HSFE80-17-R-0005_Solicitation._Final_06.30.17.pdf

7. ISSUED BY CODE

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and 1 copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in Sean.Williams@fema.dhs.gov until 1PM est local time 08/18/2017

(Hour) (Date) CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES

B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

C DESCRIPTION/SPECS./WORK STATEMENT J LIST OF ATTACHMENTS

D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE

K

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

F DELIVERIES OR PERFORMANCE

G CONTRACT ADMINISTRATION DATA L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

H SPECIAL CONTRACT REQUIREMENTS M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXTENSION

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) 41 U.S.C. 3304(a) ( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Sean G. Williams

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 6/2014)

Prescribed by GSA - FAR (48 CFR) 53.214 (c)

Federal Emergency Management Agency, OCPO 500 C Street SW, 3rd Floor NW, Washington DC 20472

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 542

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

HSFE80-17-R-0005

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

8. ADDRESS OFFER TO (If other than item 7)

10. FOR

INFORMATION

CALL:

A. NAME

Sean G. Williams

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

sean.williams@fema.dhs.gov

AREA CODE

NUMBER

EXTENSION

mailto:Sean.Williams@fema.dhs.gov mailto:sean.williams@fema.dhs.gov

Section B

B-1

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

See CLIN Table, Attachment 1 (Pricing)

B.2 MINIMUM AND MAXIMUM ORDERING LIMITATION

The contract minimum for each contractor is be awarded as a task order for yearly training as described in Section C.14.1. The maximum for each contractor receiving an award under the

Full and Open solicitation is $500M for the base year and all option periods, if options are exercised. Full and Open contractors shall be able to perform any and all work defined under this contract. The contract maximum is not a contractual guarantee.

B.2.1 MAXIMUM ORDERING LIMITATION FULL AND OPEN AWARDS

The contract maximum for each contractor receiving an award under the Full and Open solicitation is $500M for the base year and all option periods, if options are exercised. Full and

Open contractors shall be able to perform any and all work defined under this contract. The contract maximum is not a contractual guarantee.

B.2.2 MAXIMUM ORDERING LIMITATION SMALL BUSINESS SET ASIDE FOR

HAUL AND INSTALL AWARDS

The contract maximum for each contractor receiving an award under the Small Business Set

Aside for Haul and Install solicitation is $160M for the base year and all option periods, if options are exercised. The contract maximum is not a contractual guarantee.

B.2.3 MAXIMUM ORDERING LIMITATION SMALL BUSINESS SET ASIDE FOR

MAINTENANCE AND DEACTIVATION AWARDS

The contract maximum for each contractor receiving an award under the Small Business Set

Aside for The Maintenance and Deactivation solicitation is $70M for the base year to include all option periods, if options are exercised. The contract maximum is not a contractual guarantee.

B.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 1) $50,000 for Small Business Maintenance and Deactivation contractors, 2) $100,000 for Small Business Haul and Install (H&I) contractors, or 3) $500,000 for Full and Open contractors, the Government is not obligated to purchase, nor is the contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The contractor is not obligated to honor --

(1) Any order for a single item in excess of the requirements in section C.11 Task Order

Award;

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(2) Any order for a combination of items in excess of the requirements in section C.11

Task Order Award; or

(3) A series of orders from the same ordering office within five (5) days that together call for quantities exceeding the limitation in subparagraph (b) (1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-

21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the contractor if that requirement exceeds the maximum order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within two (2) calendar days after issuance, with written notice stating the contractor’s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

B.4 ITEMS TO BE ACQUIRED

The contractor shall furnish all personnel, facilities, equipment, material, supplies, and services

(except as may be expressly set forth in this contract and Task Orders as furnished by the

Government) and otherwise do all things necessary to, or incidental to, performing and providing the items as required by the contract.

B.5 CONSIDERATION and PAYMENT –FIXED-PRICE

(a) Total payment(s) will be made upon the satisfactory completion and Government acceptance of all requirements under the contract.

(b) Supplies may be ordered at any time during the effective period of performance. Task

Orders will be issued in accordance with the Section G.5; clause entitled "Task Order

Procedures." The aggregate dollar amount/quantities of all Task Order funding obligations shall not exceed the maximum order amount of this contract as specified in the Section B.2 "Minimum and Maximum Ordering Limitation".

B.6 CLIN BIDDING

There are three areas during the period of performance where the contractor proposes Contract

Line Item Number (CLIN) pricing.

1. CLINs that are identified with the letters CON (Contract Level CLIN) are bid at the submission of contract proposal. CLINs that are identified as CON may be adjusted downward when a task order proposal is submitted.

2. CLINs that are identified with the letters TO (Task Order Level CLIN) are bid at the time of task order proposal once the area of operation has been provided.

