Amend P00005_RFP.doc

Table of Contents

PART I - THE SCHEDULE

A-1

SECTION A - SOLICITATION/CONTRACT FORM

A-1

SF 33 SOLICITATION, OFFER AND AWARD

A-1

PART I - THE SCHEDULE

B-2

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B-2

B.1 ITEMS TO BE ACQUIRED

B-2

B.2 CONSIDERATION -- FIXED-PRICE

B-2

B.3 ESTIMATED COST AND FIXED FEE

B-2

B.4 CONSIDERATION AND PAYMENT - FIRM FIXED PRICE/COST PLUS FIXED FEE

B-2

B.5 MAXIMUM AND MINIMUM FUNDING LIMITATION

B-2

B.6 READINESS

B-2

B.7 PHASE-IN

B-2

B.8 FIXED RATES FOR SERVICES -- INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

B-2 B.9 CLIN LIST -- See Attachment E, Part III, Section J -- List of Attachments.

B-2

B.10 NEGOTIATED INDIRECT COST RATES

B-2

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C-ii

SECTION D - PACKAGING AND MARKING

D-2

D.1 PRESERVATION, PACKING AND PACKAGING -- COMMERCIAL

D-2

SECTION E - INSPECTION AND ACCEPTANCE

E-2

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E-2

E.2 INSPECTION AND ACCEPTANCE

E-2

E.3 PERFORMANCE EVALUATION

E-2

SECTION F - DELIVERIES OR PERFORMANCE

F-2

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F-2

F.2 TERM OF CONTRACT

F-2

F.3 PRINCIPAL PLACE OF PERFORMANCE

F-2

F.4 NOTICE OF DELAY

F-2

F.5 DELIVERY SCHEDULE

F-2

F.6 REPORTS OF WORK

F-2

SECTION G - CONTRACT ADMINISTRATION DATA

G-2

G.1 TRAVEL COSTS

G-2

G.2 MANDATORY PARTICIPATION IN ELECTRONIC INVOICE PROCESS

G-2

G.3 INVOICES

G-2

G.4 SUBMISSION OF INVOICES OR VOUCHERS FOR PAYMENT

G-2

G.5 PROJECT MONITOR

G-2

G.6 TECHNICAL DIRECTION AND SURVEILLANCE

G-2

G.7 TASK ORDER PROCEDURES

G-2

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H-2

H.1 CONFIDENTIALITY OF INFORMATION

H-2

H.2 NONPERSONAL SERVICES

H-2

H.3 PERFORMANCE BASED CONTRACT

H-2

H.4 AWARD PRIOR TO AUDIT

H-2 H.5 LIMITATION OF FUTURE CONTRACTING (Jul 2004) (Deviation) H-2

H.6 LOCAL PREFERENCE

H-2

H.7 GOVERNMENT-FURNISHED PROPERTY

H-2

H.8 HSAR 3052.245-70 GOVERNMENT PROPERTY REPORTS (DEC 2003)

H-2

H.9 LIABILITY INSURANCE (COST TYPE CONTRACTS)

H-2

H.10 SECURITY REQUIREMENTS

H-2

H.11 WAGE DETERMINATION

H-2

H.12 DHS LOGO/SEAL

H-2

PART II - CONTRACT CLAUSES

I-2

SECTION I - CONTRACT CLAUSES

I-2

I.1 NOTICE OF HYBRID CONTRACT

I-2

I.2 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I-2

I.3 52.204-10 REPORTING SUBCONTRACT AWARDS (SEP 2007)

I-2

I.4 52.216-7 ALLOWABLE COST AND PAYMENT (DEC 2002)

I-2

I.5 52.216-18 ORDERING (OCT 1995)

I-2

I.6 52.216-19 ORDER LIMITATIONS (OCT 1995)

I-2

I.7 52.216-22 INDEFINITE QUANTITY (OCT 1995)

I-2

I.8 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I-2

I.9 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

I-2 I.10 52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN (JULY 2005) ALTERNATE II (OCT 2001)(DEVIATION) I-2

I.11 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION (JUNE 2007)

I-2

@ I.12 52.222-2 PAYMENT FOR OVERTIME PREMIUMS (JUL 1990)

I-2

I.13 52.222-21 PROHIBITION OF SEGREGATED FACILITIES (FEB 1999)

I-2 I.14 52.222-39 NOTIFICATION OF EMPLOYEE RIGHTS CONCERNING PAYMENT OF UNION DUES OR FEES (DEC 2004) I-2

I.15 52.222-41 SERVICE CONTRACT ACT OF 1965 (NOV 2007)

I-2 $ I.16 52.222-44 FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT - PRICE ADJUSTMENT (FEB 2002) I-2

I.17 52.222-49 SERVICE CONTRACT ACT - PLACE OF PERFORMANCE UNKNOWN (MAY 1989)

I-2 I.18 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER--CENTRAL CONTRACTOR REGISTRATION (OCT 2003) I-2

$ I.19 52.246-20 WARRANTY OF SERVICES (MAY 2001)

I-2

I.20 52.249-14 EXCUSABLE DELAYS (APR 1984)

I-2

I.21 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I-2 I.22 HSAR 3052.209-70 PROHIBITION ON CONTRACTS WITH CORPORATE EXPATRIATES (JUN 2006) I-2

I.23 HSAR 3052.215-70 KEY PERSONNEL OR FACILITIES (DEC 2003)

I-2

I.24 HSAR 3052.242-72 CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (DEC 2003)

