Log HOUSE Section F 18Aug2017 TRACKED CHANGES.pdf

HSFE80-1517-R-0004 0005 Section F

APPENDIX 9: Performance Incentives

This section is written in accordance with FAR Sub-Part 16.4 – Incentive Contracts.

Performance Incentives will only be used for task orders related to field operations. All Contractors, no matter what award type, are eligible to receive performance incentives.

Performance incentives are not a mandatory part of this contract and will not be included in any task order without the use of the following two-step process.

The two-step process for including performance incentives is as follows:

1. Step One – As part of the Task Order Proposal Process, FEMA will announce if the task order is being considered for the inclusion of performance incentives.

2. Step Two – The Contractor notifies FEMA if they would like the performance incentive to be included in the task order when FEMA notifies the Contractor that they have received the task order award.

Performance incentive will not affect the task order proposal process.

Appendix 9.1 Basis and Funding for Performance Positive and Negative Incentives

If incentives are used in a task order the following process will be used:

The positive incentive can equal up to 10% of the task order award not including travel or other task order management expenses such as FTOM labor. The negative incentive can equal a reduction of up to 10% of the task order award not including travel or other task order management expenses. Determination of the increase or decrease in the dollar amount of the incentive is based on the total number of performance sub-tabs and the sub-tab rating that the Contractor receives.

For each task order that includes incentives, FEMA will include a CLIN, titled FEMA Incentive, which will contain the total non-FTOM task order value. In addition, the price that the Contractor charges FEMA for each non-FTOM CLIN will be reduced by 10% and that value will be placed in a separate CLIN, titled Contract Incentive. Based on the sub-tab ratings FEMA will pay the Contractor none, some or all of either or both CLINs. Both the FEMA CLIN and the Contractor CLIN will be divided into sub-CLINs, each on corresponding to the seven (7) performance sub-tabs that are included in CPARS which are:

a. Quality

b. Schedule

c. Cost Control

d. Management

e. Small Business

f. Regulatory

g. Other Areas

For both the government and Contractor CLINs, funds will be equally allocated into the sub- CLINs that are applicable to the task order.

Appendix 9.2 Method of Incentive CLIN Award/Payment

Both the FEMA and Contractor incentives will be awarded based on the sub-tab rating awarded.

The following is the allocation method for the sub-tab ratings

Rating FEMA Incentive sub-CLIN Contractor Incentive sub-CLIN Exceptional 100% 100%

Very Good 50% 100% Satisfactory 0 100%

Marginal 0 50%

Unsatisfactory 0 0

Appendix 9.3 Examples

Example One A small business is awarded a task order.

1. The performance sub-tabs used for the task order are the following four (4) sub-tabs:

Quality; Schedule; Cost Control; and, Management. Each sub-tab rating will be given equal weight which will be 25% of the positive incentive awarded or negative incentive deducted.

2. The total value of the non-FTOM CLINs is $1,000,000

3. The FEMA incentive CLIN will have a funding allocation of $100,000

a. FEMA incentive sub-CLIN Quality will have $25,000

b. FEMA incentive sub-CLIN Schedule will have $25,000

c. FEMA incentive sub-CLIN Cost Control will have $25,000

d. FEMA incentive sub-CLIN Management will have $25,000

4. The Contractor incentive CLIN will have a funding allocation of $100,000.

a. Contractor incentive sub-CLIN Quality will have $25,000

b. Contractor incentive sub-CLIN Schedule will have $25,000

c. Contractor incentive sub-CLIN Cost Control will have $25,000

d. Contractor incentive sub-CLIN Management will have $25,000

5. The Contractor incentive CLIN will be funded by reducing the Fixed Unit Price of each item of work e.g., the cost of a base MHU installation in the proposal is $3,000.

The funds allocated for the base installation will be $2,700 with the remaining $300 being placed into the Contractor incentive CLIN divided equally between each applicable sub-CLIN.

6. The CLIN/sub-CLIN price allocation is:

CLIN Sub-CLIN Maximum Value

FEMA Incentive

FEMA Incentive sub-CLIN Quality $25,000

FEMA Incentive sub-CLIN Schedule $25,000

FEMA Incentive sub-CLIN Cost Control $25,000

FEMA Incentive sub-CLIN Management $25,000

Contractor Incentive

Contractor Incentive sub-CLIN Quality $25,000

Contractor Incentive sub-CLIN Schedule $25,000

Contractor Incentive sub-CLIN Cost Control

$25,000

Contractor Incentive sub-CLIN Management

$25,000

7. The Contractor receives the following ratings

Sub-Rating Category

Rating

Quality Exceptional

Schedule Very Good

Cost Control Satisfactory

Management Unsatisfactory

8.