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3. Proposals and price negotiations for CLINs that are identified with the letters WO (Work

Order Level CLIN) are submitted with the contractor’s proposal in response to a work order.

Once the price for a CLIN has been accepted by the Government, that price becomes a firm fixed price (FUP) for that work.

B.7 CLIN SHEET DEFINITIONS

The following provide definitions for the labels and acronyms used in the CLIN table:

CLIN - the Contract Line Item Number (CLIN) which defines a general category of work.

CLIN Title - the descriptive name provided for each CLIN and Sub-CLIN.

Description - the text description provided for each CLIN and sub-CLIN.

Value of Issue - The Value of Issue is not to exceed for all CLINs.

Type - describes the type of funding used for the CLIN (e.g., FUP, Cost Reimbursable).

Unit of Issue - the quantity or unit of work performed or services rendered by the contractor that is used as the multiplier when calculating the total cost for a CLIN.

Time Negotiated is the indicator as to when FEMA will ask the contractor for a firm fixed price proposal for a specific type of work.

Sub-CLIN indicates the sub CLIN number for the base year and each option year. The Base year is identified with a leading zero each option year is identified with the option year as the leading digit.

Price is the fixed price for the base year and each option year for contract level sub-CLINs with other sub-CLINs negotiated at the time indicated in the time negotiated column.

The following provide definitions for each acronym or abbreviation used in the CLIN table:

Not to Exceed (NTE) – The total value of a CLIN when it is awarded, the CLIN ceiling. NTE are issued as part of a task order award.

Firm Fixed Price (FFP) – The fixed price for a defined portion of work for the unit of issue. FUP includes all associated costs with performing the work.

Contract (CON) - CLINs that are identified as CON are priced when the contract is awarded with the contractor proposing CLIN prices as part of the required proposal for the base contract.

Contractors can propose lower prices for CON CLINs at the time of a task order proposal;

however, the CON CLINs cannot exceed the price that is part of the base contract award.

Contractors can provide lower price for CON CLINs when proposing for a TO.

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Task Order (TO) - CLINs that are identified as TO’s are priced during the task order proposal process. The TO CLINs become fixed at time of task order award. CLINs at the TO level provide more detail regarding geographic location, size and scope of a specific mission.

Work Order (WO) - CLINs that are identified as WO are priced during the work order proposal process (when the contractor provides an estimate for the effort required by the work order). The

WO CLINs become fixed when the work order is issued to the contractor.

B.8 CLIN FUNDING

When FEMA issues a task order each applicable CLIN is given a NTE dollar amount. The NTE amount is FEMA's best estimate of the amount needed by the disaster manufactured housing mission; however, during the mission FEMA may determine that funds have not been allocated in an optimal way.

The Contracting Officer’s Representative (COR) can request to the Contracting Officer (CO) to reallocate funds within the CLIN table. The CO will determine if the change is allowable. Only the CO has authority to adjust the total value of funding obligated to the contract. Any agreement for CLIN funding reallocation must be signed by the COR, the contractor’s representative and approved by the CO. The CO will forward the signed copies of the reallocation to the COR and the contractor’s representative for inclusions to their contract file.

B.9 CONTRACT TYPE

The contract type is hybrid to include Fixed Price, Cost Reimbursement, Labor Hour and Time and Material. The majority of the CLINs are Fixed Price with negotiation occurring when enough information is available. Non-Fixed Price CLINs are for cost reimbursement of actual expenses incurred imposed by an outside source such as a local government or utility provider.

The costs identified as being reimbursable will be reimbursed at the actual cost incurred without fees; general and administrative costs or other overhead or burdened rate.

END OF SECTION B

Section C

HSFE80-17-R-00005

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SECTION C - DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT

Section C.1 General Management and Administration

C.1.1 Mission

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, as amended and Related Authorities.

Per that authorization, this PWS applies for the Federal Disaster declaration that includes

Individual Assistance referenced in Manufactured Housing Unit Mission Service Contract

Operational Performance Expectations (MHUM SCOPE) (See Section J, Attachment J.1). In addition there will be a version of the MHUM SCOPE that is titled Permanent Manufactured

Housing Unit Mission Service Contract Operational Performance Expectations (PMHUM

SCOPE) (See Section J, Attachment J29). The MHUM or PMHUM SCOPE is a snapshot of a manufactured housing unit (MHU) mission as it is known at the time that FEMA requests contractors submit proposals for a task order. The complete mission parameters are not known at the start of an MHU mission as the needs of the disaster survivors cannot be fully assessed.

Changes to the MHU mission will occur throughout the duration of the mission. Changes can include: additional counties being added to the disaster declaration; the mix of private, commercial and group site MHU installations; and the length of the mission. For the rest of this contract the term MHUM SCOPE shall be used to represent both the MHUM SCOPE and the

PMHUM SCOPE for whichever is appropriate for the mission being proposed.