I-2

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

J-2

SECTION J - LIST OF ATTACHMENTS

J-2

PART IV - REPRESENTATIONS AND INSTRUCTIONS

K-2

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K-2

K.1 52.203-2 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION (APR 1985)

K-2 K.2 52.203-11 CERTIFICATION AND DISCLOSURE REGARDING PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS (SEPT 2007) K-2

K.3 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998)

K-2

K.4 52.204-5 WOMEN-OWNED BUSINESS (OTHER THAN SMALL BUSINESS)

K-2

K.5 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (JAN 2006)

K-2

K.6 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (DEC 2008)

K-2

K.7 52.215-6 PLACE OF PERFORMANCE (OCT 1997)

K-2

K.8 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (MAY 2004)

K-2

K.9 52.219-22 SMALL DISADVANTAGED BUSINESS STATUS (OCT 1999)

K-2

K.10 52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

K-2

K.11 52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

K-2

K.12 52.223-13 CERTIFICATION OF TOXIC CHEMICAL RELEASE REPORTING (AUG 2003)

K-2 K.13 52.225-20 PROHIBITION ON CONDUCTING RESTRICTED BUSINESS OPERATIONS IN SUDAN--CERTIFICATION (JUN 2008) K-2

K.14 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (OCT 2008)

K-2

K.15 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES (APR 2005)

K-2

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L-2

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

L-2

L.2 52.216-1 TYPE OF CONTRACT (APR 1984)

L-2

L.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

L-2

L.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

L-2

SECTION M - EVALUATION FACTORS FOR AWARD

M-2

M.1 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

M-2

M.2 EVALUATION CRITERIA AND BASIS FOR AWARD

M-2

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 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 incident to, performing and providing the following items of work:

Individual Assistance/Technical Assistance in accordance with Section C - Performance Work Statement

B.2 CONSIDERATION -- FIXED-PRICE

Onetime Phase-in, Readiness, and all CLINs listed as FFP at contract level in the CLIN Table.

(a) Total payment(s) shall be made upon the satisfactory completion and Government acceptance of all requirements under the contract. Phase-In is fixed price for a one-time fee and Readiness will be paid on a monthly basis.

B.3 ESTIMATED COST AND FIXED FEE

The estimated cost of this contract is (TBD per Task Order). The fixed fee is (TBD per Task Order). The total estimated cost and fixed fee is (TBD per Task Order). The fixed fee shall be paid in installments based on the monthly percentage of completion of work, as determined by the Contracting Officer, and subject to the withholding provisions of this contract (FAR 52.216-8). Payment of fixed fee will not be made in less than monthly increments.

B.4 CONSIDERATION AND PAYMENT - FIRM FIXED PRICE/COST PLUS FIXED FEE

(a) FIRM FIXED PRICE. Monthly payment(s) shall be made upon the satisfactory completion, inspection and acceptance of the Government.

(b) Services may be ordered at any time during the effective period of performance. Task orders shall be issued in accordance with the Section G clause entitled "Task Order Procedures." The aggregate dollar amount of all task order funding obligations shall not exceed the ceiling price of this contract as specified in the Section B clause entitled "Maximum and Minimum Funding Limitation".

B.5 MAXIMUM AND MINIMUM FUNDING LIMITATION

The maximum funding limitation for this contract (inclusive of the aggregate price of all task orders issued) shall not exceed _______ . The guaranteed minimum under this contract is ________.

B.6 READINESS

The Contractor shall provide Readiness for the overall contract. Responsibilities include but are not limited to: Project Management, Training, Reports, and Project Briefings, which are not disaster specific. All disaster specific costs shall be billed under each individual task order. Responsibilities for Readiness are identified in the Performance Work Statement, Section 9.4.

Readiness costs will be awarded by a Fixed Price Task Order. Any applicable Readiness tasks (e.g., reporting, briefing, and quality control) that the Government requires past the contract expiration date will be directly charged to the specific task orders that remain open after formal contract expiration. Readiness will be paid on a monthly basis.

B.7 PHASE-IN

The Contractor shall provide Phase-In within the first thirty (30) calendar days after contract award. Responsibilites for phase in are identified in the Performance Work Statement, Section 9.3. The Phase-In will be paid on a one time fee basis for the contract.

The Phase-In cost will be awarded by a one time Fixed Priced Task Order.

B.8 FIXED RATES FOR SERVICES -- INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

The following Contract Line Items (CLINs) shall apply for payment purposes for the duration of the contract -- from date of award through sixty months.

Date of Award through not to exceed 60 months:

Base Period – From Date of award for a period of twelve months with each option period to be 12 month intervals.

Contract

Line Item

Number Unit Extended

(CLIN)

Description Unit QTY Price Price

Phase In Lump

Sum

Readiness Monthly

First Option Period -- TBD

Readiness Monthly 12

Second Option Period -- TBD

Monthly 12

Third Option Period -- TBD

Monthly 12

Forth Option Period -- TBD

Monthly 12

B.9 CLIN LIST -- See Attachment E, Part III, Section J -- List of Attachments.

B.10 NEGOTIATED INDIRECT COST RATES

Notwithstanding the provisions of Clause 52.216-7 of this contract entitled, "Allowable Cost and Payment," the allowable indirect costs under this contract shall be obtained by applying negotiated indirect rates to bases agreed upon by the parties. The period(s) for which such rates will be established shall correspond to the contractor's fiscal year(s).

Negotiation of final indirect rates shall be in accordance with FAR 52.216-7 and Subpart 42.700 of the Federal Acquisition Regulation.

The results of each negotiation shall be set forth in a modification to this contract which shall specify (1) the agreed final rates, (2) the bases to which the rates apply, and (3) the periods for which the rates apply.

