PERFORMANCE_WORK_STATEMENT.pdf

PERFORMANCE WORK STATEMENT

Section C.1 General Management and Administration

C.1.1 SCOPE

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

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

C.1.1.1 Contract Type

The Logistics Housing Operations Unit Installation, Maintenance and Deactivation

(LogHOUSE) Contracts are a hybrid (firm fixed prices and time and materials) that includes services and construction. Section C contains the areas of work that will be identified specifically as either services or construction. Some parts of Section C may be applicable to both services and construction. All other sections of the contract that are applicable to the identified parts of Section C shall have the appropriate terms, conditions and clauses applicable.

The parts of Section C that are construction include:

Section C.2.4.2 Staging Area Feasibility, Improvement, Design, and Construction;

Section C.4.5 Semi-Permanent/Permanent Construction;

Section C.7 Commercial Park Expansion Feasibility, Design and Construction; and, Section C.8 Group Site Feasibility, Design and Construction.

The remainder of Section C contain work that are services unless it specifically relates to Section

C.2.4.2, Section C.4.5, Section C.7 or Section C.8.

The CLINs are hybrid to include Fixed Price, Cost Reimbursement, Labor Hour and Time and

Material. The majority of the CLINs are Fixed Price with negotiation occurring when enough information is available. Non-Fixed Price CLINs are for cost reimbursement of actual expenses incurred imposed by an outside source such as a local government or utility provider. The costs identified as being reimbursable will be reimbursed at the actual cost incurred without fees;

general and administrative costs or other overhead or burdened rate.

C.1.2 Mission

FEMA is authorized to provide disaster assistance to individuals and households for emergencies, major disasters, and Incidents of National Significance under the Robert T.

Stafford Disaster Relief and Emergency Assistance Act, as amended and Related Authorities.

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

Individual Assistance referenced in Manufactured Housing Unit Mission Service Contract

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

Housing Unit Mission Service Contract Operational Performance Expectations (PMHUM

SCOPE) (See Section J, Attachment J29). The MHUM or PMHUM SCOPE is a snapshot of a manufactured housing unit (MHU) mission as it is known at the time that FEMA requests

Contractors submit proposals for a task order. The complete mission parameters are not known at the start of an MHU mission as the needs of the disaster survivors cannot be fully assessed.

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

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

C.1.2.1 Mission Location

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

C.1.2.2 Mission Description

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

FEMA designated storage site or other locations specified by FEMA.

C.1.3 Phases of Operation/Required Availability

C.1.3.1 Phases of Operation

MHU mission task orders issued under this contract shall be awarded for a fixed period of time.

All MHU missions regardless of the mission’s length shall have three phases:

Phase- In

Operational Period

Phase- Out

Phase-In is defined as the time between task order award and the first Contractor’s arrival at the

JFO to prepare the location for the time they are required to perform the first work order. The

Operational Period is defined as the timeframe where the Contractor performs activities that assist

FEMA in the Agency’s MHU mission. Phase-Out is defined as the end of a mission when the

Contractor has completed the mission and depart the Area of Operation.

C.1.3.2 Required Availability

Required availability is defined as the Contractor having adequate and appropriate staff that is able to perform each of the requirements of the applicable sections of the contract. If the

Contractor chooses to have staff available earlier, all costs associated with that early deployment will be borne by the Contractor. Time extension requests or delays in arrival must be approved in advance, in writing, by the CO. (See Section J, Attachment J.28)

C.1.4 Performance Clock/Operational Day

The performance clock determines the start time for a work order to be completed and is measured in whole calendar days. An operational day coincides with the performance clock start time. The following table shows the parameters by which work order turnaround time operates.

Work Order Issued Work Order Due

Issued on or before 1600 hours local time on calendar day 1

Due at 1600 hours local time on calendar day 3

Issued after 1600 hours local time on calendar day 1

Due at 1600 hours local time on calendar day 4

Example 1, FEMA issues five standard site inspection requests at 10am (1000 hours) local time on Monday. For purposes of this example, it is assumed the site inspections are required to be completed and submitted to FEMA within two operational days. Because the site inspections were issued to the Contractor prior to 4pm (1600 hours), the performance clock will record

Monday (the same day) at 10am as the day and time of issue. The site inspections would be due at 4pm on Wednesday.

Example 2, FEMA issues five standard site inspection requests at 5pm (1700 hours) local time on Monday. For purposes of this example, it is assumed the site inspections are required to be completed and submitted to FEMA within two operational days. Because the site inspections were issued to the Contractor after 4pm (1600 hours) on Monday, the performance clock will record Tuesday at 7am as the day and time of issue. The site inspections would be due at 4pm on

Thursday.