C.1.1.1 Mission Location

The center point of operation is the FEMA/Joint Field Office (JFO)/Area Field Office (AFO), which will be the initial reporting office for the housing mission. The location of the JFO/AFO is included in the MHUM SCOPE.

C.1.1.2 Description

The contractor shall support the Government’s manufactured housing unit mission. The mission may include: the transportation of MHUs from a Manufactured Housing Storage Site (MHSS) to a FEMA forward Manufactured Housing Staging Area (MHSA); the construction, operation of and/or staffing of a staging area; the transportation of MHUs to be installed on private sites, commercial sites, FEMA developed groups sites, and/or other alternate sites; installation and maintenance of the MHUs; and deactivation and transportation of used/unneeded MHUs to a

FEMA designated storage site or other locations specified by FEMA.

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C.1.2 Scope

The contractor shall furnish all management, supervision, personnel, equipment, materials, transportation, and supplies necessary to perform services within the Contiguous United States as defined by this Performance Work Statement (PWS) for the Federal Emergency Management

Agency (FEMA). In addition to FEMA’s Stafford Act authorities this contract may be used for any additional work approved by FEMA including missions funded through the Economy Act and/ other appropriate funding transfer documents.

C.1.3 Performance Clock/Operational Day

The calendar day a work order is issued is day zero. Any day where a task can be worked for at least half (1/2) the hours available to work the task for that day shall be counted as a work day.

C.1.3.1 Stopping the Clock

Clock stops are at the discretion of the COR. Once the COR approves the clock stop, the time lapse during the clock stop may not count against the contractor’s performance requirement for the deliverable. Stopping the clock will be used as part of the calculations for contractor performance as defined in Section E. Justification for clock stops when circumstances may occur that are beyond the contractor’s control, which will hinder the completion of a work order within the timeframe required. Examples of stopping the clock include waiting for the local utility to provide electricity or waiting for the local Authority Having Jurisdiction (AHJ) to provide a required permit. When such issues are encountered, the contractor may request that the time performance clock be stopped until such time as the issue is no longer a factor. In order to accommodate a clock stop request, the contractor shall make such request in writing (either hard copy or email) to the COR to include the work order number, the type of work order, the reason to stop the clock, and the anticipated length of the clock stop.

When the issue required a clock stop has been resolved, the contractor shall notify the COR, in writing, and request that the clock be restarted. If clock stop system is abused (excessive, unwarranted or improper usage), the COR may determine that there will be no additional clock stops during the period of performance for the subject task order or the subject work order.

Stopping the clock is a request from the contractor to the Government to turn the performance clock off for delays that are outside of the contractor’s control.

C.1.4 Projected Workload

The projected workload and relevant sections of the PWS for a task order are provided in the

MHUM SCOPE (See Section J, Attachments J.1). Required services may include: the transportation of MHUs from the Manufactured Housing Storage Site (MHSS) to the

Manufactured Housing Staging Area (MHSA); the construction, improvement, operation and/or staffing of a staging area; the transportation of MHUs to private sites, commercial sites, FEMA developed group sites, and/or other alternate sites; Semi-Permanent/Permanent; installation and

C-3 maintenance of the MHUs; and deactivation and transportation of used/unneeded MHUs to a

FEMA designated storage site or other location specified by FEMA. Expected timelines and operational requirements for the provision of services specified by the MHUM SCOPE (See

Section J, Attachment J.1) and in this contract are included in this PWS and Section F: Deliveries or Performance. However, the contractor is responsible for supporting any Government changes to the contract schedule. The Government will attempt to provide the contractor with advanced notice of any changes to the schedule in writing; however, due to the mission the Government may not be able to provide said notice.

C.1.5 Contractor Furnished Property

C.1.5.1 Contractor Furnished Property - JFO

The contractor shall be responsible for providing all facilities, office equipment, and materials which are not provided as Government Furnished Equipment (GFE), as necessary to fulfill the requirements of the contract. This includes any collateral equipment, such as calculators, computers not connected to the FEMA network server, copy machines, and consumable and general office supplies. The Government will not pay for any office equipment or materials purchased for use by the contractor.

C.1.5.2 Contractor Furnished Property – Contractor Field Office

If required by FEMA, and approved in writing by the CO, The contractor may establish a field office within the disaster area of operation. Prior to establishing a field office, the contractor shall provide the COR with a complete list of items required to determine need and cost reasonableness.

Contractor furnished property includes the facility, office equipment, internet and telephone connections. Any increase to the initial list of items shall be approved in advance by the COR.

