FEMA_Line_Item_Database_SOW.docx

FEMA Housing Repair Line Item Database Statement of Work 3-31-16 Attachment # 2

1. Background

The Federal Emergency Management Agency (FEMA) is a Federal agency authorized under 44CFR (Code of Federal Regulations) and PL (Public Law) 93-288 as amended by PL 100-707 to provide assistance to disaster victims in Presidential declared disasters and emergencies. As a part of these disaster relief efforts, FEMA conducts residential housing inspections for disaster survivors. These inspections are completed using a line item method where required repairs are recorded as a construction component (with required quantity and associated unit cost). The inspection is recorded using a damage estimating software solution. FEMA’s Individuals and Households Program (IHP), as well as other agencies involved in disaster relief are the end users of this data.

FEMA seeks a partnership with a Contractor to develop a database on a Microsoft Access platform that provides the unit cost for FEMA home repair components. The Contractor shall perform research of repair line item costs in each Federal Information Processing Standards (FIPS) code areas across the country to provide a database that represents the local economy in a disaster location. Services specified under this contract require quarterly updates and additional pricing work that reflect changes in prices due to current economic conditions in each FIPS code location.

2. Glossary and Definitions

2.1 Basis Definition Document – a text document or suitable alternative vehicle that defines, in easily understandable terms, the CSI codes and formulas used to derive the component costs associated with the application of that line item to include material costs, overhead and profit, and labor to remove, install the item and dispose of scrap and debris.

2.2 Category – The FEMA line items are differentiated into Real and Personal Property (PP) and subdivided into categories.

2.2.1 Real Property categories

2.3.1 Access /Debris

2.4.1 Boat Items

2.5.1 Electrical

2.6.1 Floors, Walls and Ceilings

2.7.1 Foundation/Masonry

2.8.1 General

2.9.1 Heating

2.10.1 Mobile Home

2.11.1 Multi Family Roads/Bridges

2.12.1 Plumbing

2.13.1 Rapid Damage Assessment

2.14.1 Single Family Roads/Bridges

2.15.1 Utilities

2.16.1 Windows/Doors

2.17.1 Personal Property categories

2.18.1 Appliances/PP

2.19.1 Essential Tools

2.20.1 Miscellaneous Purchases

2.21.1 Room (furnishings)

2.22.1 Speed Estimating - category includes both Real and Personal property items.

2.3 Construction Specifications Institute (CSI) - CSI standard formatting is used throughout the construction industry to format construction specifications in building contracts.

2.4 COR – The Contracting Officer’s Representative works under the authority of the Contracting Officer. The COR monitors the deliverables for compliance with requirements under this contract and receives directions from the Contracting Officer for all contract related actions. The Contracting Officer identifies the individual appointed as the COR. All deliverables described in the statement of work shall be sent to the COR.

2.5 FEMA Housing Repair Model - FEMA provides financial assistance for repair or replacement of eligible personal and real and property to meet essential disaster –related individual and household needs. The FEMA Housing Repair model is limited to providing only essential repair assistance to help return the primary residence to a safe and sanitary living or functional state and not to pre disaster condition.

2.6 FEMA Line Item and Usage Descriptions – (Attachment A) The list of eligible real and personal property line items with usage descriptions the Contractor will use to develop a costing methodology to establish the Line Item Mapping Master. Many of the FEMA supplied usage descriptions are Individuals and Households Program (IHP) specific and will be priced to meet the FEMA Housing Repair model requirements based on competitive medium market pricing.

2.7 The Contractor’s costing methodology will research, establish and update item pricing to meet the requirements of the FEMA Housing Repair model for personal and real property adjusted for variables such as ordinances, local building codes, union or open shop labor and premium freight costs for remote OCONUS locations. Unless otherwise noted, the replacement of a line item includes removal and disposal of the damaged item. Some line items are simply place holders or have FEMA adjusted fixed pricing and do not require Contractor pricing and will be noted as such on Attachment A.

2.8 FIPS - Federal Information Processing Standards codes (FIPS) are a standardized set of numeric or alphabetic codes issued by the National Institute of Standards and Technology (NIST) to ensure uniform identification of geographic entities through all Federal Government agencies. The entities covered include: states, counties, independent cities, named populated location entities (such as statistically equivalent places and county subdivisions), American Indian and Alaskan Native areas.