Pending establishment of final overhead rates for any period, the Contractor shall be reimbursed for allowable indirect costs, not claimed elsewhere, at the following billing rate(s). Such billing rate(s) may, at the request of either party, be revised by mutual consent to apply either retroactively or prospectively to prevent substantial over and under payment.

To Be Proposed by Offeror

Indirect

Base of

Billing

Contractor's

Cost

Application Rate

Fiscal Year

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Table of Contents

21.0 Introduction

22.0 FEMA’s Mission

22.1 FEMA’s Strategic Plan Goals

22.2 Overarching Themes

23.0 Background

24.0 General Scope

25.0 Summary of Required Services

25.1 Housing Program Support

25.2 Mass Care/Emergency Assistance and Sheltering

25.3 General Construction Services

25.4 Planning, Staffing and Logistics:

26.0 Housing Program Support – Task Details

26.1 Staging Area Design, Development and Management

26.2 Staging Area Design and Construction

26.3 Transportation of Housing Units

26.4 Community Site Land Assessment and Design

26.5 Unit Maintenance

26.6 Community Site Maintenance

26.7 Deactivation and Unit Realignment

26.8 Maintenance Hotline

27.0 Construction Services

27.1 Design, Construction and Installation

27.2 Community Site Construction and Unit Installation

27.3 Facility Renovation, Construction and Maintenance Services

28.0 Mass Care Support

28.1 Mass Care/Emergency Assistance Support

28.2 Scope of Mass Care/Emergency Assistance Support

29.0 Planning, Staffing and Logistics

29.1 Program Management

29.2 Allocation of Work

29.3 Phase-In

29.4 Readiness/Playbook

29.5 Readiness Plan

29.6 Disaster Recovery Center(s) (DRC):

29.7 Quality of Work

29.8 Personnel

29.9 Contract Status Reporting

29.10 Project and Task Order Management

29.11 Work Plan

29.12 Other Reporting

29.13 Pre-Operations Planning

Error! Bookmark not defined.10.0 Performance Requirements Summary

211.0 Management of Government Furnished Equipment and Property (GFE, GFP)

212.0 Place of Performance

213.0 Period of Performance

214.0 Security

215.0 Intellectual Property

216.0 Applicable Documents

217.0 Definitions

218.0 Abbreviations

1.0 Introduction

The Federal Emergency Management Agency (FEMA) is the federal agency responsible for leading the Nation’s efforts to prepare for, protect and mitigate against, respond to, and recover from the impacts of natural disasters and man-made incidents or terrorist events. FEMA’s formation in 1979 by a Presidential executive order directed the combination of federal programs that addressed emergency management for all types of incidents into a single agency.

Though created as the Federal Agency that leads and manages emergency management on behalf of the Nation, there are many organizations engaged in all phases of emergency management at the federal, state, tribal entities and local levels. FEMA, in its leadership role, must set the standard for emergency management across the Nation and help build strong relationships among its partners. As a first step, FEMA will foster a culture of preparedness by building combined and comprehensive national capabilities that better protect us from the extraordinary natural and man-made threats that face our Nation.

The Post-Katrina Emergency Management Reform Act passed by Congress and signed by the President in October 2006, sets forth a new expanded mission for FEMA. Our mandate is to reduce the loss of life and property and protect the Nation from all hazards, including natural disasters, acts of terrorism, and other man-made disasters, by leading and supporting the Nation in a risk-based, comprehensive emergency management system of preparedness, protection, response, recovery, and mitigation.

2.0 FEMA’s Mission

FEMA’s Mission is to reduce the loss of life and property and protect the Nation from all hazards, including natural disasters, acts of terrorism, and other man-made disasters, by leading and supporting the Nation in a risk-based, comprehensive emergency management system of preparedness, protection, response, recovery, and mitigation.

2.1 FEMA’s Strategic Plan Goals

· To provide customer-focused, field-based, and results-oriented mission delivery;

· To provide compassionate program and service delivery to all populations;

· To provide strong leadership, teamwork, and accountability at all levels;

· To maintain a professional workforce of motivated employees who are empowered and equipped to act;

· To seek and create strong partnerships that leverage capabilities and capitalize on public-private efficiencies; and

· To maintain a business approach to achieving desired results with a strong foundation in technology.

2.2 Overarching Themes

· Lead an integrated approach that strengthens the Nation’s ability to address disasters, emergencies, and terrorist events;

· Deliver easily accessible and coordinated assistance for all programs;

· Provide reliable information at the right time for all users;

· Invest in people and have people invest in FEMA to ensure mission success; and

· Build public trust and confidence through performance and stewardship.

3.0 Background

The mission of FEMA’s Individual Assistance Division (IAD) is to ensure that individuals and families that have been affected by disasters have access to the full range of FEMA programs in a timely manner with the best possible level of service. The Individual Assistance – Technical Assistance (IA-TAC) Management Branch within the IAD was formed in 2005 as a Program Management Office overseeing contractor support for the IAD mission.

The IA-TAC Management Branch requires contractors (or contractor teams) to support the mission that are capable of delivering emergency management, program management, and project management services, as well as construction, architectural, and engineering support to multiple disaster missions of any size, anywhere in the United States and its territories.

FEMA awarded Individual Assistance Technical Assistance (IA-TAC II) contracts to support FEMA’s implementation of the agency’s Individual Assistance, Direct Assistance programs as authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act. These contracts have an expiration date of February 8, 2009, but a modification has been approved for an extension until May 8, 2009. The IA-TAC II contracts will be replaced by IDIQ, Performance Based Contracts with Performance Requirements Summaries.