NOTE: The receipt of this deliverable is determined by the COR’s timestamp either electronic or physical.

C.1.4.1 Stopping the Clock

Stopping the clock will be used as part of the calculations for Contractor performance as defined in Section E. Stopping the clock is a request from the Contractor to the Government to turn the performance clock off for delays that are outside of the Contractor’s control Due to the nature of the work, circumstances may occur, beyond the Contractor’s control, which will hinder the completion of a work order within the timeframe required. Examples of stopping the clock include waiting for the local utility to provide electricity or waiting for the local Authority

Having Jurisdiction (AHJ) to provide a required permit. When such issues are encountered, the

Contractor may request that the time performance clock be stopped until such time as the issue is no longer a factor. In order to accommodate a clock stop request, the Contractor shall make such request in writing (either hard copy or email) to the COR to include the work order number, the type of work order, the reason to stop the clock, and the anticipated length of the clock stop.

Once the COR approves the clock stop, the time lapse during the clock stop may not count against the Contractor’s performance requirement for the deliverable.

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

C.1.5 Projected Workload

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

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

Manufactured Housing Staging Area (MHSA); the construction, improvement, operation and/or staffing of a staging area; the transportation of MHUs to private sites, commercial sites, FEMA developed group sites, and/or other alternate sites; installation and maintenance of the MHUs; and deactivation and transportation of used/unneeded MHUs to a FEMA designated storage site or other location specified by FEMA.

Expected timelines and operational requirements for the provision of services specified by the

MHUM SCOPE (See Section J, Attachment J.1) and in this contract are included in this PWS and

Section F: Deliveries or Performance. However, the Contractor is responsible for supporting any

Government changes to the contract schedule. The Government will attempt to provide the

Contractor with advanced notice of any changes to the schedule in writing; however, due to the mission the Government may not be able to provide said notice.

C.1.6 Contractor Furnished Property

C.1.6.1 Contractor Furnished Property - JFO

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

C.1.6.2 Contractor Furnished Property – Contractor Field Office

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

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

Approved items shall be billed to a single CLIN and shall include receipts.

The contractor shall provide FEMA with work space as directed by the CO.

Payment for work completed under this section is CLIN # 0008CFO

C.1.7 Contractor Minimum Qualifications

The Contractor shall provide professional, courteous, and timely services, activities, and management to ensure that all work identified in this PWS is completed. This includes incorporating customer service into operations, where appropriate, as well as employing a flexible and transparent performance management system that includes performance measures of

Contractor staff, subcontractors, and other representatives. The Contractor is responsible for providing personnel who can pass a background investigation, in accordance with Homeland

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

C.1.8 Performance Evaluation Meetings

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

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

C.1.9 Electronic Data Interchange

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

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

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

C.1.10 Contractor Roles and Responsibilities

Contractor roles and responsibilities are contingent on the services required specific to the disaster event. The categories of services required may include: MHU haul; MHU staging; MHU installation (including semi-permanent/permanent installation); MHU maintenance; MHU deactivation, group site construction, group site maintenance and commercial site expansion. The required services and projected workload are specified in the MHUM SCOPE (See Section J, Attachment J.1). Roles and responsibilities for each of these categories are listed below.

C.1.10.1 General Roles and Responsibilities

1. Provide all materials, labor, tools, equipment, and services necessary for the work performed pursuant to this PWS.

2. Obtain and provide appropriately licensed staff and/or subcontractors, where required, to perform the work provided for in this PWS. This includes, for example, haulers, drivers, installation laborers, carpenters, electricians, plumbers, pest control specialists, construction workers, engineers, fence installers, pavers and/or appliance technicians (and other disciplines not listed here), as needed, for the performance of the work outlined herein. Work is to be performed in accordance with all Federal, state, and local laws, rules and regulations or of any other legitimate political subdivision or authority having jurisdiction where the work is being performed. Full and Open Awardees may, but are not required to, use Small Business Set Aside Awardees as subcontractors.

3. Prepare and submit a subcontracting plan providing, at a minimum, company name, role within the Contractor’s work plan. Full and Open Offerors shall include small business type and estimated dollar value of the work allocated to each small business type.

Contractors are encouraged to use local subcontractors to the maximum extent possible.

This subcontracting plan is required to be provided to the COR within the timeframe specified in Section F: Deliveries or Performance, Section F.6, Area #1, #11 and #53.

4. Actively coordinate with the FEMA COR or designee and notify COR or designee immediately of any potential constraints regarding any of the work provided for in this

PWS

5. Ensure that Contractor staff display appropriate identification at all times while in the field and during interactions with applicants.