2.9 Individuals and Households Program (IHP) - FEMA’s IHP is the program that delivers assistance to disaster victims. Assistance may consist of funds to repair a home, rent alternative accommodations, replace essential personal property, or any combination of assistance intended to assist the applicant in meeting their individual disaster related needs.

2.10 Line Item – a categorically defined component, article or service used to repair or replace damaged real or personal property. All repair or replace line item descriptions are for residential applications only and based on eligible repairs to restore habitability and meet essential individual and household needs.

2.11 Line Item Basis – A definition of the individual and cumulative cost elements that make up the line item price.

2.12 Line Item Mapping Master – A Microsoft Excel file of the Line Item basis and rationale used for pricing that provides a breakdown of the line item components as CSI codes with national average costs

2.13 National Emergency Management Information System (NEMIS) – The National Emergency Management Information System is a FEMA database designed to incorporate the data processing of all disaster relief agencies work into one system. The pricing database shall be required to export data to this system in a tab delimited format described in Attachment B.

3. Scope

3.1. Scope Develop and update the FEMA Line Item Database in a Microsoft Access format with an interactive front end application capable of entering a disaster number, selecting a state or territory, selecting counties, municipalities or parishes within the state or territory, and exporting the pricing data in FEMA’s designated tab delimited format described in Attachment B.

3.2. The line item format includes a category, line item number, line item name, unit of measure and a description of repair represented by the line item. The line item cost is a sum of all cost components associated in the use of that line item.

3.3. The database shall be updated quarterly, delivered to FEMA through a FTP (File Transfer Protocol) site to be imported by FEMA. The first deliverable of the base year shall be delivered in the first weeks of:

3.3.1. September = Q1

3.3.2. December = Q2

3.3.3. March = Q3

3.3.4. June = Q4

3.4. Develop an annual Line Item Mapping Master – A Microsoft Excel file of the Line Item basis and rationale used for pricing that provides a breakdown of the line item components as CSI codes with national average costs

3.5. Develop a Line Item Basis Document – A definition of the individual and cumulative cost elements that make up the line item price.

4. Tasks

Line Items Database – The interactive database shall consist of 381 line items, descriptions and exclusions inclusive of services, real and personal property items, speed estimating, room composition descriptions and boat repair components. Unless noted, the Contractor shall provide pricing that reflect the usage descriptions provided. (Attachment A)

The Contractor shall develop a database capable of exporting the pricing data in the FEMA designated tab delimited format. (Attachment B) and Section 7. Mandatory Technical Requirements

The Contractor shall provide the database and the quarterly updates in the most current version of Microsoft Access format.

The database and quarterly updates shall indicate the dollar amount of each line item and represent pricing within the FEMA designated FIPS locations. All FEMA line items are intended to provide repairs that meet International Residential Building Codes.

Personal Property line items under the Appliance/PP category, unless noted, will have a single national average pricing basis for all FEMA designated FIPS code locations.

Line Item Mapping Master - The Contractor shall provide a soft copy MS Excel document showing the basis for all line items; e.g. formulas used for pricing, labor and material quantities, removal and disposal etc. as well as overhead, profit calculations and other related cost factors.

Basis Definition Document - The Contractor shall provide a line item basis document in MS Excel or alternative application format that defines, in easily understandable terms, the CSI codes and formulas used to derive the components costs associated with the application of that line item. If the Contractor would like to provide the document in an alternative format, they must obtain prior approval from the COR.

Contract Modifications - Due to continual changes in the scope of the FEMA program and provision of prompt disaster assistance, the Government may request developmental work or additional line items and basis adjustments over the life of the contract.

The Government may request future modifications to allow the FEMA operating systems to work in an alternative operating platform. A Performance Work Statement (PWS) will be submitted to the Contract Officer to the Contractor for a technical and price proposal. The proposal will be reviewed for approval, subject to changes and follow-up questions, and a task order modification issued by the Contract Officer.