Approved items shall be billed to a single CLIN and shall include receipts. The contractor shall provide FEMA with work space as directed by the CO.

Payment for work completed under this section is CLIN # 0008BE.

C.1.6 Contractor Minimum Qualifications

The contractor shall provide professional, courteous, and timely services, activities, and management to ensure that all work identified in this PWS is completed. This includes incorporating customer service into operations, where appropriate, as well as employing a flexible and transparent performance management system that includes performance measures of contractor staff, subcontractors, and other representatives. The contractor is responsible for providing personnel who can pass a background investigation, in accordance with Homeland

Security Presidential Directive 12 (HSPD 12), for activities that require FEMA badges and/or access to FEMA facilities and equipment (i.e. computers, networks).

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C.1.7 Performance Evaluation Meetings

The contractor’s Field Task Order Manager shall meet with the CO or COR and other Government

Personnel to review contractor performance. Conversely, the contractor may request performance evaluation meetings with the CO/COR when he or she believes such a meeting is necessary. The contractor shall prepare written minutes of any such meeting and minutes shall be recorded in the contract file and signed by the contractor’s Field Task Order Manager and the CO or COR.

C.1.8 Electronic Data Interchange

The contractor may be tasked to provide support for capturing, consolidating, and transferring information to update FEMA’s Housing Operations Management Enterprise System (HOMES).

All contractor staff requiring access to HOMES (or its successor program or other programs adopted by FEMA) and other Government computer systems must pass a background investigation and be able to obtain a security badge, in accordance with Homeland Security

Presidential Directive 12 (HSPD 12). Other items that the contractor shall provide to the government in electronic form are the appropriate deliverables as listed in Section F.

C.1.9 General Requirements

C.1.9.1 General Area Feasibility, Improvement, Design and Construction

C.1.9.1.1 General Area Feasibility

C.1.9.1.1.1 Tier One Site Assessment

Tier One Site Assessment is a windshield identification of available land for site development.

A report shall be generated and submitted to the COR that includes but is not limited to: Site

Photo(s), Site Name, Site Location, and County where the site is located, GPS Coordinates at the street, Site Characteristics that include site vegetation cover, Current and Past site use, Wetlands visual inspection, Site Utilities that include the availability and distance of water, sewer and power sources, identify local Zoning, Site Pros that outline the positive features and advantages of using the site, Site Cons that point out the negative features that would pose a challenge to construction, Site Size, Number of MHUs that can be placed on the site, and Owner Contact

Information. Include a section as to the feasibility or infeasibility of using the site.

C.1.9.1.1.2 Flood Plain Evaluation

Use local floodplain information and Flood Insurance Study (FIS) maps to determine what floodplain designation covers the identified site. Under no circumstances shall a contractor install an MHU within a floodway or coastal high hazard area (otherwise known as “V” Zone).

Generate a report and submit to the COR within the timeframe specified in Section F: Deliveries or Performance, Area #44.

C.1.9.1.1.3 Route and Access Evaluation

Route and access to the site shall be an integral part of the planning and decision making process when considering site development and operation. The ease of bringing MHUs into and out of

C-5 the site, and placing them there in a secure and safe environment is of primary importance.

Contractor shall identify distances to the nearest infrastructure and highways to address the needs of FEMA and ultimately the affected residents.

C.1.9.1.1.3.1 Road/Access Preparation

Route and access to the site shall be an integral part of the planning and decision making process when considering staging area development and operation. The ease of bringing MHUs into and out of the site, and installing them there in a secure and safe environment is of primary importance. As directed by the COR, The contractor shall widen private access roads, grade, install culverts, widen cattle guard (i.e. cribbing), install temporary bridges, clear and remove any debris and any other necessary work to make ingress/egress feasible prior to manufactured home transportation to private/commercial site. Mats shall be kept on-board the transport and considered for use by the contractor before other more extreme access method(s) (i.e. cribbing and temporary bridge). Any specialized equipment shall be proposed to the COR as part of the site inspection process.

Contractor shall identify distances to the nearest infrastructure and highways to address the needs of FEMA and ultimately the affected residents...

C.1.9.1.1.4 Tier Two Site Assessment and Report

Verify land ownership, verify that the utilities observed during the Tier One Assessment are adequate in supporting the site operation, or outline what shall be accomplished for the utilities to be adequate. Establish the Base Flood Elevation for site.

C.1.9.1.1.5 Environmental Planning and Historic Preservation Support NEPA

1. FEMA frequently conducts environmental and historical preservation review through completion of an expedited Environmental Assessment (EA). This is a National

Environmental Protection Act (NEPA) documentation process that examines a wide variety of potential impacts on environmental and historic resources and addresses the possible presence of hazardous materials and natural hazards. The NEPA process also requires public input into the site selection process.