6. Perform work and task order activities on time. Ensure Contractor performance meets the requirements outlined in this PWS and Section F: Deliveries or Performance.

7. Account for, track, and maintain all GFE. Provide a report to the COR on GFE disposition and status as specified in Section F: Deliveries or Performance, Section F.6, Area #35.

8. Dispose of all waste associated with any work performed pursuant to this PWS in compliance with all Federal, State, and local laws, regulations, and rules. This includes, but is not limited to, construction debris, any MHU/Travel Trailer (TT)/Park Model (PM) contents designated for disposal, as well as spent fuels, batteries, refrigerants, tires, etc.

Under no circumstances will tires and other hazardous materials be stored on FEMA group sites or other sites occupied by disaster survivors (the exception are tires for the housing unit which typically remain attached to the housing unit but can, if required for installation, be stored under the housing unit). The Contractor shall pay any fees associated with the removal and disposal of any waste, including hazardous or special waste, generated by the

Contractor.

9. Contractor Safety:

a. The Contractor shall furnish all required safety equipment and/or clothing, which may be required for personnel as mandated by Federal, State, and local code, whichever is more stringent. This will include maintaining a safe working environment for the

Contractor’s employees, unit occupants, FEMA staff, other Contractors and the general public. At no time will the Contractor leave unattended or otherwise unprotected, any excavation or safety hazard that might cause injury to persons.

b. The Contractor shall comply with the Department of Labor and the Occupational

Safety and Health Administration (OSHA) safety regulations, U.S. Army Corps of

Engineers Safety Manual EM 385-1-1 rules and requirements, as well as any other

Federal, state, county and local laws, codes and ordinances, whichever is more stringent. OSHA regulations can be found on the internet at https://www.osha.gov/law-regs.html. The current U.S. Army Corps of Engineers manual can be found on the internet at-http://publications.usace.army.mil/publications/eng-manuals/.

10. Provide reports, as defined by Section F: Deliveries or Performance and by the COR.

Ensure that all reports meet the information needs specified by Section F: Deliveries or

Performance and any additional information requested by the COR. Maintain accurate records and provide all documents as required in the contract, specifically as defined in

Section F: Deliveries or Performance.

C.1.10.2 MHU Transport Roles and Responsibilities

1. Perform transportation as specified in this PWS and complete all deliverables or performance as specified in Section F: Deliveries or Performance.

2. Transport MHUs from pickup locations designated by FEMA to delivery locations designated by FEMA without causing any damage to the unit. The Contractor’s transportation work may be to, from, and/or between Manufactured Housing Storage Sites

(MHSS); installation addresses; Manufactured Housing Staging Areas (MHSA);

manufacturer’s facilities; or other locations.

3. Hauling locations and other transportation services are specified in: MHUM SCOPE (See http://publications.usace.army.mil/publications/eng-manuals/

Section J, Attachment J.1) or specified by the COR in a work order.

4. Damages to the MHU during transport are the responsibility of the Contractor. Repairs determined by the COR not to be the responsibility of the Contractor that occur during transportation will be as directed and authorized by the COR or CO. The Contractor may provide the COR with information that could allow the COR to make a determination of responsibility. The COR’s determination of responsibility shall be final. Repairs shall be carried out within three (3) business days of the COR’s decision.

5. Obtain all permits and licenses for transport, as required. The cost for the licenses and/or permits will be reimbursed by the Government if receipts documenting the expense are provided to the COR.

C.1.10.3 MHU Staging Roles and Responsibilities

1. Create a staging area through construction or property improvement if directed by: MHUM

SCOPE (See Section J, Attachment J.1) and/or the COR through a work order. Details regarding the location of the staging area are specified in the requirements document

(MHUM SCOPE or Work Order).

2. Staff and operate a staging area if directed by: MHUM SCOPE (See Section J, Attachment

J.1) and/or the COR. Details regarding the location of the staging area are specified in the

MHUM SCOPE.

3. Receive MHUs from FEMA or FEMA’s designee.

4. Maintain the MHUs in the condition that they were transferred, or make authorized repairs to the MHU as necessary or as directed by the COR or CO.

C.1.10.4 MHU Temporary Install Roles and Responsibilities

1. Perform site inspections as specified in this PWS and complete all deliverables or performance as specified in Section F: Deliveries or Performance.

2. Obtain all bonds (as applicable) and permits required for MHU installation. The cost for the bond and/or permit will be reimbursed by the Government if receipts documenting the expense are provided to the COR.

3. Coordinate efforts with all Government entities as required by Federal, state, and local laws and regulations.

4. Install MHUs in accordance with the specifications in this PWS and as specified in

Section F: Deliveries or Performance.