4.0 General Scope

The geographic area of responsibility for this work has been broken down into four sectors, as follows:

· Alpha – FEMA Regions VIII, IX, X

· Bravo – FEMA Regions I, II, V

· Charlie – FEMA Regions VI, VII

· Delta – FEMA Regions III, IV

The sectors, shown graphically below, were created based on an analysis of disaster activity data from 1963 until the present day, and were shaped to encompass all 10 FEMA regions.

There will be one contract awarded per Sector.

In order to assign the a specific sector to one contractor, the four sectors were ranked based on an analysis of the number of post-Katrina disaster declarations under IA-TAC II; this data was used to estimate the probability of future missions in each sector. It was determined that Charlie Sector has required the highest number of missions under IA-TAC II, followed in order by Bravo, Delta, and Alpha.

Following the evaluation process, the Offeror that has been determined to have the highest rated proposal and best value will be assigned Charlie Sector. The other three sectors will be assigned in order of ranking to the Offerors rated second, third and fourth. The rankings and assignments will be determined as follows:

Delta Sector

Third Highest Rating

This concept of four Sectors will enable FEMA personnel and company personnel to know, at the time of a disaster, the contractor who will be responsible for the disaster based on the Sector in which the disaster is located. This concept further provides contractors a smaller zone of responsibility than was expected in previous contracts, when contractors bid on the entire country and territories. This Sector approach affords the designated Sector contractor to be more knowledgeable and therefore better equipped to handle their awarded Sector. The size and scope of the contractor’s task or mission may vary based on the Sector, scale and magnitude of damage, type of incident, impact on the national security, and the projected number of displaced individuals and households, as well as the availability of resources (housing, personnel, supplies, and materials).

The contractors shall provide support for all types of hazards (man-made or natural), to include (but not limited to) floods, tornadoes, hurricanes, typhoons, earthquakes, tsunamis, and those Incidents of National Significance as defined or indicated by FEMA. Support will include, but not be limited to, performing or supporting the following functions or tasks: (A) Housing Program Support; (B) Mass Care/Emergency Assistance and Sheltering; (C) General Construction Services; (D) Planning, Staffing and Logistics.

5.0 Summary of Required Services

5.1 Housing Program Support

Within the Housing Program, contractors will be asked to propose on:

(a) Site assessments for potential community sites, commercial parks and placement of temporary housing;

(b) Site inspections for potential placement of temporary housing on a disaster applicant’s property;

(c) Staging area management and support, including but not limited to, staging operations and staffing;

(d) Resources tracking, monitoring, inventory management,

(e) Transportation, installation, deactivation, and removal of temporary housing units and/or structures;

(f) Community site/facility design services for addressing temporary housing;

(g) Program implementation support and management;

(h) Limited maintenance of temporary housing units;

(i) Housing strategy support (e.g. gather, analyze, and issue recommendations related to short, medium and long term housing solutions); and

(j) Technical Support Staffing (e.g. assist in identification of housing needs/solutions) to include but not be limited to facility and shelter set-up planning and/or management services.

These services include: (1) hauling and installation of temporary housing units; (2) design of community sites; (3) shelter facility identification and assessment; and, (4) other technical assistance in support of the IA mission.

5.2 Mass Care/Emergency Assistance and Sheltering

Within the Mass Care/Emergency Assistance and Sheltering Program the contractor will be asked to provide support for:

(k) Planning and operational support for Mass Care.

(l) Performance of any or all (i.e., “turnkey”) aspects of shelter identification of Mass Care facilities, including set up, management, operations, and closing. This may include, but is not limited to, the following elements: (1) Facilities, (2) Staffing, (3) Logistics, (4) Operations, (5) Security, and (6) Feeding.

(m) Identification of facilities, set up to ensure functionality,

(n) Management and operation of congregate care and other mass care facilities in accordance with all applicable federal, state, tribal and local codes

(o) Feeding services for shelter occupants and disaster affected populations;

(p) Distribution of emergency supplies;

(q) Emergency first aid;

(r) Mass evacuation support;

(s) Trained and/or licensed personnel in accordance with state statutes to care for functional and special needs shelter occupants;

(t) Care for service animals and household pets;

(u) Closing congregate care and other designated mass care and/or congregate care facilities;

(v) Pre-operation and operational planning support such as planners, feeding specialists, shelter specialists, logisticians, travel managers, and other special staffing requirements. Mass Care/Emergency Assistance services are to be considered when developing the Readiness Plan.

5.3 General Construction Services

This function includes:

(w) General construction services (e.g. temporary housing of disaster workers or applicants);

(x) Refurbishment of existing housing units);

(y) Construction and/or retrofitting of facilities that meet all applicable federal, state, tribal and local codes for mass care events.

(z) Design and construction of community sites; and

(aa) Shelter facility identification, assessment and repair.

5.4 Planning, Staffing and Logistics:

Within Planning, Staffing and Logistics, the contractor will be asked to provide program management; phase-in requirements; a Readiness Plan and Playbook; and planning for Disaster Recovery Centers.

These services include: pre-operation and operational planning support such as planners, feeding specialists, shelter specialists, logisticians, travel managers, and other special staffing requirements. Mass Care/Emergency Assistance services are to be considered when developing the Readiness Plan.

6.0 Housing Program Support – Task Details

6.1 Staging Area Design, Development and Management

6.1.1 Unit Staging Area Management and Support

6.1.1.1 Staging areas are used to receive units from FEMA Logistics or other sources. The contractor will coordinate the dispatching of the assets to their intended destinations.