CLIN Sub-CLIN Maximum Value

Rating Incentive

Incentive

FEMA Incentive

FEMA

Incentive sub- CLIN Quality

$25,000 Exceptional 100% $25,000

FEMA

Incentive sub- CLIN Schedule

$25,000 Very Good 50% $12,500

FEMA

Incentive sub- CLIN Cost Control

$25,000 Satisfactory 0 $0

FEMA

Incentive sub-

CLIN

Management

$25,000 Unsatisfactory 0 $0

Contractor Incentive

Contractor Incentive sub- CLIN Quality

$25,000 Exceptional 100% $25,000

Contractor Incentive sub- CLIN Schedule

$25,000 Very Good 100% $25,000

Contractor Incentive sub- CLIN Cost Control

$25,000 Satisfactory 100% $25,000

Contractor Incentive sub-

CLIN

$25,000 Unsatisfactory 0 $0

9. Based on the above table the Contractor would receive a total incentive of:

a. $37,500 from the FEMA Incentive CLIN

b. $75,000 from the Contractor Incentive CLIN

Example Two A Full and Open Contractor is awarded a task order.

1. The performance sub-tabs used for the task order are the following four (4) sub-tabs:

Quality; Schedule; Cost Control; Management; and, small business. Each sub-tab rating will be given equal weight which will be 25% of the positive incentive awarded or negative incentive deducted.

2. The total value of the non-FTOM CLINs is $25,000,000

3. The FEMA incentive CLIN will have a funding allocation of $2,500,000

a. FEMA incentive sub-CLIN Quality will have $500,000

b. FEMA incentive sub-CLIN Schedule will have $500,000

c. FEMA incentive sub-CLIN Cost Control will have $500,000

d. FEMA incentive sub-CLIN Management will have $500,000

e. FEMA incentive sub-CLIN Small Business will have $500,000

4. The Contractor incentive CLIN will have a funding allocation of $2,500,000.

a. Contractor incentive sub-CLIN Quality will have $500,000

b. Contractor incentive sub-CLIN Schedule will have $500,000

c. Contractor incentive sub-CLIN Cost Control will have $500,000

d. Contractor incentive sub-CLIN Management will have $500,000

e. Contractor incentive sub-CLIN Sub-Contracting will have $500,000

5. The Contractor incentive CLIN will be funded by reducing the Fixed Unit Price of each item of work (e.g., the cost of a base MHU installation in the proposal is $3,000.

The funds allocated for the base installation will be $2,700 with the remaining $300 being placed into the Contractor incentive CLIN divided equally between each applicable sub-CLIN.

6. The CLIN/sub-CLIN price allocation is:

CLIN Sub-CLIN Maximum Value

FEMA Incentive

FEMA Incentive sub-CLIN Quality $500,000

FEMA Incentive sub-CLIN Schedule $500,000

FEMA Incentive sub-CLIN Cost Control $500,000

FEMA Incentive sub-CLIN Management $500,000

FEMA Incentive sub-CLIN Small Business

$500,000

Contractor Incentive

Contractor Incentive sub-CLIN Quality $500,000

Contractor Incentive sub-CLIN Schedule $500,000

Contractor Incentive sub-CLIN Cost Control

$500,000

Contractor Incentive sub-CLIN

$500,000

Contractor Incentive sub-CLIN Small Business

$500,000

7. The Contractor receives the following ratings

Sub-Rating Category

Rating

Quality Exceptional

Schedule Very Good

Cost Control Satisfactory

Management Unsatisfactory

Sub-Contracting Marginal

8.

CLIN Sub-CLIN Maximum Value

Rating Incentive

Incentive

FEMA Incentive

FEMA

Incentive sub- CLIN Quality

$500,000 Exceptional 100% $500,000

FEMA

Incentive sub- CLIN Schedule

$500,000 Very Good 50% $250,000

FEMA

Incentive sub- CLIN Cost Control

$500,000 Satisfactory 0 $0

FEMA

Incentive sub-

$500,000 Unsatisfactory 0 $0

CLIN

FEMA

Incentive sub- CLIN sub- Contracting

$500,000 Marginal 0 $0

Contractor Incentive

Contractor Incentive sub- CLIN Quality

$500,000 Exceptional 100% $500,000

Contractor Incentive sub- CLIN Schedule

$500,000 Very Good 100% $500,000

Contractor Incentive sub- CLIN Cost Control

$500,000 Satisfactory 100% $500,000

Contractor Incentive sub-

CLIN

Management

$500,000 Unsatisfactory 0 $0

Contractor Incentive sub- CLIN sub- Contracting

$500,000 Marginal 50% $250,000

9. Based on the above table the Contractor would receive a total incentive of:

a. $750,000 from the FEMA Incentive CLIN

b. $1,750,000 from the Contractor Incentive CLIN

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.242-15 STOP WORK ORDER AUG

F.2 PERIOD OF PERFORMANCE

The period of performance for the contract is 12 months from the date of award. There are also four (4) 12 month options that can be executed by the government to extend the contract’s period of performance. Task Orders issued under this contract shall have their own period of performance identified in the Task Order. Task Orders can be issued that extend beyond the end date of the contract’s period of performance.

