

4.1 MHU MAINTENANCE:

General Description of Services. This functional area includes, but is not limited to, the below tasks. Please refer to Attachment A: “Manufactured Housing Unit Program Standard Operating Procedures (SOP),” especially the checklist in the SOP, which provides a more detailed description of the requirements under this functional area. Please note, any major repairs that would require a certified technician will NOT be completed under this contract. Below are some key tasks included under this functional area:

Preventive Maintenance Inspections (approximately 1500 units are required to be inspected every 30 days.)

• Pressure wash trailers (done only at deployment preparation)

• Repair tires, axles, and bearings

• Making minor maintenance repairs (i.e. sealing cracks, tightening loose fittings, etc.)

• Documenting deficiencies for repair work orders

• Pressure test units for water line pressure capability

• Tire organization and separation for disposal

• Move equipment to ensure no brake lock ups

• Provide Class A CDL Driver support (on-site, within local area, and outside local area) to include travel expenses outside local area

• Periodic starting of small generators (as needed)

• Occasional required travel of CDL licensed drivers to support MHU mission.

4.2 WAREHOUSE DISTRIBUTION MANAGEMENT

General Description of Services: This functional area includes, but is not limited to the below tasks:

• Preparation, maintenance and storage of the Initial Response Resources (IRR)

Push Package requirements. The contractor is responsible for insuring the packages are loaded and ready for deployment as required. The following represents the core commodities of a push package: water; MRE’s; blankets, cots, hygiene kits, and plastic sheeting. All commodities needed to support the IRR packages are located within the warehouse

• Organize/relocate material within the warehouse for space maximization ( to include rack installation, as needed)

• Dispatch commodities in response to disasters

• Dispatch, receive, and re-palletize/package commodities

• Receiving and shipping support

• Loading and unloading

• Stock rotation by expiration date

• Inventory management (currently a manual system is used)

• Provide Material Handling Equipment (MHE) Support

• Provide Forklift Operator Services Support

• Periodic equipment inspection (i.e. fire extinguishers, furnace)

• Light metal fabrication support (welding new racks, washers, etc.)

4.3 MINOR FACILITY MAINTENANCE

General Description of Services: The contractor shall provide minor facility maintenance and repair services including, but not limited to the following: these repairs and services would require no additional personnel or manpower to the existing contract and would be accomplished by staff already employed by the contractor (minor defined as a repair that does not require a licensed or certified specialist in any of the areas mentioned): Light carpentry (framing, rough and finish), light electrical services (minor installations, and/or maintenance for interior and exterior of buildings including light fixtures, outlets, switches, panels, and associated hardware; changing light bulbs; masonry; minor concrete patching throughout the facility, may also assist in repair of sidewalks and building walls;

painting; repairs and paints benches, tables, guardrails and safety markers.

4.4 CUSTODIAL SUPPORT SERVICES

General Description of Services: The contractor is responsible for providing all personnel necessary to complete the below outlined services. All equipment and supplies will be furnished by the Government.

4.4.1 Office Space: Contractor shall provide basic cleaning services for the identified office spaces. Cleaning shall include, but is not limited to:

• Sweeping of floors

• Emptying of all trash

• Wet mopping, as needed

• Periodic strip waxing of floors

• Cleaning of windows

• Minor Dusting

4.4.2 Bathrooms: Contractor shall provide basic cleaning services for the 15 identified bathrooms: Cleaning shall include, but is not limited to:

• Sweeping

• Wet mopping, as needed

• Periodic strip waxing of floors

• Stocking of bathroom supplies

• Cleaning of windows/mirrors

• Disinfecting of bathroom fixtures

• Emptying of trash

• Repair of minor leaks and plumbing issues

4.4.3 General Warehouse Areas: Contractor shall provide basic cleaning services for the warehouse. Cleaning shall include, but is not limited to:

• Cleaning of floor space utilizing Government provided sweeper

• Hand sweeping of tight areas, to include around racks/fixtures

Table 1: Janitorial Services: Estimated Workload Data for Bathrooms/Office Space

Location Sq. Ft.

Main Bldg Office 120 Main Bldg Office 588 Main Bldg Office 168 Main Bldg Office 120 Main Bldg Office 144 Main Bldg Office 210

Main Bldg Office 128 Main Bldg Office 108 Bathroom (yard) 528 Bathroom (yard) 528 Bathroom (yard) 274 Cafeteria 932 Guard Shack 48 Office Trailer 14 X 60 Office Trailer 14 X 60 Office Trailer 14 X 60 Office Trailer 14 X 60 Office Trailer 14 X 60 Break room 168 Kitchen Area 96 Bathroom 1 96 Bathroom 2 84 Bathroom 3 84 Bathroom 4 260 Bathroom 5 260 Hallway Main Bldg 608

The warehouse is 45,000 Sq. ft. and has a warehouse sweeper to support cleaning the warehouse space.