6.1.1.2 The contractor shall support staging operations, to include unit dispatch, receiving, inspection, shipping preparations, and staging security. For staging security, the level of commitment is based on risk assessment. A minimum of one unarmed guard per staging area 24 hrs/day, 7 days/week..

6.1.1.3 The contractor shall develop processes and procedures to manage the housing units in the staging area, addressing unit storage, traffic flow, access for inspections, receiving reports and logs.

6.1.1.4 Unit receiving and dispatching must include a process for capturing the bar code serial number and recording the condition of the unit. When the unit is initially received, the unit is considered “out-of service” until the unit has been inspected and found to be “fully mission capable” (FMC). The contractor’s staging personnel shall not dispatch the units until the units are identified in the staging “Unit Availability” queue. The units shall be considered as “Assigned” from the “Unit Availability” queue when the staging personnel assigns the units to Task Orders issued and the contractor picks up the units for installation. When the units are returned from deactivations, the units are considered “out of service”.

6.1.2 The contractor shall include information on staging area activities, issues, and inventory in its Daily Reports. The information shall include, but may not be limited to:

6.1.2.1 The number and types of units received and dispatched;

6.1.2.2 A description of condition of the units, including the number of units that are/are not fully mission capable; and

6.1.2.3 Other disaster specific information as required:

6.1.3 Parts Inventory

6.1.3.1 The contractor may be required to maintain an inventory of spare parts for frequently needed items for repairs to temporary housing units. FEMA will provide a list with the quantities of any parts provided as government furnished property (GFP).

6.1.3.2 A shipping container may be provided to the contractor for storing and maintaining the inventory of spare parts. The container shall be adapted by the contractor for storage of parts in a safe, organized, efficient manner that prevents damage to the inventoried GFP items and facilitates tracking the GFP.

6.2 Staging Area Design and Construction

6.2.1 The contractor shall (a) identify and assess prospective staging area sites and (b) design and construct required staging areas as required by Task Order.

6.2.2.

The design of the staging area may include aggregate surface, filter fabric, security fencing, lighting, sewer, water, and electrical service, office space, site layout to include temporary housing unit (THU) storage placement, traffic flow and guard houses.

6.2.3 The area will be designed with security, traffic flow, and trailer storage planning taken into consideration.

6.2.4 The design shall be approved by the COTR prior to commencing work. The contractor shall construct the area in accordance with the approved design.

6.3 Transportation of Housing Units

6.3.1 Unit Transport from storage centers to staging area(s).

6.3.1.1 The contractor’s responsibilities include, but are not limited to, all permitting, transportation, labor, and materials to accomplish the transportation of units from the designated FEMA storage location(s) to the designated staging areas.

6.3.1.2 The contractor shall pick up the units from the staging areas and deliver them to the appropriate location or installation site in accordance with all, Federal, State, tribal entities and local laws. The contractor shall inspect each unit to ensure that it is Fully Mission Capable (FMC).

6.3.1.3 The towing operator must be properly licensed and insured to protect the Government’s interest. The contractor is responsible for the permitting, transportation, labor, and materials to accomplish the tasks or function. The contractor shall provide to FEMA the names of drivers before they arrive at any storage or staging location to take possession of any unit.

6.3.1.4 The contractor shall repair any damage incurred to the unit while in transit.The contractor is responsible for inspecting the unit prior to moving it from the designated location. Units not FMC shall not be removed from the designated pick up location.

6.3.2 Transport of housing units from staging area(s) to approved site(s).

6.3.2.1 Towing the unit shall be from a designated site identified by FEMA to another designated site determined by FEMA. The contractor is responsible for inspecting the unit prior to moving it from the designated location.

6.3.2.2 Each unit shall be properly placed, positioned, and aligned on the site identified by the FEMA COTR or designee. If the unit is improperly positioned, the contractor must reposition the unit at no additional cost by the end of the day following delivery to the site. If the contractor fails to perform, FEMA reserves the right to reassign the unit to another entity or contractor or have the unit repositioned and to charge back the costs to the original contractor for the repositioning.

6.3.2.3 The towing operator must be properly licensed and insured to protect the Government’s interest. The contractor is responsible for the permitting, transportation, labor, and materials to accomplish the tasks or function.

6.3.3 Difficult Site (Heavy Tow or Equipment) for Manufactured Home(MH), Park Model (PM), Temporary Housing Unit(THU) and Other Structures:

The contractor shall furnish appropriate equipment that may be needed to place a Manufactured Home, Park Model, or other prefabricated unit larger than a THU on a designated site. The COTR and/or FEMA Project Monitor or designee and must pre-approve use of the heavy equipment.

6.4 Community Site Land Assessment and Design

6.4.1 Community Site Land Assessments

6.4.1.1 The contractor shall be responsible for assessing the feasibility of prospective community site locations, and make recommendations in coordination with the Mission Planning Team (MPT). As part of Readiness, the contractor will designate one individual to become part of FEMA’s IA-TAC MPT as needed. For massive events, two or more individuals may be requested by the Program Manager for the MPT.

6.4.1.2 The contractor is responsible for reporting the results of the assessment and feasibility analysis to the COTR.

6.4.1.3 The Contractor shall evaluate the same features as described in the section “Site Inspections,” unless otherwise specified through technical direction from the COTR or a task order.

6.4.2 Community Site Design

6.4.2.1 Construction Materials: The contractor shall identify all required construction materials. All construction material purchases shall comply with applicable provisions of FAR Part 25 (48 CFR Part 25).

6.4.2.2 Lighting & Facility Illumination: The contractor’s design shall identify necessary lighting and illumination systems.