F.3 PRINCIPAL PLACE OF PERFORMANCE

The performance of the work for the contract shall commence at the Contractor’s facility, with delivery to locations specified in the Base Contract and Task Orders.

FEMA will facilitate the Contractor’s access to FEMA facilities in order for the Contractor to provide staff at the receiving locations.

F.4 Summary and OverviewSUMMARY AND OVERVIEW

Section F: Deliveries or Performance includes important details regarding the Deliverables and Required Reports that are associated with the Performance Work Statement presented in Section C: Description / Specifications / Statement of Work. In some cases, the deliverable and / or the forms associated with the deliverables, such as the installation of a Manufactured Home (MH) will be validated by FEMA staff. Additionally, this Section presents a table that associates these Deliverables and Required Reports with Delivery Dates, Delivery Recipients, and whether or not there is a template provided by the Federal Emergency Management Agency (FEMA) for each Deliverable or Report.

F.5 Important DetailsIMPORTANT DETAILS

F.5.1 FEMA FormsFORMS

Upon award, to the Contracting Officer’s Representative (COR) will ensure the Contractor has the most up-to-date FEMA forms.

F.5.2 Summary Reports and LogsSUMMARY REPORTS AND LOGS

These Reports shall be additive and include all information relevant to the contract work. Once information is included in the Report it will not be deleted, although it may be modified or added to as necessary. Most importantly, the Report shall be chronological with the most recent information on top and the oldest information at the bottom.

HOMES is the National Emergency Management Information System (NEMIS) Web Application that FEMA uses to prove and track information regarding housing missions.

HOMES may be utilized by the Contractor during a disaster at the request of the COR. Many of the forms identified as “FEMA Forms” below are associated with this system which, upon request by the Government, may require the Contractor to enter all information into the Web Application prior to submitting the forms to the COR. In some cases, the COR may request that the forms be completed by the Contractor, but are not entered into HOMES by the Contractor.

HSFE80-17-R-0005 Section I

F.6 Deliverables and Required Reports Table

Area

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Subcontracting Plan

Within three (3) days of task order award, and as necessary when updated

COR/CO

Prepare and submit a subcontracting plan providing company name(s) and role within the contractor’s work plan. The Plan shall identify business types used and the dollar value of the work allocated to each business type. Small businesses not utilizing subcontractors shall provide a memo stating same. Full and Open Offerors shall include small business’ name, type, category and estimated dollar value of the work allocated to each small business type.

No

N/A

Quality Control Plan

Within three (3) days of task order award, and as necessary when updated

COR

A copy of the Contractor’s Quality Control Plan is to be provided to the COR. The plan shall discuss how the Contractor plans to manage and mediate all quality issues throughout the entirety of the contract.

No N/A

Quality Control Report

Weekly after task order award COR The Contractor will submit a Quality Control Report to the COR.

The report shall address items including timeliness, suggested remedies for deficiencies, and remedy implementation dates.

No N/A

FEMA Form 90-

Daily COR

FEMA Form 90-13 notes changes in custody for an MHU, including recipient parties. These forms include when a unit is received by the Contractor from the MHU storage site, when the unit is received at forward staging, when a unit is transported for installation, and when a unit is deactivated and transported to an MHU storage site. This form is also used to document any and all damage to the unit.

Yes Section J.3

Transportation of

MHU

The Contractor will transport an MHU for the maximum required distance from the Manufactured Housing Storage Site (MHSS) up to 500 miles within three (3) calendar days of TO issuance and 500 miles for each additional calendar day.

Variable

The transportation of the MHU shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of FEMA Form 90-13, the Daily Dispatch Log, and / or visual validation of the transportation and delivery of the MHU.

Yes Section J.4

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Daily Dispatch Log

Daily; as requested by the COR COR

The Daily Dispatch Log provides information to FEMA regarding unit transportation and disposition. This log shall include: the Work Order Number; where the unit was received from; where it was transported to; the date and time the unit was received and delivered; the unit bar code; any issues that occurred either when the unit was received or during transport. If the Contractor deems a unit unsuitable for transportation, this log shall include the date and rationale for this determination.

Yes Section J.4

Staging Report on Unsuitable Manufactured Homes

Daily; as requested by the COR COR

The Staging Report on Unsuitable Manufactured Homes is a detailed report on units that are deemed unsuitable for their intended use. This report shall include: a description of issues with the unit and photographs documenting issues identified with the unit.

Yes Section J.5

Staging Operations Report

Daily COR

The Staging Operations Report is required when the Contractor maintains a forward staging area. This report shall include: the unit bar code; the date and time the unit is received; the condition of the unit when received; the date and time the unit is dispatched from the staging area; and the condition of the unit when dispatched.

Yes Section J.6

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Complete Site Inspection and Site Feasibility Inspection Report

(SFIR)

A priority SFIR is due one (1) calendar day after the work order is issued.

A non-priority SFIR is due three (3) calendar days after the work order is issued.

COR

Site feasibility inspections shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through delivery of Site Feasibility Inspection Reports, Site Feasibility Inspection Summary Reports, and / or visual validation of the Site Feasibility Inspection.