*Numbered “Area” locations are restrooms located within the warehouse.

4.5 ADMIN/OFFICE OPERATIONS

General Description of Services: The contractor shall provide all necessary staffing and labor to support the following workload requirements.

4.5.1 Administrative Assistance Services: The contractor shall provide Administrative Assistant Services by performing administrative activities necessary to support and establish contractor operations and ensure smooth day-to-day functionality. Services may include but are not limited to:

• Maintaining inventory of office supplies

• Planning and organizing office operations(i.e. general administration, clerical tasks, contract related correspondence preparation, accounting, contract related report preparation and draft correspondence)

• Prepare work in final form

• Data Entry – typing and word processing

• Phone answering service for the on-site contractor requirements

4.5.2 Accountable Property and Inventory Support Services: The contractor shall provide Accountable Property Support Services in support of the Government Accountable Property Officer as required by FEMA Manual 119-7-1. Services may include but are not limited to:

• Receiving materials and supplies, documentation, accountability, acquisition, utilization, maintenance, protection, transfer, and disposition of accountable property

• Assist in performing inventories of Government property; maintaining inventory for warehouses and assist in the distribution of equipment and supplies throughout the facility.

• This is separate from the management of accountable property assigned to the contractor’s staff which shall be accounted for in accordance with 41 CFR and FEMA Manual 119-7-1. Inventory responsibilities will include such large property items as Generators, Light Towers, ATVs, Forklifts, Skid Loaders, Tractors, Flatbed Trucks and approximately 300 smaller line items of tools, equipment and ancillary items.

4.5.3 Contract Administration Support Services/Site Lead: The contractor shall provide a Contractor Lead/Liaison to work directly with a FEMA on-site COR to discuss operational work requirements. The Site COR will provide technical direction to the Contractor lead to manage any/all non-personal-services aspects of work. The contract administration support services shall manage the performance of the contractor staff as the work relates to the contract and will represent the contractor as the Site Lead.

4.6 SURGE CAPACITY REQUIREMENT

General Description of Services: This area addresses the requirements that occur outside of normal working hours (8 hour work days). Due to disasters or other work related emergency requirements, contractor employees will be required to work extended hours up to a 24/7 schedule. If 24/7 operations are required staff will work in shifts. The functional areas that will potentially needed surge capacity support are:

• Warehouse Distribution Management

• MHU Maintenance

• Admin/Office Operations

Surge Capacity is considered a functional area because it will require supporting an increased number of tasks under other functional areas. The contractor will be required to support increased tasks and extended work hours within 24 hours of notification. The increased workflow shall be supported by the current daily operational staff. New or additional staffing will not be required. This functional area will be utilized to increase the work hours of the entire staff in twelve (12) hour increments.

SURGE Implementation:

SURGE CLIN: The SURGE CLIN will be activated in increments of twelve

(12) hours for contractor personnel to work overtime to complete tasks associated with disaster response as requested by FEMA. The size and skill mix of the staff will be determined by the contractor to meet and achieve the mission requirements. The COR will notify the Contracting Specialist and the Site Lead that additional labor hours are need to complete a specific task. The Contracting Officer will authorize the additional hours via a contract modification. If more than twelve (12) hours are needed; additional block(s) of twelve (12) hours will be activated as needed. These hours are to be used as overtime hours only. The contractor will determine which personnel are needed to complete the identified tasks by the COR. Below please find examples of how the SURGE CLIN will operate.

Scenario 1: Request Personnel to work 12 hour days Wed-Sun. Activate SURGE CLIN three (3) times for a total of 36 hours of OT. (4h Wed, 4h Thurs., 4h Fri, 12h Sat, 12h Sun)

Scenario 2: Request personnel to dispatch mobile homes after normal duty hours for a total of 4h overtime. Activate SURGE CLIN once. Only 4h are required; 8h remaining on CLIN for future use.

5 GENERAL CONTRACT REQUIREMENTS

General Requirements for Contractor Support:

5.1 Responds to immediate safety and/or operational concerns for the purpose of taking appropriate action to resolve immediate safety issues and maintaining a functioning environment.

5.2 Ensures that adequate supplies and equipment are available to complete assignments in a timely manner. Any shortages will be requisitioned through the Government.