6.4.2.3 Fences and Barriers: The contractor’s design shall identify fences, barriers and implemented separation mechanisms.

6.4.2.4 Signs and identification: The contractor’s design shall identify required signs and utilize applicable reflection standards.

6.4.2.5 Safety & Security management: The contractor’s design shall identify security measures to ensure the safety and security of persons at the site. The contractor shall coordinate with FEMA and DHS security to ensure the design meets all FEMA requirements for safety and security.

6.4.2.6 Solid Waste Management: The contractor’s design shall identify any necessary dumpster locations.

6.4.2.7 Uniform Federal Accessibility Standard (UFAS) Requirements: Ten percent of the unit pads and parking spaces shall be compliant with UFAS in the contractor’s design, unless otherwise specified in the Task Order or as directed by the COTR.

6.4.2.8 Non-UFAS Parking: The contractor’s design shall (a) provide two off-street parking spaces per pad; (b) clearly identify parking areas and spaces, which shall be firm and stable in order to serve the parking purpose; (c) provide adequate drainage; and (d) ensure that each space is at least eight (8) feet wide by twenty (20) feet long with adequate access, maneuvering area, and illumination.

6.4.2.9 Van Accessible: The contractor shall provide at least one van-accessible parking space at each bus stop, public area, and mail box area. Each van-accessible parking space shall be at least nine (9) feet wide and identified with a sign using the international van accessible symbol.

6.4.2.10 Environmental Support: Support FEMA or designee work on any environmental issues. The contractor shall assess each potential community site for endangered species, historical concerns and check the Superfund Register. The contractor shall coordinate with FEMA Regional Environmental Office of Environmental Planning and Historic Preservation, to be identified at the Kickoff Meeting.

6.4.2.11 Temporary Construction Facilities: The contractor shall illustrate the location of any proposed temporary office trailers in the design. The Operations Plan shall describe why one or more office trailers are needed and how they will be used.

6.4.2.12 Conceptual Design Package: The contractor shall provide to the COTR three copies of a Conceptual Design Package within 24 hours after site approval. This will consist of a conceptual modular unit layout overlaid on an aerial photo, identification of utilities, and preliminary costs.

6.4.2.13 50% Design Packages: The contractor shall provide the 50% Design Package within 3 days of FEMA’s approval to develop the site. The design is to be coordinated with State and Local Officials for preliminary approval. A Preliminary Operations Plan must be submitted with the 50% design.

6.4.2.14 The contractor shall provide to the COTR the following in the Design Package for each site:

6.4.2.14.1 Site development timeline and time-phased schedule;

6.4.2.14.2 Resources Strategy;

6.4.2.14.3 Critical Path;

6.4.2.14.4 Projected baselines and daily percentages of work completed;

6.4.2.14.5 Detailed list of Materials and Equipment with quantities; 6.4.2.14.6 Illustrations of existing and proposed physical improvements

6.4.2.14.7 Points of contact for all Federal, State, tribal entities and local permitting and regulatory authorities required to participate or provide information for this task; and

6.4.2.14.8 Provide a list of all required permits or copies of letters exempting this project from permit requirements.

6.4.2.15 The Operations Plan may require working in shifts to cover 24 hours per day, 7 days per week, as necessary to meet mission requirements.

6.4.2.16 Final Design Package (100%): The contractor’s final drawings must be sealed by a professional engineer. The Contractor shall include the Final Operations Plan, which shall include a project schedule, phasing strategy and the status of permit applications.

6.5 Unit Maintenance

6.5.1 Maintenance Areas of Responsibility: The contractor shall be responsible for maintaining all interior and exterior components of the unit for up to 180 days until transition to a follow-on, local contractor. However, the government will make every effort to transition this work as soon as possible after unit installation to local contractors. Maintenance includes:

6.5.1.1 Plumbing System

6.5.1.2 Sewage and septic systems

6.5.1.3 Electrical System

6.5.1.4 Heating and Cooling System

6.5.1.5 Replacement of Components

6.5.1.6 Entrance/Exit components

6.5.1.7 Appliances

6.5.2 Establishment of Procedures: The contractor shall establish and coordinate maintenance procedures and applicant update procedures. These procedures, including a maintenance request line, need to be in place prior to the first unit installation. The contractor shall also include procedures for capturing and reporting information on maintenance requests.

6.5.3 Maintenance Requests: The contractor shall establish and operate a maintenance request line with a toll free telephone number for occupants to call and report maintenance problems or check on the status of a maintenance request.

6.5.4 Response Time for Routine Maintenance Requests: The contractor shall respond to routine (non-emergency) maintenance requests within 48 hours. When such 48-hour completion time would expire on Saturdays, Sundays, or holidays, the 48-hour time period shall extend to the following business or work day, as appropriate.

6.5.5 Maintenance Needs Identified During Service Calls: When responding to routine maintenance requests, the contractor shall complete routine maintenance items requested by the occupant even if they are not on the Task Order.

6.5.6 Preventive Monthly Maintenance: Monthly inspections for each installed unit will begin thirty (30) days after unit is made ready for occupancy (RFO). The contractor shall inspect the interior and exterior for damage and ensure that all components are in working order. The inspection shall include, but is not limited to: gas lines, electrical systems, sewer lines, and water lines. The contractor shall use the following guidelines for scheduling routine maintenance:

6.5.6.1 The contractor shall give at least 24-hour advance notice of a scheduled preventive maintenance inspection to the unit occupant.

6.5.6.2 If the contractor is unable to contact the occupant after four (4) attempts over a minimum period of forty-eight (48) hours, the contractor shall notify the COTR and submit documented evidence of attempts to make contact.