2. FEMA may task the contractor with assisting with the documentation of the environmental clearance of the site area. Generate a report and submit to the COR per the established timeline in Section F, Area #46. Once complete and reviewed, FEMA would approve and sign the environmental clearance, usually an EA.

a. The contractor may be tasked with the following: reviewing the site for compliance with a wide variety of environmental/historic preservation laws, policies, and executive orders such as the National Historic Preservation Act, Endangered Species Act, Executive Order 11988 (Floodplain Management), C-6

Executive Order 11990 (Protection of Wetlands), and Executive Order 12898

(Environmental Justice).

b. Coordinating with Federal, Tribal, State and local environmental and historic preservation officials and organizations to provide information on the selected site.

c. Gathering information such as the site address and latitude/longitude in decimal degrees, drawings that show the boundary of the proposed site area and how the site relates to its surroundings, topography, photographs of the entire site and any structures on the site (photos shall provide an understanding of the 360 degree view of the site), endangered species lists (if any), identifying any special resources such as wetlands, and past uses of the land.

d. Compiling copies of other relevant information such as existing environmental assessments, remediation reports, permits, historic property designations or surveys, or archaeological surveys.

i. Generate a report addressing the items needed for a comprehensive environmental assessment and not otherwise included in other CLINs.

This will include research and investigations into endangered species and wetlands. The report is to include information such as the site address, latitude/longitude in decimal degrees, drawings that show the boundary of the proposed staging area site, and how the site relates to its surroundings, topography, photographs of the entire site, any structures on the site, and special resources on the site, such as woodlands.

C.1.9.1.1.5.1 Historic Preservation Survey

Conduct research on each site in accordance with preservation laws, policies, and executive orders such as the National Historic Preservation Act. Coordinate with Federal, Tribal, State, and local environmental and historic preservation officials and organizations to obtain information on the selected site(s). Compile copies of historic property designations or surveys, or archaeological surveys.

C.1.9.1.1.5.2 Environmental Database Search

Conduct a database search on each site to identify past uses of the site, any existing remediation reports, and any information related to potential hazardous materials.

C.1.9.2 Conceptual Design Package

At the direction of the COR, the design process will commence. The coordinating CLIN covers all design activities and shall not exceed 25 percent design. This is defined as a rough layout with utilities, transportation rights of way, staging and operations locations, as well as an estimate of site preparation (quantity take-off) and an order of magnitude estimate to allow the

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FEMA team to prepare for funding support. The contractor shall provide to the COR three copies and a pdf version of a completed conceptual design package within two (2) operational days after site approval. The Conceptual Design Package shall consist of a conceptual layout overlaid on an aerial photo. The layout will include staging locations, operations space, maintenance and management locations, road locations, utility corridors, and other features as requested by

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FEMA. Other deliverables include the preliminary quantity take-off and an order of magnitude cost estimate.

C.1.9.2.1 Design Considerations

The contractor shall design the sites to effectively utilize the full capacity of each site, and account for disaster-specific requirements as defined by FEMA. The following items will be taken into consideration:

1. Each staging area site shall be designed as a stand-alone package.

2. Work shall be scheduled to meet the required deadlines. Phasing of construction may be requested if deemed necessary.

3. Work may be performed simultaneously at multiple sites to meet schedule requirements, including staging areas, commercial park expansions, group sites and private sites.

4. Local fire code may dictate allowable distance between staged units.

5. If a staging area site is to be constructed on a plot of land that has an existing approved utilization plan, use the designated utility corridors to the extent possible, and align the design accordingly.

6. Supporting calculations for the drainage, power, and lighting shall be submitted.

7. Site lighting shall include dusk to dawn lighting and provide one-foot candle lighting along work areas and roadways.

8. The site shall be graded to be free draining for a 10-year storm event or to meet local requirements. The drainage plan shall include storm water retention or detention ponds if required by the Authority Having Jurisdiction (AHJ).

9. Local requirements are to be taken into consideration for zoning, buffer areas, tree preservation areas, and other conservation areas.

10. Ensure that the number and location of fire hydrants are appropriate and conform to the local, State, and the National Fire Protection Association (NFPA) code. The most

11. stringent code shall govern. The road layout shall also meet the standards of the local fire officials.

12. All ingress and egress roads shall have a grade sufficient to allow trailer access.

Consideration shall be given to setbacks required by local authorities.

13. A traffic control plan shall be included at each level of design to address both interior traffic and access onto and from public roads. Multiple ingress and egress routes to the site may be provided.

14. Security planning shall be included at each level of design, possibly including fencing, gates, and security personnel support structures.

15. Site management considerations shall also be included at each level of design...

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C.1.9.2.2 Requirements Meeting

1. The contractor shall meet with the Government to review and define staging area site requirements at the time that the Government exercises the option to design and build a staging area site.