5.3 Adherence to site specific rules, regulations, and procedures.

5.4 Contractors will be in compliance with those licensing requirements specified in individual tasks. All contract employees shall be licensed to drive by the motor vehicle agency or equal from the state in which the employee resides.

5.5 Contractor staff shall complete and/or attend required training as directed by the COR to the Site Lead.

6 PERFORMANCE LOCATION

The location of performance is:

MHSS Selma 661 Selfield Road Selma, AL 36703

7 GOVERNMENT FURNISHED PROPERTY

Unless designated elsewhere, the Government will provide all office space, equipment, vehicles and other resources needed to perform the work to the Contractor, see FAR 52.245-1.

Note: Shared Government Owned Equipment – It is anticipated that Contractor and Government employees will share certain equipment. Contractor acknowledges that they will be liable for loss or damage incurred during their use of shared equipment. All government equipment will be signed out by the Contractor Lead/Liaison before the Contractor is authorized to utilize the equipment, and shall comply with the FAR 52.245-1. In the event of contractor damage, FEMA will provide the contractor Site Lead with a written incident report and claim. The Contractor shall repair or replace the damaged equipment within 30 days of the incident or government will repair (or replace) the equipment and deduct the repair or replacement cost from the current invoice.

8 CONTRACTOR LIABILITY

Government furnished equipment does not include Personal Protective Equipment (PPE). The contractor is responsible for providing all PPE, i.e. protective hard hats, steel toe boots, safety glasses, vests, gloves, etc. to meet applicable regulations (including but not limited to OSHA). In addition to providing its employees the appropriate clothing and safety equipment, the contractor shall also ensure that its employees have attended ALL applicable training and obtained ALL licenses required for the equipment that they may encounter and/or functions they may perform, including but not limited to, CDL, Drivers’ License, Licensed Welder, and Licensed Forklift Operator. The Contractor assumes liability for disease or injury to its employees through its workers compensation program and if necessary, through supplementary insurance coverage.

9 SPECIFIC TASKS

9.1 Contractor Staff Training:

The contractor shall be responsible for providing trained and licensed staff for this contract. Training shall occur prior to an employee reporting to the FEMA facility for duty. Special licenses shall be issued by the State of Alabama unless the State of Alabama accepts licenses issued by other states through reciprocity.

9.2 Key Control Point for Office Systems:

Within Agency/Division guidelines, the contractor shall implement and maintain office control systems such as those for the location, arrangement, access to and use of office files and for the maintenance, transfer and disposition of records.

Guidelines include but are not limited to DHS Directives 0550.1, Records Management, 0550.2, Records Management Handbook, 0590, Mail Management and 11042.1, Safeguarding Sensitive but Unclassified (FOUO) Information.

The contractor shall implement and recommend improvements for quickly locating and reporting the status of any given piece of communication. The contractor shall periodically review these methodology areas where changes are needed.

The contractor shall suggest procedures for providing office administrative support, recommend changes in administrative practices and services, and provide Site Management with the necessary information needed to make decisions on the administrative aspects of the organization’s operations and management.

9.3 Equipment Operator Requirements:

The contractor shall have at a minimum, at least three licensed and trained personnel on site at all times that can operate the following equipment:

• Forklifts, regular and standup

• Aerial Lifts

• Farm tractors

• Utility vehicles (ATVs)

• Pickup trucks (1/2 ton, 1 ton)

• Container moving equipment (stacking and side-loader)

• Bobcats

• Floor Sweepers

10 SECURITY AND BADGING

The Contractor shall comply with all DHS and FEMA administrative, physical, and technical security controls to ensure all of the Government's security requirements are met. In addition, where applicable, the Contractor shall comply with the following:

10.1 HSAR 3052.204-70 Security requirements for unclassified information technology resources.

FEMA requires the all personnel report for duty with required badges on the morning of the first day of the task order period of performance. Please see Attachment 4 of Section D.

11 STANDARDS OF CONDUCT

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity. The Contractor is also responsible for ensuring that its employees and those of its subcontractor(s) do not disturb papers on desks, open desk drawers or cabinets, use Government telephones, except as authorized, or otherwise jeopardize the security and the privacy of Government employees, its clientele, and the contents and property of the federal building(s) in which the task order work is performed. Each employee or supervisor of the Contractor is expected to adhere to standards of behavior that reflect credit on themselves, their employer, and the Federal Government.

The Contractor shall be responsible for taking such disciplinary action, including suspension without pay or removal from the worksite, with respect to its employees, as may be necessary to enforce those standards.

The requirements of this statement of work must be expressly incorporated into all subcontract(s) and applies to all subcontractor employees who may perform services or work at the federal building and grounds of this task order.