6.5.6.3 The contractor shall ask the occupant, at the time of the monthly inspection, if there are any maintenance items to report.

6.5.7 Emergency Repairs: Repairs that are necessary to eliminate health, safety or security hazards shall be considered emergency repairs. 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 normal workday. Typical examples of issues that may require emergency repair include:

6.5.7.1 Gas leaks;

6.5.7.2 Major water leaks where a shut off valve cannot be located;

6.5.7.3 Sewage leak (Health concern);

6.5.7.4 No heat (when outside temperature is, or is expected to go below fifty (50) degrees Fahrenheit);

6.5.7.5 No A/C (when outside temperature is, or is expected to go above eighty (80) degrees Fahrenheit);

6.5.7.6 No electricity (excluding local power company failure), or major electrical malfunction.

6.5.8 Unit Refurbishment: The contractor shall clean and refurbish units for re-occupancy. “Refurbishment” means restoration of the unit to a “like new” condition, with the exception of reasonable wear and tear. Refurbishment may include, but is not limited to:

6.5.8.1 All items covered under the contractor’s maintenance responsibilities,

6.5.8.2 Repair or replacement of broken or faulty equipment, systems or furniture,

6.5.8.3 Repair or replacement of finish materials such as carpet and trim, and

6.5.8.4 Cleaning the floors, kitchens, bathrooms, and all appliances

6.5.9 Major Repairs Items. As required by the COTR in writing prior to any work being done. This is defined as replacement of a single item (Major Item) including parts, supplies, and materials (individually or collectively) costing more than $250.00 of materials and/or $250.00 of labor per work order or service call. Maintenance in excess of $250 for materials but less than $3000 will require COTR approval. Repairs in excess of $3000 shall require CO approval.

6.5.10 Reporting: contractor shall establish and maintain maintenance records for every structure identified in the Task Order. Maintenance records shall include emergency service calls issued, issued today, pending (on schedule), completed; routine maintenance and inspections issued, pending (on schedule), pending (overdue), completed, and other disaster specific information as required.

6.5.11 The contractor shall provide maintenance information in its daily report, along with a narrative summary of maintenance activities and issues in its weekly report.

6.5.12 During the last fifteen (15) calendar days of Task Order performance, or as required by FEMA, the contractor shall be responsible for participating and supporting the orderly transfer of responsibility for work, records, and Government Furnished Parts (GFP), Government Furnished Equipment (GFE), supplies and materials to the COTR and any contractor identified by the COTR.

6.6 Community Site Maintenance

6.6.1 Infrastructure Maintenance: The contractor shall be responsible for maintenance and upkeep of the community site. This includes the service and inspection of utility systems, buildings, roads, and other structures. The contractor shall propose an inspection schedule for the purpose of detecting incipient failures and performing maintenance.

6.6.2 Landscape Maintenance: The contractor shall propose a schedule for mowing, trimming and snow removal as required.

6.6.3 Solid Waste: Dumpster service shall be provided as required.

6.6.4 During the last fifteen (15) calendar days of Task Order performance, or as required by FEMA, the contractor shall be responsible for participating and supporting the orderly transfer of responsibility for work, records, and Government Furnished Property (GFP), Government Furnished Equipment (GFE), supplies and materials to the COTR and any Contractor identified by the COTR.

6.7 Deactivation and Unit Realignment

6.7.1 Unit deactivations include the following:

6.7.1.1 Interior Preparation: The interior fixtures, equipment, and furnishings of the unit shall be properly secured to prevent additional damages to the unit interior.

6.7.1.2 Exterior Preparation: The exterior of the unit shall be secured.

6.7.1.3 Cleaning and Fumigation: The temporary housing unit shall be completely cleaned, mopped, vacuumed, and fumigated.

6.7.1.4 Abandoned Personal Items: Abandoned personal effects shall be neatly bagged and tagged for identification. The contractor shall provide an inventory of all personal effects that have been bagged and tagged. Furthermore, the contractor shall provide three copies of the inventory that shall be distributed as follows: (1) Copy to remain with bagged and tagged personal effects, (2) Copy to be provided to FEMA Logistics when the trailer is turned in, (3) Copy to be provided to COTR as part of the contractor’s Activity Records for the unit. The neatly tagged bags shall be placed in the unit’s main bedroom.

6.7.1.5 Winterization: All water shall be removed from the system and all lines cleared.

6.7.1.6 The contractor shall deactivate, remove, and transport units to locations identified by the FEMA COTR within 7 days after deactivation issuance date. The contractor must comply with all applicable laws and regulations for transporting the unit.

6.7.1.7 The area immediately surrounding the unit shall be cleared of all material, equipment, and detritus so that nothing shall be left overnight. At the time of deactivation, the Government shall consider this material scrap and removal is the responsibility of the contractor. The contractor shall take the title to this material. All site holes shall be properly filled and tamped at time of deactivation.

6.7.2 Emergency Deactivation

6.7.2.1 Emergency deactivations may be required to eliminate a serious health, safety, or security hazard. Emergency deactivations require COTR or CO approval.

6.7.2.2 Cleaning and/or repairs associated with emergency deactivations may be performed at the site where the unit was installed or at a contractor staging area.

6.7.2.3 The contractor shall initiate emergency deactivation within six (6) hours of receipt (24 hours-a-day, seven (7) days per week) of an emergency request and complete the work within 24 hours of Task Order issuance.

6.7.3 Unit Repositioning

6.7.3.1 “Repositioning” is the movement of the installed unit to a different position on the same site. The contractor must use the same material used in the original installation to reposition the temporary housing unit, as long as the material is in good sound condition.