2. The contractor shall assist the Government in defining stakeholders, such as State and local governments, land owner, and utility providers who may have an interest in the outcome of the staging area design.

3. This meeting shall provide the basis for the conceptual design package that the contractor submits to the Government, and can be utilized to facilitate necessary site approvals.

C.1.9.2.3 Conceptual Design Package- Redesign

During the conceptual design process FEMA may request that the contractor redesign the site to include changes. If FEMA requests a redesign and such redesign is not necessitated by the fault of the contractor, the contractor shall complete the work within the timeframes and performance requirements that are mandatory for the conceptual design.

C.1.9.2.4 50 Percent Design Package

At the direction of the COR, the design process will continue. The 50 percent design shall include an update of all documents submitted for the conceptual design. The appropriate CLIN includes site surveys for purposes of identifying the topography and boundaries for preparing the design. The survey shall be submitted as a separate document as part of the 50 percent design package. The appropriate CLIN also includes other deliverables such as the preliminary project schedule.

1. The contractor shall submit three copies and a pdf version of the 50 percent design package to the COR within four (4) operational days of FEMA’s approval of the conceptual package for site development.

2. The contractor shall work with FEMA to coordinate preliminary design approval with

State and local officials.

3. The contractor shall provide to the COR the following in the 50 percent design package for each site:

a. Construction Timeline and Milestones,

iv. Site development timeline,

v. Critical path,

vi. Projected baselines and daily percentages of work to be completed,

b. Drawings. The drawings are to include all existing and proposed physical improvements to the property, including, but not limited to:

Specified infrastructure drainage control plan, traffic signs, pavement striping, street lighting, and fencing.

Erosion and sediment control plan including retention ponds, water bodies, natural features and amenities, 100 year flood contours, and easements.

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Buffer areas, tree preservation areas, conservation areas, existing buildings and structures.

c. Other submittals, Other milestones and timelines, Points of contact for all Federal, State and local permitting and regulatory authorities required to participate or provide information for this task.

Status of anticipated permits required, or copies of letters exempting this project from permit requirements.

Specifically identify costs of add-on features for evaluation purposes. Make cost saving recommendations as appropriate.

C.1.9.2.5 50 Percent Design Package - Redesign

During the design process FEMA may request that the contractor redesign the site to include changes. If FEMA requests a redesign and such redesign is not necessitated by the fault of the contractor, the contractor shall complete the work within the timeframes and performance requirements that are mandatory for the 50% design.

C.1.9.2.6 100 Percent Final Design Package

This CLIN will be used if the decision is made to proceed with a 100 percent design. This CLIN covers all design activities as outlined under the contract for 100 percent design package. The

100 percent design package shall include an update of all documents submitted for the 50 percent design package. This CLIN also includes project schedule deliverables and other submittals.

1. The contractor shall submit the 100 percent design package to the COR within two (2) operational days of the approval of the 50 percent design package (See

Section F, Area #52). This design package consists of the final coordinated design and support plans and information. This will include all Federal, State, and local approvals.

2. The COR, and other representatives determined by FEMA, as well as State and local officials shall review the design package with the contractor. The contractor shall take note of any comments and recommendations, incorporate them into the design, and proceed with the final coordinated (100%) design. The contractor’s final drawings shall be sealed by a professional engineer who is licensed to practice in the State where the site will be constructed. Three full-size copies, three half-size copies, a pdf, and vector version of the design shall be submitted.

Electronic copies of the pdf and vector versions shall be delivered to both the CO and the COR. The Vector version is defined as Microstation as well as

AutoCAD.

3. The phasing strategy and schedule shall be submitted with the 100 percent design for Government review.

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4. The contractor shall not proceed with the construction until the CO provides a

Notice to Proceed (NTP).

5. The contractor shall provide to the COR the following in the 100 percent design package for each site:

a. Construction Timeline and Milestones. Project schedule timeline, with tentative start date (tentative until NTP issued).

b. Risk Management Plan. The contractor, in addition to providing a project schedule with critical path identified, shall analyze their future activities and note key milestones, processes, or events that threaten the schedule. Milestones such as ordering of product, deliveries, preparation of project area for subcontractor mobilization, expected weather events, and utility notification and connection are examples of critical milestones that may not be on the critical path, but could impact the progress or perceptions of progress. These factors shall be listed in matrix or narrative documents, in the format of Activity – Challenge –

Discussion – Resolution/Action as the project Risk Mitigation Plan.