5. Obtain the landowners authorization for access to private sites (using FEMA’s “Right of

Entry” (ROE) form). The ROE form (Section J, Attachment J.41) will be signed by the landowner prior to the Contractor conducting a site inspection. The Contractor shall conduct site inspections as directed by the COR within the timeframes specified in this

PWS and as described in Section F: Deliveries or Performance.

6. Work in conjunction with FEMA staff in assessing potential locations for group sites/commercial parks.

7. When the MHU is equipped with a residential fire sprinkler system ensure that the residential fire sprinkler system is installed and properly functioning (applies to all installation locations include private sites, commercial sites, group sites and semi-permanent/permanent installations).

8. Ensure that there is space available for the installation of the external residential fire sprinkler system’s tank and pump system and that the tank and pump system is installed and operating properly.

C.1.10.5 MHU Permanent Install Roles and Responsibilities

1. Perform all items in C.1.13.1 (as applicable), in addition to the items below (as applicable).

2. Perform area-wide and site-specific inspections and/or assessments as specified in this

PWS and complete all deliverables or performance as specified in Section F: Deliveries or Performance.

3. Coordinate efforts with all Government entities as required by Federal, state, and local laws and regulations.

4. The categories of services required may include: Site Preparation, Road Preparation, Construction of Septic System, Connecting Water with Rural Water when Feasible or - as an alternative - Drilling Wells, MHU haul; Existing Damaged Dwelling Materials

Removal, Property Preparation for Hauling & Installation, Permanent MHU installation;

and private sites in preparation for permanent installations as directed by the CO or COR.

5. In general, HUD regulations and current International Building Code (IBC) and/or current International Residential Code (IRC) shall be utilized as applicable.

6. If work is to be conducted on a Native American Reservation, the following provisions shall apply:

a. All employees of the FEMA contractor are required to attend a Cultural Awareness /

Archaeological Site / Traditional Use Properties Identification training and orientation prior to beginning work at the Reservation. The contractor project management and quality control staff shall also be required to attend Environmental

Awareness training and orientation prior to beginning work at the Reservation. These awareness trainings and orientations are applicable across and throughout the

Reservation, and at each Reservation property in accordance with the Tribal Historic

Preservation Office (THPO) for sacred sites, traditional cultural properties, traditional use properties, archeological sites, historic Tribal sites, unmarked burial sites, and medicine plants.

b. The Tribal Employment Rights Office (TERO) ordinances and regulations apply to contractors working for FEMA on the reservation. TERO ordinances/regulations may be applicable to the contractor performance of the hauling and installation mission for: TERO core-crew employment preference, fees and penalties, reporting, compliance planning and surveillance, hiring.

c. Compliance with THPO requirements shall be included in the contractor’s quality control plan and field process(es) as applicable.

d. Tribal ordinances and regulations may limit all non-tribal personnel on the reservation for contract work during evening/night, or other specific hours. The contractor is responsible to follow the ordinances and regulations on the reservation as they apply to TERO and notify the COR in writing immediately.

e. Use Local subcontractors to the maximum extent practicable as applicable to the

Tribal Employment Rights Office (TERO). Work done on Tribal Land is subject to

TERO rules and procedures. The contractor must contact the TERO office prior to initiating work

C.1.10.6 MHU Maintenance Roles and Responsibilities

1. Perform MHU maintenance as specified in this PWS and as specified in Section F:

Deliveries or Performance.

2. The Contractor will not be required to make service calls for issues that occupants are generally responsible for such as changing light bulbs, maid service, washing windows, changing curtains, and changing linen for occupied units, etc. However, lock out service is a maintenance responsibility of the contract.

3. Provide and perform maintenance activities for a base period specified in the MHUM

SCOPE (See Section J, Attachment J.1). These services may be extended under additional task orders or extensions by the Government.

4. Ensure the proper maintenance of the Residential Fire Sprinkler System and the External

Tank and Pump System.

C.1.10.7 MHU Deactivation Roles and Responsibilities

1. Perform MHU deactivation as specified in this PWS and as specified in Section F:

Deliveries or Performance.

2. Obtain all bonds (as applicable) and permits required for unit deactivation. Fees will be reimbursed at actual expense by the Government if receipts documenting the expense are provided to the COR.

3. Take possession of and remove all material used to install the MHU.

4. Transport the MHU to a destination as directed by the COR (deactivation includes first

100 miles).

5. Ensure that, during the removal of the MHU and upon the completion of the removal of the MHU that the site is safe and secure.

6. Properly deactivate the Residential Fire Sprinkler System and the External Tank and

Pump System. Recover the External Tank and Pump System so that it can be reused by

FEMA.