5. Deliverables

Line Item Database - The executable file for generating, viewing, and exporting pricing data shall be sent via File Transfer Protocol (FTP) service provider or similar FTP web application. The quarterly updates will reflect changes in prices due to current economic conditions in the designated FIPS locations and will include any change and modification requested within the preceding quarter.

Line Item Mapping Master - The annual Line Item Database national average costs release basis and rationale shall be sent to the FEMA COR for approval two weeks prior to the September Q1 database update.

When task order modifications are completed, the Contractor shall provide an updated Mapping Master file two weeks prior to the next scheduled quarterly update.

Basis Definition Document - The Contractor shall provide a basis document or alternative application that defines, in easily understandable terms, the CSI codes and formulas used to derive the component costs associated with the application of that line item.

Quality Management Plan - The Contractor shall establish, document, implement and maintain a quality control system in accordance with the requirements of a quality management system model that the contractor chooses.

Quality Control Plan - The Contractor shall provide a written quality control plan. This plan shall be sent to the FEMA COR for approval two weeks prior to the September Q1 database update.

6. Delivery Schedule

Section 5.1 The database shall be delivered to FEMA no later than the first week of September of the Base Year and subsequent Option Years if exercised. The quarterly database updates shall be provided in the first week of September and December, March, June, of the base year. Option years, if exercised, will follow the same sequence.

Section 5.2 Mapping Master basis shall be provided to FEMA two weeks prior to the September quarterly database update. When line items are added or changed and accepted in the database through task order modifications, the Contractor shall provide an update of the Mapping Master basis two weeks prior to the next scheduled quarterly database update.

Section 5.3 The basis definition document or alternative vehicle shall be provided to FEMA two weeks prior to the September quarterly database updates.

Section 5.4 The Contractor shall provide a written quality control system for approval by the Contract Officer Representative within 30 days of contract award.

Section 5.5 The Contractor shall provide initial access to the Industry Construction Cost Data within 14 calendar days of contract award. Access to the annual updates shall be provided within 14 calendar days of an option period being exercised.

All deliverables are subject to COR & CO review and acceptance. The results will be supplied to the Contractor to allow the Contractor to explain, dispute, or correct any pricing discrepancies. Verified errors shall be remedied by the Contractor with a corrected deliverable provided to FEMA within 72 hours of Contractor acknowledgement. Final acceptance of the deliverables will be in written format and sent to the Contractor’s designated point of contact.

7. Mandatory Technical Requirements

7.1. The pricing database shall be required to operate on Windows 7 Enterprise 32-bit and Service Pack 1 operating system environment and be operable with future Microsoft operating systems.

7.2. The pricing database fields at a minimum shall match the fields shown in the database format and shall be exported in tab delimited format described in Attachment B

7.3. The export files shall contain line item pricing costs for each line item in Attachment A, FEMA Line Item and Usage Descriptions.

7.4. The database shall have the capability to display and print out the average cost for each line item.

8. Incremental and Final Testing

8.1. Government testing prior to acceptance will be performed to verify:

Operating System Compatibility Capability of exporting pricing data in the export format listed in Attachment B.

Capability of printing pricing data in the export format listed in Attachment B. Capability of importing the file into the NEMIS system

8.2. Final acceptance of the deliverables will be in written format and sent to the Contractor’s designated point of contact.

9. Performance Measurement

9.1. Quality Management Plan - The Contractor shall establish, document, implement and maintain a quality control and assurance system. This plan shall be sent to the FEMA COR for approval two weeks prior to the September Q1 database update

9.2. Quality Control Plan - The Contractor shall provide a written quality control plan to the FEMA COR for approval two weeks prior to the September Q1 database update that includes:

9.2.1. Describes a quality-monitoring plan to provide FEMA evidence that a continual quality verification program is in place.

9.2.2. Identifies the processes of the quality management system; its’ components, and application.

9.2.3. The criteria and methods to ensure that both the operation and control of the verification process are effective.

9.2.4. Ensures the availability of resources and information to support the operation and monitoring of the verification process.

9.2.5. Reports demonstrating the effectiveness of the quality management system.

9.3. Pricing Validation Audits - Periodically, FEMA will conduct research on specific line items to verify the pricing provided to FEMA by the Contractor is consistent with the FEMA Housing Repair model. The results will be supplied to the Contractor to allow the Contractor to explain, dispute, or correct any pricing discrepancies. Verified errors shall be remedied by the Contractor and a corrected database file uploaded to the FTP site within 72 hours of Contractor acknowledgement.