Include a section in the plan for consideration of risks to personnel and property due to safety considerations. In the event that the project schedule shows a delay to the work in progress, the contractor shall provide the COR, within 24 hours of the request, a plan that shows how the schedule will be recovered.

c. Quantities for Construction. Based on the definable features table in

Section J: Attachment J.27, the recommended items for quantity take off are shown, but not limited to, those listed in the table.

d. Cost Estimate.

e. Drawings. The drawings are to include all existing and proposed physical improvements to the property, including, but not limited to, infrastructure, roads, and fencing.

f. Drainage control plan.

g. Traffic signs, pavement striping, street lighting, and fencing.

h. Erosion and sediment control plan including retention ponds, water bodies, natural features and amenities, 100 year flood contours and easements.

i. Buffer areas, tree preservation areas, conservation areas, existing buildings and structures.

j. Points of contact for all Federal, State and local permitting and regulatory authorities required to participate or provide information for this task.

k. All permits and status of permits required, or copies of letters exempting this project from permit requirements.

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C.1.9.2.6.1 100 Percent Final Design Package - Redesign

During the design process FEMA may request that the contractor redesign the staging area to include changes. If FEMA requests a redesign and such redesign is not necessitated by the fault of the contractor, the contractor shall complete the work within the timeframes and performance requirements that are mandatory for the 100% design.

C.1.9.2.7 Coordination of Site and Utility Work

1. All efforts shall be effectively coordinated with all Government entities, as required by Federal, State and local laws and regulations.

2. The contractor shall coordinate all utility relocation requirements and make payment to the utility companies for all services, fees, and permits required to relocate and re-establish service if applicable.

3. Utility services shall not be interrupted except for brief periods if necessary to facilitate cut-ins.

4. The contractor shall be responsible for all costs related to protecting existing utilities. Coordinate utility installations with the local communication companies so as to not impede completion deadlines.

C.1.9.2.8 Work Limits

The construction work limits (CWL) as delineated in the drawings shall define the boundaries of the finished site and shall be the area in which the contractor will have full operational control.

Any limited work limits (LWL) delineated in the drawings are meant to depict areas outside the finished staging area site which provide the contractor temporary access or other usages such as

C-13 storage of materials. The LWL shall be returned to original conditions upon completion of the site construction, and such property will return to original usage.

C.1.9.2.9 Surveying

The contractor shall layout the work from established benchmarks. For each feature of work, field staking shall define area limits such that the COR can easily determine if alignment and/or limit adjustments need to be made.

C.1.9.2.10 As-Built Field Surveys

1. An as-built field survey of all utilities shall be conducted after completion of construction, in order to determine the final locations, elevations, and inverts of all features.

2. Three (3) sets of as-built drawings shall be provided to the COR. A vector version shall also be provided to both the CO and COR. .

C.1.9.2.11 General Area Construction

C.1.9.2.11.1 Temporary Construction Facilities for FEMA Personnel

At the discretion of the COR, The contractor may be required to furnish and install an office trailer complete with all utilities and restroom facility. Restroom facilities shall be appropriate for the construction site and be identical to those used by the contractor’s construction management personnel.

C.1.9.2.11.2 Debris Cleanup

Construction debris, event debris, pre-existing site features, waste materials, packaging material, and the like shall be removed from the work site. The contractor shall sweep adjacent roadways

C-14 to control dust and water at the site, if deemed necessary by the COR or as required by the condition of any assigned permits.

C.1.9.2.11.3 Site Grading

1. During construction, the lines and grades, including crown and cross slope indicated for the base course, shall be maintained by means of line and grade stakes placed by the contractor.

2. Adequate drainage (1% slope or greater) and erosion sediment control shall be provided during the entire period of construction to prevent water from collecting or standing on the area to be constructed. Roadways shall be crowned.

3. The surface of the top layer shall be finished to grade and cross section shown.

Light blading during compaction may be necessary for the finished surface to conform to the lines, grades, and cross sections.

4. Should the surface for any reason become rough corrugated, or traffic marked prior to completion, such portions shall be re-graded.

5. Grades shall be checked for low spots and depressions. All low spots and depressions shall be filled so the entire site has positive drainage.

6. All material placed as fill or backfill shall consist of mineral soils with no vegetative matter. Aggregate shall not be larger than three inches (3”) in size.

Unsuitable material shall be disposed of offsite.

7. Soil compaction testing is not required to provide an engineered solution for stabilization of the roads, trenches, and pads. Instead, liberal use of appropriate geotextile products such as Tensar or equivalent shall be specified. Compaction equipment shall consist of steel-wheeled vibratory rollers, minimum 10 ton, or other approved equipment well suited to the soil type being compacted. Water flooding or jetting methods of compaction will not be permitted for any soil types.

8. Any excavation sub-grades that reveal soil conditions that are substantially different from the general site conditions (unstable, pump, rut excessively), or are unsuitable for proceeding with the work, shall immediately be reported to the

COR. Soft or otherwise unsatisfactory material shall generally be removed and replaced with satisfactory excavated material or other approved material as directed.