The Site Feasibility Inspection Report is conducted for each private site where a manufactured home may be placed. It includes basic information regarding the location of the site, whether utilities are present on the site, the depth of the frost line, and a sketch of the site (clear and legible hand drawn sketch is sufficient) with measurements of available area and distance to utilities noted. This report shall also include details with regard to any predicted difficulties with the installation of an MHU on the site.

Yes Section J.7 and

Section J.8

Site Feasibility Inspection Summary Report

Daily COR

The Site Feasibility Inspection Summary Report provides an overview of site inspections the Contractor has been requested to provide, and how many have been completed. Information that shall be included in the report includes: the Work Order number;

date and time site inspection requested; date and site inspection complete; indication that site is deemed feasible; indication that site is deemed infeasible, infeasible pending owner action, infeasible pending COR action, withdrawn and no contact. This report shall also include summary totals, including: total number of site inspections requested; total number of site inspections complete; total number of site inspections scheduled but not complete; total number of sites deemed feasible; and total number of sites deemed infeasible. This report shall also include information and documentation regarding the frost line.

Yes Section J.7

11 RESERVED

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Commercial Site Feasibility Report

Within one (1) calendar day after completion of commercial site inspection.

COR

Similar to the Site Feasibility Inspection Report, the Commercial Site Feasibility Report will be conducted for each commercial site to assess feasibility of use.

Yes Section J.9

MHU Installation - Report

Manufactured Home or HUD Specification Home (MH)/Park Model (PM) is Ready for Utilities (i.e., electric, water, sewer, etc.) within three (3) calendar days of work order issuance.

MH/PM is available for Ready for Occupancy (RFO) inspection within one

(1) calendar day after the unit is energized.

Travel Trailer is available for RFO inspection within two (2) calendar days of work order issuance.

The Contractor must have all appropriate permits and licenses within three (3) calendar days of work order issuance.

If an MHU Reinstall is necessary, the Contractor shall remove and replace an MHU at the same site within two (2) calendar days of work order issuance.

COR

MHU installation shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of the Installation Summary Report, Individual Installation Report, Ready for Occupancy Checklist, and / or visual validation of the installation of the MHU.

N/A N/A

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Installation Summary Report

Daily COR

The Installation Summary Report provides a high level overview of unit installation status and occupancy readiness. Information listed in this report includes: Work Order number, street address, city and county, applicant name, whether the unit is approved for activities above basic installation, and the date and time the unit is deemed Ready for Occupancy. This report shall also indicate the intermittent status of the unit, for example that the unit is ready for electrical hookup, and the anticipated date and time of that hookup. Finally, this report shall include information, as necessary, on modification of any work orders.

Yes Section J.10

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Unit Installation Package

Within one (1) calendar day after completion

COR

The Contractor shall submit an Installation Package for each Manufactured Home installation performed. All forms in the package shall be complete and signed.

Private/Commercial Site Install Package: Site Inspection or Commercial Park Feasibility Work Order, Right of Entry, Site Feasibility Inspection or Commercial Park Feasibility Report, Install Work Order, Permit(s), RFO Checklist, FEMA 90-13, and Unit Installation Report

Group Site Install Package: Install Work Order, Permit(s), RFO Checklist, FEMA 90-13 and Unit Installation Report

The Unit Installation Report shall include any issues with unit installation and photographs documenting the issue. If issue has been resolved, include photographs of the resolution, as well.

Yes

Template for Work Order(s), and Permit(s)

Site Feasibility Inspection Report

Attachment J.8

Right of Entry Attachment J.41

RFO Checklist

Attachment J.36

Unit Installation Report Attachment

J.11

Final Ready for Occupancy Checklist

Shall be included with the installation package (#15 above)

COR

Ready for Occupancy status will be determined by FEMA, and will include completion of the Checklist. Punch list items that FEMA staff determines must be completed before the unit is Ready for Occupancy are provided back to the Contractor for action. Final RFO checklist shall contain no punch list items.

Yes Section J.36

MHU

Maintenance - Report

Emergency Maintenance Repair - Within two (2) hours of receipt of applicant’s call, Contractor shall perform an assessment. Repairs shall be resolved or mitigated within six (6) hours of initial phone call. Emergency repairs shall be initiated within two (2) hours of receipt (24 hours a day, 7 days per week) and the work must be completed as soon as possible. All emergency repair requests received during business hours shall be reported to the COTR immediately. Requests received after business hours shall be reported to the COTR by 10:00 a.m. on the following workday.

Routine Maintenance Repair - Within 12 hours of receipt of applicant’s call.

Repairs shall be completed within two

(2) calendar days of initial phone call.