The Government retains the right to permanently remove any employee of the Contractor from performing duties assigned under this task order at the federal building should the employee's actions or performance so warrant. The Government will request the Contractor immediately remove any employee of the Contractor from the federal building/work-site should it be determined by the Contracting Officer that the individual employee of the Contractor is unsuitable for security reasons as defined by DHS/FEMA Security, or otherwise found to be unfit for performing his or her assigned duty at a federal building, or for any legitimate reason.

In order to ensure a safe and secure work environment, the site manager or deputy site manager has the authority to temporarily remove any of the contractor's employee(s) from the site for work/performance, personal conduct or security related reasons. Following a review of the circumstances leading to the temporary removal of any contractor employee(s), the Contracting Officer will determine if the employee(s) in question is/are eligible for reinstatement, or will be permanently banned from the site.

If the Contracting Officer determines the employee(s) is/are permanently banned from the federal building/worksite, the Contracting Officer will verbally inform the Contractor of the finding, followed by a written confirmation of the determination.

Specific reasons for the removal of an employee will be provided to the Contractor in writing. In the event of a dispute, the Contracting Officer will make a final determination.

Upon a determination of the Government that an employee of the Contractor be removed from or denied access to a federal building/worksite, the employee's access to the federal property will be immediately revoked or otherwise terminated.

Furthermore, the employee(s) Government issued ID badge, government furnished equipment, and any building pass and/or other access device(s) previously given to the employee, must be immediately surrendered, returned, or delivered to site management prior to departure.

The following are some examples (not all inclusive) of what is considered justification for requesting the Contractor to immediately remove an employee from a federal building/work site:

• Neglect of assigned duty and refusing to render assistance or cooperate in upholding the integrity of the security programs at the worksite;

• Falsification or unlawful concealment, removal, mutilation, or destruction of any government property including official documents or records;

• Concealment of material facts by omission from official documents or records;

• Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting;

• Participation in disruptive activities which interfere with the normal and efficient operations of the Government;

• Theft, vandalism, immoral conduct, or any other criminal actions;

• Selling, consuming, or being under the influence of intoxicants, drugs, or controlled substances which produce similar effects;

• Improper use of official authority or credentials, as a supervisor or employee of the Contractor;

• Improper and/or personal use of government equipment, including computers and phones;

• Violation of agency and Contractor security procedures and regulations; and

• Violation of the rules and regulations governing federal public buildings and grounds, set forth in 41 CFR Subpart 101-20.3 Conduct on Federal Property.

12 HOURS OF WORK

Normal hours of operation are 7:00AM to 4:00 PM, with a 30-minute lunch break, Monday through Friday, with the exception of Federal Government holidays.

Days and/or operating hours may be changed or extended by FEMA due to working conditions or to accommodate efforts/requirements. Facility operating hours, and hours of coverage are set by the FEMA site manager or his designee based on FEMA’s mission needs.

12.1 Government Holidays

The following Government holidays are normally observed by Government personnel: New Year’s Day, Martin Luther King’s Birthday, Presidential Inauguration Day (metropolitan DC area only), President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation.

13 GOVERNMENT CONTRACT ADMINISTRATION:

The government will designate a Contracting Officer's Representative (COR) who will be authorized to monitor the contractor's performance under this contract. The COR will be the government's point of contact (POC) for the contractor. The COR is not empowered to make any commitments, nor is he/she authorized to make any changes which affect the prices, terms or delivery as specified in the contract.

However the COR will be the POC for bringing these issues to the Contracting Officer (CO) and for relaying communications between the contractor and the Contracting Officer. When weather or other factors interfere with contractor performance the COR will work with the Contracting Officer and contractor to find a mutually agreeable adjustment to the terms of the contract.

14 OTHER CONTRACTS:

The Government may undertake or award other contracts for additional work. The Contractor shall fully cooperate with such other Contractors and Government employees. The Contractor shall not commit or permit any act that shall interfere with the performance of work by any other Contractor or by the Government employees.

15 LOST AND FOUND:

All articles found by Contractor employees shall be turned to the COR or other government personnel on site.

16 COMPLIANCE WITH ENVIRONMENTAL AND SAFETY REGULATIONS:

The contractor is expected to comply with all applicable environmental and safety regulations. Nothing in this contract shall be implied to request or excuse non-compliance. The contractor shall advise the government if any requested work (e.g., use of green herbicides) is inconsistent with any law or regulation or industry best practice. The contractor will provide, and adhere to, a viable ‘spill plan’ in the event of any spillage.

11 STANDARDS OF CONDUCT