9. During fill and backfill placement, each layer shall be spread uniformly in a maximum un-compacted lift thickness of six inches (6”) and compacted with equipment appropriate for the material until there is no further evidence of consolidation. Compaction will be completed once the COR designates that a satisfactory level of compaction has been reached. Generally, levels of compaction for under roadways shall be 100 percent for utility trenches and 80

C-15 percent for the rest of the site. The complete site will be compacted using a minimum of a 10 ton roller with three passes.

10. Excess material shall be stockpiled on site at a location directed by the COR.

11. All areas upon which aggregate is to be placed, including road sub-grades, shall be stripped six inches (6”) before the aggregate placement is started. Material shall not be placed on surfaces that are muddy, or where unsatisfactory material remains in or under the aggregate. The entire area that is stripped shall be rolled prior to the placement of the aggregate. Final grading of the site, including the roadways, will be such as to prevent the ponding of surface water.

12. For trenches in road sub-grades, common backfill above the bedding shall be placed in six inch (6") lifts and compacted with special purpose compaction equipment. Compaction equipment shall be selected to avoid damage to the pipe.

C.1.9.2.11.4 Site Utility Infrastructure

1. Materials and installation associated with site utility infrastructure shall be in compliance with all Federal, State and local requirements.

2. Pipe Bedding and Backfill.

a. Reference to pipes shall include conduits, cables, or other utility systems.

Appurtenant structures include manholes, catch basins, inlets, outlets, energy dissipaters, or similar structures.

b. Bedding material shall consist of imported sand fill or gravel. Pipe bedding shall contain no more than 20 percent by weight passing the No. 200 sieve. The maximum allowable aggregate size shall be one and one-half inches (1 ½”) for gravity flow sewer and three-quarter inches (¾”) for pressure pipe. If the bottom of the trench is soil, four inches of bedding will be required. If the bottom of the trench is rock, six inches of bedding will be required.

c. Unless otherwise indicated, trench excavation shall be by open cut except that short sections may be bored and jacked if the utility can be safely and properly installed and ground loss can be properly controlled. All excavation shall be constructed in accordance with the Safety and Health Requirements Manual (EM 385-1-1) and/or

OSHA Standards (29 CFR 1926). Allowable trench widths, depths, side slopes, sheet and bracing requirements, and other considerations are given in the OSHA Standard;

and an abbreviated version is given in the Safety and Health Requirements Manual.

d. Excavation shall be performed to the lines and grades indicated. During excavation, material satisfactory for backfilling shall be stockpiled in a neat and orderly manner at a sufficient distance from the banks of the trench to avoid overloading and to prevent slides or caving. Topsoil shall be stockpiled separately from suitable backfill material. Grading shall be done as needed to prevent surface water from flowing into

C-16 the excavation, and any water accumulating therein shall be removed to maintain the stability of the bottom and sides of the excavation.

e. The bottoms of trenches shall be accurately graded to provide uniform bearing and support for the bottom quadrant of each section of the pipe. Pipe shall rest on bedding material along its entire length.

C.1.9.2.11.5 Water Distribution System

1. Site Area Water Supply. A connection to the municipal water supply may be required. If none is available, wells may need to be drilled. The contractor shall provide alternatives, costs and recommendations for the most cost effective options. The contractor shall coordinate the proper fittings, procedures and meters needed with the local water company.

2. Products. Pipes, fittings, valves, fire hydrants and components of potable water systems which come in contact with the potable water shall conform to NSF 71. Plastic piping system components intended for transportation of potable water shall comply with NSF

14 and be legibly marked with their symbol.

3. Supply and Distribution Lines: Piping for water distribution lines shall designed base on usage demand and sound engineering practices. Pipe shall be ductile iron, PVC, plastic filament-wound or centrifugally cast reinforced thermosetting resin.

a. Cathodic Protection: Cathodic protection shall be provided for all materials subject to corrosion, and shall comply with the provisions of the National

Association of Corrosion Engineers (NACE) criteria and standards. All ferrous underground materials shall receive a protective coating with a coating efficiency of 90 percent after fifteen (15) years.

b. PVC Plastic Pipe: Pipe, couplings and fittings shall be manufactured, tested and delivered in accordance with AWWA C900. Pipe shall be Pressure Class 150

(SDR 18).

4. Valves: All valves, gate valves, and valve boxes shall be of a specification compatible with the public utilities in the area. Valve pits shall be constructed at locations indicated or as required. Water supply shut-off valves shall be easily accessible to the site manager.

5. Service Stops: All service lines shall include a one inch (1”) curb stop (shutoff) valve.

Service stops shall be water-works…