Preventive Maintenance Inspection and Repair (PMIR) – Shall be conducted every month and includes repairing all deferrable maintenance items. Every month is defined as no fewer than 25 and no more than 35 days between each inspection. The Contractor shall give at least three (3) calendar days advance notice of a scheduled PMIR to the unit occupant. If the Contractor is unable to contact the

Variable

Maintenance of the MHU shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of the Call Center Log, Preventive Maintenance Schedule, Maintenance Summary Report, Individual Maintenance Report, and / or visual validation of the maintenance of the MHU.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference occupant after four attempts over a minimum period of two (2) calendar days, the Contractor shall notify the COR and submit documented evidence of attempts to make contact.

18 Call Center Card Prior to Occupying First MHUs; To Residents Upon Occupancy of MHUs;

During all Maintenance

COR;

MHU

Residents

The Call Center Card shall provide information on how to contact the Contractor to schedule maintenance. Staff at this number must be reachable by FEMA and residents 24 hours per day, 7 days per week. The card shall be easy to read and in a durable format.

This card shall be provided to the COR for approval, and provided to residents upon occupancy of the MHU.

Additionally, all maintenance staff shall have copies of the card with them when conducting any maintenance on MHUs.

No N/A

19 Call Center Log Weekly COR

The Call Center Log tracks all calls received for maintenance by the call center. Information collected shall include: the date and time the request is made; the complaint or issue reported; whether the maintenance is routine or emergency; dispatched date and time; and resolved date and time.

Yes Section J.13

Preventive Maintenance Schedule

Twice Monthly COR

The Preventive Maintenance Schedule summarizes the monthly maintenance schedule of all manufactured homes for which the Contractor is responsible. This shall include: the location of the unit, the name of the resident, the date and time of scheduled maintenance. The Contractor will submit an up-to-date report to the COR on the 1st and the 15th of each month.

Yes Section J.14

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Maintenance Summary Report

Weekly COR

The Maintenance Summary Report includes a high level overview of all maintenance performed, including preventive maintenance, routine maintenance, and emergency maintenance.

It shall include: when the maintenance was scheduled or when requested, when the maintenance was conducted, what actions were taken, and whether any known issues were resolved or not resolved. Contractors shall also track any maintenance that is anomalous or exception maintenance performed to the MHU.

Yes Section J.15

Individual Maintenance Report

One (1) calendar day after completion of repairs.

COR

For each maintenance activity, an Individual Maintenance Report must be completed. This record indicates: the applicant name, the unit address, the unit barcode, the unit type, type of maintenance performed, date and time of maintenance, a description of work performed, and any relevant pictures to support work performed. If an issue is not resolved, details shall be included explaining why the issue was not resolved.

Yes Section J.16

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

MHU

Deactivation Report

Manufactured Home or HUD Specification Home (MH)/Park Model (PM) shall be removed from the installation site within three (3) calendar days of work order issuance.

Travel Trailer shall be removed from the installation site within two (2) calendar days of work order issuance.

The Contractor must have all appropriate permits and licenses within three (3) calendar days of work order issuance.

In the case of an emergency MHU deactivation, the unit shall be removed from the site, made ready for transport, and transported back to a designated staging area within one (1) calendar day of the emergency deactivation work order issuance.

Variable

The deactivation of an MHU shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of FEMA Form 90-13, the MHU Deactivation Checklist, Deactivation Summary Report, Individual Deactivation Report, and / or visual validation of the deactivation of the MHU.

N/A N/A

MHU

Deactivation Checklist

Within one (1) calendar day after completion. Shall be included with item #26.

COR

This checklist will be utilized for every MHU FEMA chooses to deactivate and shall be included with the Unit Deactivation Report. This checklist includes items that FEMA staff determines must be completed before the unit is ready to be transported back to a Staging Area or Long-term Storage Facility.

Yes Section J.17

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Deactivation Summary Report

Weekly COR

The Deactivation Summary Report provides a high level overview of unit deactivation status. Information listed in this report includes: work order number, unit bar code, deactivation date and time, and disposition.

Yes Section J.18

Unit Deactivation Report

Within one (1) calendar day after completion

COR

The Unit Deactivation Report provides a detailed deactivation report for each manufactured home. This report shall include any issues identified with the manufactured home, and photographs documenting any damage or the overall disposition of the unit. The unit shall be rated for its readiness for reuse.

Yes Section J.19

Individual Personal Property Inventory Report

No later than the day that the MHU is returned to FEMA.

COR

If there appears to be personal property present, the Contractor shall contact the COR for instructions. If directed by the COR, the Contractor shall neatly inventory and contain all abandoned personal items. Three copies of the inventory from each unit shall be provided and distributed as follows: 1) one copy is to remain with contained personal items; 2) one copy is to be provided to FEMA Logistics when the trailer is returned to the staging area;

and 3) one copy is to be provided to the COR.

Yes Section J.20

Labor Summary Report

Weekly, starting seven (7) days after the first day of arrival to the task order.

COR

The Contractor shall provide the COR with the names, dates of arrival, expected dates of departure, how many days worked in reporting period and FTOM category. This report, signed by the COR, shall also be included with the invoice submission.