C.1.10.8 Commercial Park Expansion Roles and Responsibilities

1. Perform commercial park expansion as specified in this PWS and as specified in Section

F: Deliveries or Performance.

2. Provide professional, courteous, and timely customer service (to include contractor staff, subcontractors, and representatives) with flexible and transparent program management to ensure all required work is completed.

3. Perform work and task order activities in accordance with all timetables and schedules.

4. Account for, track, and maintain any GFE, if applicable.

5. Provide a report to the COR on GFE disposition and status.

6. Provide reports and ensure that all reports meet the information needs specified by

Section F: Deliveries or Performance and any additional information requested by the

COR.

7. Maintain accurate records and provide all documents as required in the contract or task order.

8. Ensure that the commercial park design can accommodate the placement of the

Residential Fire Sprinkler System’s External Tank and Pump System.

C.1.10.9 Group Site Construction Roles and Responsibilities

1. Perform group site construction as specified in this PWS and as specified in Section F:

Deliveries or Performance.

2. Provide all materials, labor, equipment, and services necessary to successfully complete the mission at hand.

3. Adhere to the subcontracting plan, and use local subcontractors to the maximum extent possible. This plan is required to be provided to the COR within the timeframe specified in Section F, Areas #1 and #54.

4. Perform work and task order activities in accordance with all timetables and schedules.

5. Account for, track, and maintain any GFE, if applicable.

6. Provide a report to the COR on GFE disposition and status.

7. Provide reports, ensure that all reports meet the information needs specified by Section F:

Deliveries or Performance and any additional information requested by the COR.

8. Maintain accurate records, and provide all documents as required in the contract or task order.

9. Ensure that the group site design can accommodate the placement of the Residential Fire

Sprinkler System’s External Tank and Pump System.

C.1.10.10 Readiness and Capability/Capacity Roles and Responsibilities

1. Full and Open Contractors shall be able to support and manage two simultaneous events where each event requires the construction of two group sites, the construction of two commercial park expansions, the installation and maintenance of not more than 4000 units, and the maintenance of two group sites.

2. Small business Haul & Install Contractors shall be able to support and manage three simultaneous events that require the installation of a minimum of 249 units per event.

3. Small business Maintenance & Deactivation Contractors shall be able to support and manage three simultaneous events where each event requires the maintenance and deactivation of at least 500 units, and the maintenance of two group sites.

C.1.11 FEMA Roles and Responsibilities

The SCOPE of services provided by FEMA may vary based on the need of the event, and SCOPE of services provided by the Contractor or other Federal agencies. In order to support Contractor activities related to haul, staging, installation, maintenance, and deactivation responsibilities, FEMA shall perform the following tasks.

1. Identify potential lots and pads for unit installation on private and commercial sites.

2. Provide MHUs.

3. Identify the number of units to be occupied.

4. Obtain the commercial pad lease for commercial sites.

5. Obtain leases for land needed for commercial park expansion and group sites.

6. Provide locations for semi-permanent/permanent installation.

7. Identify the potential occupants for the MHUs.

8. Identify the location to pick-up, transport, and install the MHUs.

9. Provide staff as needed at staging areas to inspect and receive units unless Contractor is operating the staging area. Provide the Contractor a work station at the JFO (if space is available) with computers (GFE) that have access to HOMES behind the FEMA firewall.

The Contractor is responsible for ensuring their staff has a place to work successfully outside of space at the JFO dedicated for HOMES access. Contractor shall provide staffing to support this requirement as needed to complete their mission.

10. Address domestic problems, disruptive tenants, and/or tenants refusing service.

11. Accept MHUs from the Contractors`.

12. Identify and/or issue Site Feasibility Inspection Reports to the Contractor to be completed as specified by the COR.

13. Identify units for cleaning, maintenance, deactivation, or repositioning. The COR will inform the Contractor in writing of the units assigned to the Contractor for deactivation purposes.

14. Provide a list of all features required to be incorporated in the design of staging areas, commercial park expansions and group sites. Failure to list a feature does not excuse the

Contractor from providing a fully functional design that complies with contract requirements.

15. Provide External Tank and Pump Systems for Residential Fire Sprinkler System equipped

MHUs.

C.1.12 CLIN Numbering for Option Years

This PWS includes CLIN numbers for the base year of the Log HOUSE contract. All CLINs in the base year start with the number 0. CLINs for the option years have the same work description;

however, option year CLINs begin with the option year number.