6.7.3.2 The contractor must have all appropriate permits and licenses within three (3) days of issuance of the Task Order.

6.7.3.3 The occupant shall not be displaced overnight without prior COTR authorization.

6.7.4 Unit Relocation

6.7.4.1 “Relocation” is the movement of the installed unit from one site to another.

6.7.4.2 The contractor must have all appropriate permits and licenses within 3 days of issuance of the Task Order.

6.7.4.3 Complete deactivation or unit pick-up and installation of the unit shall be completed within the same day.

6.7.4.4 The occupant shall not be displaced overnight without prior COTR authorization.

6.8 Maintenance Hotline

6.8.1 Establish and coordinate maintenance procedures and applicant update procedures. The contractor must have procedures and toll free number(s) established and made available for applicants to report maintenance calls such as emergency, routine, and after-hours calls or calls to check on the status of their particular case. Maintenance Hotline shall be available 24 hours a day 7 days a week. Hotline shall be fully operational prior to first unit installation. Reporting on maintenance hotline activity shall be accurate and complete. Within the Maintenance Hotline Program, the contractor will be asked to provide the following:

6.8.2 A plan to cover routine, manufacturer and emergency maintenance for the first 180 days after occupation of a temporary housing unit,

6.8.3 A sector hotline call center to receive maintenance requests from occupants of FEMA owned and operated temporary housing units,

6.8.4 Routing of maintenance requests to the appropriate maintenance contractor; collecting and analyzing data on maintenance contractor responsiveness,

6.8.5 An 800 or like telephone number with documentation and reports to the COTR daily.

7.0 Construction Services

7.1 Design, Construction and Installation

This section includes guidelines for the design and construction of mobile home parks and housing unit installation guidelines at new mobile home parks, existing parks, and individual sites.

7.1.1 The contractor shall verify that the protocol for codes and regulations, to be applied to all work, will comply with the following order of precedence: HUD and Federal requirements first (including compliance with Uniform Federal Accessibility Standards); State and local second; manufacturers third; and NCSBCS/ANSI A 225.1, last. In general, any code or regulation that is more stringent than the manufacturer’s shall be followed. The contractor shall coordinate with the appropriate authorities to determine all codes and regulations. When overridden, the contractor shall verify with the manufacturer that the installation will not void any warranties. If there is an issue with the warranty, the contractor shall immediately notify the COTR. The contractor shall not request departures from codes and regulations, or any required standard or direction, without COTR consent.

7.1.2 The contractor is encouraged to propose alternative materials, designs, or methods that meet or exceed the performance requirements by saving time, reducing costs or otherwise advancing FEMA’s objectives. Such alternative proposals must be approved by the COTR and CO prior to implementation.

7.1.3 The contractor shall be responsible for acquiring all necessary permits.

7.1.4 Contractor- furnished items that do not meet performance standards, or applicable laws and regulations, shall be replaced by the contractor at the contractor’s sole expense.

7.1.5 The contractor shall observe and comply with all Federal, state, tribal entities and local policies, regulations, and procedures concerning fire, safety, sanitation, security, and possession of drugs, alcohol, and firearms, or other lethal weapons.

7.1.6 FEMA will assign applicants to the temporary housing units unless otherwise specified in a Task Order.

7.1.7 Unit Installation at Private and Commercial Sites

7.1.7.1 The contractor shall develop practices and protocols that will create efficiencies, time and cost savings in the installation process. Temporary Housing Units shall be installed as quickly and safely as is practicable, but no later than seventy-two (72) hours from the time that a Work Order is issued.

7.1.7.2 To be completed within the seventy-two hours described above as the time limit for the installation, basic site preparation will consist of the work of 2 men working 1 hour with hand tools such as lawnmowers, chain saws, shovels, rakes, wheel barrels, etc. necessary to prepare the site for the unit which may include site grading. As necessary, the contractor shall clear and remove, to the property boundary line, any debris incident to trailer installation. The cleared area shall provide sufficient area for manufactured home/Park Model installation, provide occupants adequate access to the home and insure occupant safety. Also included are locating, exposing, and connecting water, sewer, and electrical connections whereby they can be hooked up and made serviceable. Site grading will consist of the work of 1 man working 1 hour with equipment such as a front-end loader, bobcat, or grader, necessary to provide an adequate surface and drainage for a temporary housing unit to be placed on the site 7.1.7.3 On private sites, temporary housing units should be installed in a way that does not hinder repair to the permanent housing unit on the site. Specifically, water, sewer, and electricity shall not be connected directly into dwelling utility connections that would prevent the dwelling from being occupied, removed, replaced or repaired.

7.1.7.4 The contractor is responsible for supplying all materials and supplies not provided as GFE to install and make the unit ready to occupy. GFE will typically include furnishings, appliances, water heater, furnace, A/C, living kits, and other items that are generally provided with the unit.

7.1.7.5 Upon arrival at the disaster site, the contractor shall contact and work directly with utility companies to develop a coordinated plan for identifying, marking, and scheduling permits, connections, upgrades, inspections or other requirements that will affect the installation of units and the applicant’s ability to inhabit them. When the utilities have been connected by the contractor, the contractor shall contact the COTR or designee to coordinate with DHOPS, the utilities, and the applicant to turn on the utilities prior to the “make ready” date.

7.1.7.6 It is the contractor’s responsibility to inform FEMA when unit installation is complete and when the contractor has completed its assigned connections or hook-up tasks.

7.1.7.7 If the utility companies have not completed…