No N/A

29 Staffing Report Within three (3) days of task order award, and as necessary when requested

COR

This document shall be provided to the COR and list the staff currently assigned to the contract, their role, current status (active/inactive), and expected hours.

Note: Each staff member listed in the Staffing Report will have to go through the process, as dictated by FEMA, to secure the requisite clearance that allows for access to Government computer systems, facilities, and information.

No N/A

30 Daily Report Daily COR The Daily Report to the COR provides a high level overview of Yes Section J.21

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference information that is reported from the Contractor to the COR.

This includes: any safety issues or concerns, key personnel, activities completed and planned, an overview of haul and install status, maintenance, and deactivation. The Daily Report shall also include Occupational Safety and Health Act (OSHA) Reportable Injuries and/or Incidents.

Contractor Monthly Summary Report

Monthly COR

The Contractor Monthly Summary Report aggregates information collected in the Daily Report, and includes key personnel deployment activities in the month, completed activities, planning activities, and an overview of haul and install, maintenance, and deactivation activities. This report shall also account for and track all Government Furnished Equipment (GFE) by providing the disposition and status for all GFE.

Yes Section J.22

32 Invoice Report

Invoices will be submitted to the Government no later than one calendar month after the end of the service period. The Contractor may request the CORCO to approve an additional five

(5) days to process an invoice, if needed.

CO/COR

The Contractor shall submit an original invoice (or electronic invoice, if authorized) to the Invoice Address designated in MHUM SCOPE. Section G.

Yes Section J.23

Additional Installation Requirements Summary Report

Every Monday, beginning after the first

RFO

COR

This form shall capture any work performed that goes above and beyond basic installation.

Yes Section J.24

Frost Line Documentation regarding frost lineReport

Within three (3) days of task order award

COR Provide documentation as to the State and local frost line depths. No N/A

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

35 GFE Report Weekly COR Provide a spread sheet documenting GFE. The report is to include persons who received GFE, date GFE was issued and date GFE was returned to the Government.

No N/A

Proposal for Enhancement to FEMA Guides

Within 15 days after notice of intent to exercise an option. The Contractor may at any time during the performance period provide enhancement proposals.Enhancement Proposals.

CO

Provide a proposal with detailed information describing the proposed work to the FEMA Guides and separately, provide a cost proposal.

NO N/A

Weekly Chargeback Summary Report

Due within 24 hours of week’s end.

For purposes of this report, the week end day is Saturday.

COR Provide a weekly summary of all chargeback items YES Section J.31

Operations Plan Report

Due within three (3) calendar days after the start of each task order.

COR

Operational plans shall contain:

clear objectives;

activities to be delivered;

quality standards;

desired outcomes;

staffing and resource requirements;

implementation timetables;

a process for monitoring progress;

mission risk assessment and mitigation strategy, risk identification, risk ranking, a risk mitigation strategy; and, an exit strategy.

NO N/A

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Task Order Summary Report

Due within six weeks of TO close (as determined by the COR).

COR

The Contractor shall submit a report that documents and summarizes the results of the entire task order effort, including recommendations, lessons learned and conclusions. The report shall include tables, graphs, and other visual aids, as necessary to comprehensively explain the results achieved under the task order.

NO N/A

Wrap-Around Services Evaluation Report

One (1) calendar day after a Notice to Proceed.

COR

The Contractor shall submit a report that identifies distances to the nearest infrastructure and essential services to address disaster related needs of affected residents. Industrial sites and airport approach that would generate noise or other hazards shall be noted.

NO J.34

Preventive Maintenance Inspection and Repair (PMIR) Log

Within one (1) calendar day after each inspection is completed.

COR

For each preventive maintenance activity, a PMIR Log must be completed in its entirety and signed by the appropriate parties. If an issue is not resolved, details shall be included explaining why the issue was not resolved.

Yes Section J.35

Group Site Maintenance Inspection Log

Within one (1) day after inspection is completed.

COR

For each group site maintenance activity, a group site maintenance log must be completed in its entirety and signed by the appropriate parties. If an issue is not corrected or deferred, details shall be included explaining why the issue was not corrected/deferred.

Yes Section J. 40

Tier One Site Assessment for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park

One (1) calendar day after a Notice to Proceed.

COR

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, Site Characteristics, Current and Past site use, Wetlands, Site Utilities, Local Zoning, Site Pros, Site Cons, Site Size, Number of MHUs that can be located on the site, and Owner Contact Information. Include a section as to the feasibility or infeasibility of using the site.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Expansion and Group Site Construction Report

Floodplain Evaluation Report

One (1) calendar day after a Notice to Proceed.

COR

Use local floodplain information and Flood Insurance Study (FIS) maps to determine what floodplain designation covers the identified site.

No N/A

Tier Two Site Assessment for Staging Area Feasibility, Improvement, Design and Construction;

Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Two (2) calendar days after a Notice to Proceed.

COR

Verify land ownership, verify that the utilities observed during the Tier One Assessment are adequate in supporting the number of MHUs that can be located on the site or outline what shall be accomplished for the utilities to be adequate.