CLIN# in

PWS

Base Year

CLIN

Option Year

1 CLIN

Option Year

2 CLIN

Option Year

3 CLIN

Option Year

4 CLIN

0001 0001 1001 2001 3001 4001

C.1.13 Request to Change Technical Requirements

The following procedure will be used when making a request for a change in any of the technical requirements described in this contract. Contractors shall ensure that any request for change addresses all of the points listed in the table below and that the contractor clearly identifies how they are addressing each point. FEMA will not accept any requests for changes that do not include the documentation described below. Additionally, requirements deemed to negatively impact contract performance, unit performance or that may adversely affect occupant safety, will not be approved. If there is a cost/schedule trade-off, the contractor shall address how that tradeoff benefits the disaster survivor and FEMA.

Documentation Required

Justification 1. A statement listing the reason that a request to change is being made. Include a description of the original requirement and the proposed alternative.

2. A copy of the page(s) from the contract where the original requirement is located with the subject requirement highlighted.

Safety 3. If applicable, provide the material safety data sheet (MSDS) for the original material.

4. If applicable, provide the MSDS for the substitute material.

5. Letter from an accredited 3rd party expert stating:

• How the proposed substitution meets the original requirement(s) of the solicitation.

• List of all potential benefits and detriments of the proposed substitution to unit performance and occupant safety.

Cost/

Timeliness

6. How does the proposed substitution affect the overall cost?

(List the original unit cost vs. the new unit cost)

7. A statement describing how the substitution could adversely or positively affect the schedule.

Section C.2 MHU Acceptance, MHU Transportation and MHU Staging

C.2.1 MHU Acceptance SCOPE

This section describes the Contractor’s duties and responsibilities related to accepting

Government property in the form of MHUs, and transferring the MHUs back to the Government.

This section only describes picking up MHUs at a staging or storage facility and not units that have been installed and are being transferred for maintenance. The SCOPE of services required by the Government, as specified in the MHUM SCOPE (See Section J, Attachment J.1), will identify the points at which the MHU will be transferred to the Contractor and back to the

Government.

C.2.2 MHU Acceptance Requirements

The Contractor shall perform inspections and acceptance of all MHUs at the FEMA designated pick-up point. This may include: when picking up the unit from the FEMA MHSS for transportation; when receiving the MHU at the MHSA; when picking up the MHU from the MHSA and transporting to the installation site; when transporting the unit between installation sites; and when transporting the unit back to MHSA or MHSS following deactivation.

If FEMA changes the location of the staging area or pick up point, the COR will provide the

Contractor with advanced notice of this change in writing. The Contractor will use a FEMA Form for unit acceptance as specified in Section F: Deliveries or Performance Section F.6, Area #4. The

Contractor shall make an independent determination that the units are suitable to be installed and designated Ready For Deployment (RFD). The Contractor shall be responsible for all damage while the MHU is in their possession, unless they can demonstrate to the COR that the damage is a latent defect in the unit.

C.2.3 MHU Transportation SCOPE

This section describes the duties of the Contractor in transporting MHUs from the MHSS to an

MHSA, transporting units from the MHSA to the installation site, transporting the MHU from one

MHSA to another MHSA, and transporting the MHU from the installation site to the Government, either at a MHSA or MHSS. On limited occasions the Government may transfer the MHU directly to the installation site. The Contractor will know in advance from where and to the MHU will be transported.

C.2.3.1 MHU Transportation Requirements

FEMA may issue work orders to the Contractor for transportation of the following types of MHUs:

Manufactured Homes (MH), Park Models (PM) or Travel Trailers (TT). The Contractor shall provide all permitting, transportation, labor, equipment, and materials required to accomplish transportation of the MHUs. The Contractor shall be responsible for all damages to the MHU while the unit is in their possession, unless they can demonstrate to the COR that the damage is a latent defect in the unit. The Contractor shall ensure that all units in its custody are road worthy.

The Contractor’s transportation work may be to, from, and/or between Manufactured Housing

Storage Sites (MHSS); installation addresses; Manufactured Housing Staging Areas (MHSA);

manufacturer’s facilities; or other locations.

The Contractor shall be responsible for the replacement of all tires and axles while the MHU is in their possession unless the replacement of tires and axles can be demonstrated to be a result of a manufacturing defect, i.e., axle improperly aligned.

The Contractor is required to send a daily list of drivers to the facility where they will be picking up the MHU in accordance with Section F, Area #87.