10. Property and Intellectual Rights

10.1. Databases and quarterly updates shall have unlimited use by the Government through the contract duration and shall become Government owned property thereafter. The executable file and the quarterly updates of the pricing database will be loaded on an unlimited number of FEMA computers at any time.

11. Place of Performance

11.1. The primary work location will be the Contractor’s place of business.

12. Government-furnished Property

12.1. There is no requirement to provide Government Furnished Property and is not applicable to this contract.

13. Period of Performance

13.1. The period of performance will be five (5) years, which consists of one Base Period (12 months) and four (4) Option Periods (12 months each).

14. Accessibility Requirements (Section 508)

14.1. Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal access to and use of information and data that is comparable to that enjoyed by non-disabled Federal employees and members of the public.

14.2. All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified:

15. Section 508 Applicable EIT Accessibility Standards

15.1. 36 CFR 1194.21 Software Applications and Operating Systems, applies to all EIT software applications and operating systems procured or developed under this work statement including but not limited to GOTS and COTS software. In addition, this standard is to be applied to Web-based applications when needed to fulfill the functional performance criteria. This standard also applies to some Web based applications as described within 36 CFR 1194.22.

15.2. 36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous JavaScript and XML (AJAX) then 1194.21 Software standards also apply to fulfill functional performance criteria.

15.3. 36 CFR 1194.24 Video and Multimedia Products, applies to all video and multimedia products that are procured or developed under this work statement. Any video or multimedia presentation shall also comply with the software standards (1194.21) when the presentation is through the use of a Web or Software application interface having user controls available.

15.4. 36 CFR 1194.31 Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to fulfill the functional performance criteria.

15.5. 36 CFR 1194.41 Information Documentation and Support applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required 1194.31 Functional Performance Criteria, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in this work statement that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using TTY.

16. Section 508 Applicable Exceptions

16.1. Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the COTR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply: 36 CFR 1194.3(b) Incidental to Contract, all EIT that is exclusively owned and used by the contractor to fulfill this work statement does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal employee(s) or member(s) of the public. This exception only applies to those contractors assigned to fulfill the obligations of this work statement and for the purposes of this requirement, are not considered members of the public.

17. Section 508 Compliance Requirements

17.1. 36 CFR 1194.2(b) (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meets some but not all of the standards, the agency must procure the product that best meets the standards.

17.2. When applying this standard, all procurements of EIT shall have documentation of market research that identify a list of products or services that first meet the agency business needs, and from that list of products or services, an analysis that the selected product met more of the accessibility requirements than the non-selected products as required by FAR 39.2. Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2.

18. DHS Enterprise Architecture Compliance

18.1. All solutions and services shall meet DHS Enterprise Architecture policies, standards, and procedures. Specifically, the contractor shall comply with the following HLS EA requirements:

18.2. All developed solutions and requirements shall be compliant with the HLS EA.

18.3. All IT hardware and software shall be compliant with the HLS EA Technical Reference Model (TRM) Standards and Products Profile.

18.4. Description information for all data assets, information exchanges and data standards, whether adopted or developed, shall be submitted to the Enterprise Data Management Office (EDMO) for review, approval and insertion into the DHS Data Reference Model and Enterprise Architecture Information Repository.

18.5. Development of data assets, information exchanges and data standards will comply with the DHS Data Management Policy MD 103-01 and all data-related artifacts will be developed and validated according to DHS data management architectural guidelines.

18.6. Applicability of Internet Protocol Version 6 (IPv6) to DHS-related components (networks, infrastructure, and applications) specific to individual acquisitions shall be in accordance with the DHS Enterprise Architecture (per OMB Memorandum M-05-22, August 2, 2005) regardless of whether the acquisition is for modification, upgrade, or replacement. All EA-related component acquisitions shall be IPv6 compliant as defined in the U.S. Government Version 6 (USGv6) Profile (National Institute of Standards and Technology (NIST) Special Publication 500-267) and the corresponding declarations of conformance defined in the USGv6 Test Program.