Include any information that was not included in the Tier One Site Assessment.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Environmental Planning and Historic Preservation Support for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Two (2) calendar days after a Notice to Proceed.

COR

Review the site for compliance with a wide variety of environmental/historic preservation laws, policies, and executive orders; coordinate with federal, Tribal, stateState and local environmental and historic preservation officials and organizations to provide information on the selected site; gather information on latitude/longitude in decimal degrees; produce drawings that show the boundary of the proposed site and how the site relates to its surroundings, topography, photographs of the entire site and any structures on the site, endangered species lists (if any), identify special resources such as wetlands, and past uses of the land; compile copies of existing environmental assessments, remediation reports, permits, historic property designations or surveys, or archaeological surveys.

No N/A

Historical Preservation Survey for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion, Group Site Construction and Semi- Permanent/Perman ent Construction Report

Two (2) calendar days after a Notice to Proceed.

COR

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, stateState, and local environmental and historic preservation officials and organizations to obtain information on the selected sites.

Compile copies of historic property designations or surveys, or archaeological surveys.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Environmental Database Search for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion; Group Site Construction and Semi- Permanent/Perman ent Construction Report

Two (2) calendar days after a Notice to Proceed.

COR

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.

No N/A

NEPA

Compliance Assessment for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Within 13 calendar days after a Notice to Proceed.

COR

IncludeIn the report include 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, site address, latitude/longitude in decimal degrees, drawings that show the boundary of the proposed 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.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Conceptual Design Package for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Two (2) calendar days of site approval. COR

AThe package shall include a rough layout with utilities, transportation rights of way, preliminary unit locations, as well as an estimate of site preparation (quantity take-off) and a rough order of magnitude estimate to allow the FEMA team to compare costs for different sites. Drawings shall be Architectural Size E (36”x48”). Additionally, a rough order of magnitude cost (and/or reduced unit capacity of the site) resulting from additional situationally-appropriate features specifically identified by FEMA such as green space, laundry facilities, or storm shelters, among others.

No Section J.27

50 Percent Design Package for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Within four (4) calendar days of FEMA’s approval of the Conceptual Design Package.

COR

The package shall include construction timeline and milestones for site development timeline, critical path, projected baselines and daily percentages of work to be completed. Drawings that include all existing and proposed physical improvements to the property, including, but not limited to: water and power infrastructure, sewer facilities, and fire hydrants; drainage control plan; curbs, gutters, and sidewalks as required; traffic signs, pavement striping, street lighting, and fencing; erosion and sediment control plan including detention ponds, water bodies, natural features and amenities, 100 year flood contours, and easements; buffer areas, tree preservation areas, conservation areas, existing buildings and structures. Drawings shall be Architectural Size E (36”x48”)

No Section J.27

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

100 Percent Design Package for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Within two (2) calendar days after the approval of the 50 Percent Design Package

COR

This design package consists of the final coordinated design and support plans and information. This will include all federal, state, and local approvals. Drawings shall be Architectural Size E (36”x48”)

No N/A

As-Built Survey for Staging Area Feasibility, Improvement, Design and Construction;

Commercial Park Expansion and Group Site Construction Report

Within 30 days of FEMA’s acceptance of the completed group site.

CO/COR/

CO

A survey of all utilities shall be conducted after installation to determine the final locations and elevations of utility manholes and hydrants. Final elevations shall be determined for all sewer inverts and castings.

No N/A

Subcontracting Plan Compliance Report

Within 30 days of physical task order completion and prior to closeout

CO/COR/

CO

A report that identifies how well the Contractor met the small business goals articulated in their Subcontracting plan. Identify actual small business types used and the actual dollar value of the work allocated to each small business type.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

Pre Deactivation Checklist

One (1) calendar day after deactivation COR/CO A checklist that has to be completed prior deactivating a unit.

This checklist provides information of MHU condition prior to deactivation and whether or not the MHU is feasible for Reuse.

YES Section J.43

Group Site Maintenance Report

Emergency Maintenance Repair.

Applicant shall be contacted within two

(2) hours and work shall be initiated and completed within six (6) hours of work order receipt. (A complete emergency maintenance repair is defined as the imminent threat to life or property and is either completely repaired or a temporarily repaired so that a permanent repair can be completed as regular maintenance.)

Routine Maintenance Repairs shall be initiated and completed within two (2) calendar days of work order receipt.

Group Site Maintenance Inspection is required monthly and includes repairing all deferrable maintenance items.

Monthly is defined as no fewer than 25 and no more than 35 days between each inspection.

Variable

Maintenance of a group site shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of the Call Center Log, Preventive Maintenance Schedule, Maintenance Summary Report, Individual Maintenance Report, and / or visual validation of the maintenance of the MHU.

N/A Section J, Attachment J.40

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

General Safety Plan

Provide a General Safety Plan one (1) week after work order for General Safety Plan is awarded.