Payment for transportation permits is CLIN # 0002AK

C.2.3.1.1 MHU Transportation Mileage included with Basic Installation

Installation Mileage of less than or equal to 100 miles

Payment for work completed under this section for MH/PM is CLIN # 0004AA (private sites)

Payment for work completed under this section for TT is CLIN # 0004AB (private sites)

Payment for work completed under this section for MH/PM is CLIN # 0004CGA

(commercial/group sites)

Payment for work completed under this section for TT is CLIN # 0004CGB

(commercial/group sites)

C.2.3.1.2 MHU Transportation Mileage not included with Basic Installation

Installation Mileage greater than 100 miles

Payment for work completed under this section for MH/PM is CLIN # 0002AI

Payment for work completed under this section for TT is CLIN # 0002AJ

C.2.3.1.3 MHU Transportation Mileage for Non-installation Short Hauls

Short Haul Ground Mileage for Towing for non-installation from a FEMA dispatch point to a

FEMA receiving point 100 miles or less.

Payment for work completed under this section is CLIN # 0002AB

C.2.3.1.4 MHU Transportation Mileage for Non-installation Long Hauls

Long Haul Ground Mileage for Towing for non-installation from a FEMA dispatch point to a

FEMA receiving point greater than 150 miles.

Payment for work completed under this section is CLIN # 0002AC

C.2.3.1.5 MHU Transportation Heavy Tow

Heavy Tow: The Contractor shall furnish appropriate equipment that may be needed to transport an MHU (MH/PM/TT) or other prefabricated unit on a designated site. The COR and/or FEMA

Project Monitor or designee shall pre-approve use of the heavy equipment.

Payment for work completed under this section is CLIN # 0002AE

C.2.3.1.6 MHU Transportation Miscellaneous

During the “transportation” of an MHU there may be issues that cannot be foreseen but are required to complete the “transportation”. This CLIN is only to be used if the work required does not fit within the definition of any other “transportation” CLIN. The Contractor shall develop a cost proposal which includes all costs related to the unforeseen work and present the estimate to the CO/COR for review. Once the CO/COR has agreed to a price for the work, the final cost will become a fixed unit price (COR approval required and CO approval required if >$3,000).

Payment for work completed under this section is CLIN # 0002L

C.2.4 MHU Staging SCOPE

This section describes the duties and responsibilities of the Contractor to operate a staging area as part of this contract. MHSA is an area where MHUs are received after long distance hauling and held safely and securely until dispatched for installation. FEMA may require the Contractor to operate a MHSA at any point during a task order including prior to and during installation, during maintenance and during deactivation. MHSA shall be operated as described in Section

C.2.4.1 no matter when the Contractor operates the MHSA.

The staging area shall be a relatively level, secure, well-drained site with adequate ingress and egress available. If an adequate staging area is not readily available for use without improvements, FEMA may require one be constructed as part of this contract.

C.2.4.1 MHU Staging Requirements

The Contractor shall receive MHUs at the MHSA from FEMA Logistics or other sources indicated by FEMA. Other sources may include the Contractor’s own transportation, a different

Contractor, or directly from the manufacturer. The Contractor shall inspect MHUs upon receipt.

All damage shall be noted on a FEMA Form as specified in Section F: Deliveries or

Performance, Section F.6, Area #4.

In order to receive MHUs, the Contractor shall perform the following tasks, as specified by the

COR and necessary to ensure site security and safety:

Receiving the MHU at the MHSA, and cross referencing the associated FEMA Form as specified in Section F: Deliveries or Performance, Section F.6, Areas #4, #5, #6, to ensure the work requested by the Government as well as the inventory in possession of the

Contractor is delivered as required and in the condition received.

Designating where the units are parked. The Contractor will design and operate the MHSA to provide for optimum utilization of available land area. The parking design shall incorporate simplicity, ease of maneuverability, avoid unit damage, and provide sufficient space for performing inspections and making repairs.

Ensuring proper storage of the units. The Contractor will inform drivers where to park the units within the designated location, and check the unit information with the transportation documentation.

Receiving and inspecting units for damage. The Contractor will inspect the unit when it arrives at the MHSA. Any damages shall be annotated and provided to FEMA’s designated representative prior to FEMA signing for acceptance of the unit. The Contractor shall forward any requisite documentation to the FEMA designated representative for acceptance and approval.

Maintaining an up-to-date list of unsuitable MHUs as specified in Section F: Deliveries or

Performance, Section F.6, Area #7.

Updating and maintaining the receiving logs. Copies of the reports and documentation will be provided to the FEMA designated representative as indicated in Section F: Deliveries or Performance, Section F.6, Area #8. These reports generally track the number of MHUs received at the staging area, and report on the status of any MHU in the staging area.

Dispatching MHUs based on work orders issued for MHU installation. This includes ensuring that the MHU dispatched meets all of the requirements outlined in the work order for unit type and destination. The Contractor shall assist with identifying and preparing for expedited and accurate unit dispatch activities that meet operational priorities.