COR

The Contractor shall submit a proposal indicating and justifing that the Pre-Event Safety Plan needs to be revised. The plan will provide specific site safety requirements for typical MHU installation at private sites and in commercial parks. This is a modification or adaptation to the Pre-Event Safety Plan.

N/A No

Group Site Construction and Commercial Park Expansion Site Safety and Health Plan

Included with 100% Design package COR A Site Safety and Health Plan that is specific to the individual construction project and is in compliance with applicable sections of the USACE Manual. Manual linked identified in Section C.

N/A No

Difficult Single Unit Installation Site Safety and Health Plan

Prior10 days after award to commencing work on a difficult unit installation.

COR

A Site Safety and Health Plan that is specific to a difficult individual construction project and is in compliance with applicable sections of the USACE Manual. Manual linked identified in Section C.

N/A No

Emergency Unit Entry Service Report

Within two (2) hours of receipt of applicant’s call, Contractor shall perform lock out service.

Provide on a weekly basis

COR

The Contractor shall perform emergency unit entry service for MHU occupants who are unable to gain entry into the unit.

N/A No

MHU Reposition Report

Relocate the same MHU on the same site within two (2) calendar days.

Reported weekly

COR To relocate the same MHU on the same site. N/A No

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

MHU Re-install Report

Replace an MHU with a new MHU on the same site within two (2) calendar days.

Reported weekly

COR

To replace an MHU (that is no longer habitable) with a new MHU on the same site.

N/A No

MHU Relocate Report

Deactivate an MHU from a site and reinstall the same unit at another location within five (5) calendar days.

Reported weekly

COR

To deactivate an MHU from a site and reinstall the same unit at another location.

63 HOMES Training As agreed upon at contract award. COR The Contractor shall submit documentation that their personnel is appropriately trained and show respective certifications, if required.

N/A No

Conceptual Redesign

Provide a Redesign within one (1) calendar day of issuance of a work order for Conceptual Redesign.

COR

Same as Conceptual Design. Contractor shall include all changes requested after FEMA review of initial Conceptual ReDesign.

N/A No

65 50% Redesign Provide a 50% Redesign within one (1) calendar day of issuance of a work order for 50% Redesign.

COR

Same as 50% Design. Contractor shall include all changes requested after FEMA review of initial 50% Redesign.

Required Report / Deliverable

Delivery Date Delivery Recipient

Description Template Provided by FEMA

Reference

66 100% Redesign Provide a 100% Redesign wthin one (1) calendar day of issuance of the work order for 100% Redesign.

COR

Same as 100% Design. Contractor shall include all changes requested after FEMA review of initial 100 % Redesign.

N/A No

67 RESERVED

68 RESERVED

69 RESERVED

70 RESERVED

71 RESERVED

72 RESERVED

73 RESERVED

74 RESERVED

75 RESERVED

76 RESERVED

Fire Sprinkler Required Inspection Report/Certificatio n

Within one (1) calendar day of inspection completion.

COR

Perform required inspection or obtain appropriate certification as required by applicable regulations.

Provide report and or certification indicating that the Fire Sprinkler system is certified or adequate for applicable codes or required testing.

N/A No

78 RESERVED

79 RESERVED

After Action Report

Within 30 days after the last employee departs the field.

CO/COR

Include a brief overview of the MHU mission, the strengths demonstrated during the mission and areas that require improvement.

Describe each functional area within the mission such as: site inspection; haul and install; maintenance; deactivation; and/or construction. Indicate the dates of each mission function and the total length of the mission. Identify any agencies and/or organizations that were involved. Include the number of participants and location. Provide information about the structure of the mission, as well as the manner in which the mission was carried out.

The report shall analyze parties’ performance during the mission, focusing on both the problem areas and successes. Provide any feedback received from any of the participating parties within FEMA and external participants/stakeholders. Outline a recommended plan for implementing improvements to include action items, the party responsible for carrying out each action item and the expected time frame for completion. Include a

“Conclusion” section which would briefly summarize the previous sections.

SubContractor Screening Report

Within 30 days after screening event COR

Contractor will submit a listing of each potential subcontractor screened and the number of staff available to support a mission, along with the type of material, personnel, or service support each would provide and related CLINS. List shall identify geographical location of subcontractor and the geographical location where they can provide support.

N/A No

Area Assessment Report

Five (5) days after the work order is issued.

COR

Investigation of the general area of operations into which MHUs will be semi-permanently/permanently installed to provide an overview of key area factors.

N/A No

83 Individual Site Inspection / Detailed Scope of Work

Delivered four (4) days after work order is issued.

COR Individual Site Inspection shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through delivery of Individual Site Inspection / Detailed Scope of Work Report, and / or visual validation of the Individual Site Inspection.

The Individual Site Inspection / Detailed Scope of Work Report provided for each site where a manufactured home may be placed semi-permanently / permanently. It includes basic information regarding the location of the site, whether utilities are present on the site, the depth of the frost line, and a sketch of the site (clear and legible hand drawn sketch is sufficient) with measurements of available area and distance to…