Documentation will be provided to the FEMA designated representative as indicated in

Section F: Deliveries or Performance, Section F.6, Area #6.

Verifying the dispatch documentation, and escorting the driver to the appropriate unit. The

Contractor shall verify that the appropriate unit is assigned and retain a copy of the paperwork with the printed name and signature of the driver for the unit folder. The

Contractor will ensure that units are not dispatched without appropriate documentation, such as the installation work order from FEMA.

Payment for work completed under this section is CLIN # 0002AG

Performing maintenance and repair activities related to transportation damage at the staging area(s), if required. (This task may be included even if the Contractor is not operating the staging area)

Payment for work completed under this section is CLIN # 0002AF

Managing and ensuring the security of the MHUs while operating the staging area.

Payment for work completed under this section is CLIN # 0002AH

The Contractor shall maintain a computerized inventory of all MHUs. This inventory shall be capable of producing reports per the request of the COR and as indicated in Section F: Deliveries or Performance, Section F.6, Area #6. Additionally, if the Contractor designates a MHU as unsuitable for installation, the Contractor shall provide written documentation noted on the FEMA

Form specified in Section F: Deliveries or Performance, Section F.6, Area #7, and include photographs supporting the rejection.

C.2.4.2 MHU Staging Miscellaneous

During the staging of an MHU there may be issues that cannot be foreseen in advance but are required. This CLIN is only to be used if the work required does not fit within the definition of any other “staging” CLIN. The Contractor shall develop a cost proposal which includes all costs related to the unforeseen work and present the estimate to the CO/COR for review. Once the

CO/COR has agreed to a price for the work, the final cost will become a fixed unit price (COR approval required or CO approval required if >$3,000).

Payment for work completed under this section is CLIN # 0002AM

C.2.4.3 Staging Area Feasibility, Improvement, Design, and Construction

C.2.4.3.1 Staging Area Feasibility

C.2.4.3.1.1 Tier One Site Assessment

Tier One Site Assessment is a windshield identification of available land for Staging Area site development. A report shall be generated and submitted to the COR that includes but is not limited to: Site Photo(s), Site Name, Site Location, and County where the site is located, GPS

Coordinates at the street, Site Characteristics that include site vegetation cover, Current and

Past site use, Wetlands visual inspection, Site Utilities that include the availability and distance of water, sewer and power sources, identify local Zoning, Site Pros that outline the positive features and advantages of using the site, Site Cons that point out the negative features that would pose a challenge to construction, Site Size, Number of MHUs that can be staged on the site, and Owner Contact Information. Include a section as to the feasibility or infeasibility of using the site. This assessment is required to be provided to the COR within the timeframe specified in Section F: Deliveries or Performance, Area #43.

Payment for work completed under this section is CLIN #0002AN.

C. 2.4.3.1.2 Floodplain Evaluation

Use local floodplain information and Flood Insurance Study (FIS) maps to determine what floodplain designation covers the identified site. Under no circumstances shall a staging area be located within a floodway or coastal high hazard area (“V” Zone). Generate a report and submit to the COR within the timeframe specified in Section F: Deliveries or Performance, Area #44.

Payment for work completed under this section is CLIN #0002AP

C. 2.4.3.1.3 Route and Access Evaluation

Route and access to the site shall be an integral part of the planning and decision making process when considering staging area development and operation. The ease of bringing MHUs into and out of the site, and staging them there in a secure and safe environment is of primary importance.

Contractor shall identify distances to the nearest infrastructure and highways to address the needs of FEMA and ultimately the affected residents. Generate a report that addresses all applicable services for consideration and submit to the COR per the established timeline in Section F, Area

#40.

Payment for work completed under this section is CLIN #0002AT

C. 2.4.3.1.4 Tier Two Site Assessment and Report

Verify land ownership, verify that the utilities observed during the Tier One Assessment are adequate in supporting the staging area operation, or outline what shall be accomplished for the utilities to be adequate. Generate a report and submit to the COR per the established timeline in

Section F, Area #45. Include any information on the Tier Two Report that was not identified but required by the Tier One Report.

Payment for work completed under this section is CLIN #0002BA.

C.2.4.3.1.5 Environmental Planning and Historic Preservation Support NEPA

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

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

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

a. Reviewing the site for compliance with a wide variety of environmental/historic preservation laws, policies, and executive orders such as the National Historic

Preservation Act, Endangered Species Act, Executive Order 11988 (Floodplain

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

12898 (Environmental Justice).

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

c. Gathering information such as the site address and latitude/longitude in decimal degrees, drawings that show the boundary of the proposed staging area site and how the site relates to its surroundings, topography, photographs of the entire site and any structures on the site (photos shall provide an…