Kilohana Firebreaks - SOW (8-17-2026).pdf

Federal Emergency Management Agency

8/17/2026

STATEMENT OF WORK (SOW) FOR:

FIREBREAKS - KILOHANA GROUP HOUSING SITE

LAHAINA, HI 96761

George Brown Jr., Contracting Officer

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Statement of Work Firebreaks - Kilohana Group Housing Site

TABLE OF CONTENTS

1.0 GENERAL ……………………………………………………………………………………………………………………………………… 3

2.0 SPECIFIC REQUIREMENTS / TASKS………………………………………………………………………………………………… 4

3.0 CONTRACTOR PERSONNEL …………………………………………………………………………………………………………… 6

4.0 OTHER APPLICABLE CONDITIONS …………………………………………………………………………………………………. 7

5.0 GOVERNMENT TERMS AND CONDITIONS ………………………………………………………………………………………. 9

6.0 GOVERNMENT FURNISHED RESOURCES ……………………………………………………………………………………….. 9

7.0 CONTRACTOR FURNISHED RESOURCES ……………………………………………………………………………………….. 9

8.0 GOVERNMENT ACCEPTANCE PERIOD …………………………………………………………………………………………… 9

9.0 DELIVERABLES ……………………………………………………………………………………………………………………………. 10

SOW EXHIBIT A …………………………………………………………….……………………………………………………………. 11

Statement of Work (SOW) Firebreaks – Kilohana Group Housing Site

Lahaina, HI 96761

1.0 GENERAL

1.1 BACKGROUND

In April 2025 the County of Maui Fire Prevention Bureau (FPB) identified three areas at the south and west boundaries of the Kilohana Group Housing Site where firebreaks (also referred to as fuel breaks) are required by the Fire Code. The locations and extents of Firebreak Area 1, Firebreak Area 2, and Firebreak Area 3 are shown in SOW Exhibit A. The terms of FEMA’s land lease with the Hawaii Housing Finance and Development Corporation (HHFDC) require FEMA to create and maintain the firebreaks.

1.2 SCOPE

The SOW includes:

A. Task One: The initial cutting of general vegetation and trees to create the required firebreaks. See Section

2.1 Task One and SOW Exhibit A for detailed requirements.

B. Task Two: After Task One is completed, the Contracting Officer’s Representative (COR) will monitor the regrowth of vegetation. If additional cutting is required to ensure that the firebreaks remain in compliance with County FPB requirements the COR will authorize the Contractor to perform the work. See Section 2.2 Task Two and SOW Exhibit A for requirements. Task Two is optional and will be performed only when authorized by the COR.

C. Vegetation types and heights vary within the three firebreak areas. Existing ground conditions are also variable. The COR will conduct a pre-bid site visit to allow Contractors observe the existing conditions.

1.3 OBJECTIVE

Establish and maintain firebreaks that comply with County FPB requirements and the terms of FEMA’s land lease. The firebreaks are intended to reduce wildfire risks for Kilohana residents and the adjacent community.

1.4 APPLICABLE DOCUMENTS

SOW Exhibit A: Describes the locations, extents, and boundaries of the three firebreaks included in this SOW.

1.4.1 COMPLIANCE DOCUMENTS

The following references from the County of Maui Fire Code establish basic firebreak requirements. Details for applying the requirements to the Kilohana Group Housing Site are provided in Section 2.0 and SOW Exhibit A.

16.04D.230 NFPA 1 – 2018 Section 10.13.10 amended of the Maui County Codes:

A. 10.13.10.1: Cut or uncut grass, weeds, or vines and other vegetation shall be removed when determined by the fire department to be a hazard.

B. 10.13.10.2.1: When the fire department determines that total removal of growth is impractical due to size or environmental factors, approved fuel breaks shall be established.

C. 10.13.10.3: Designated areas shall be cleared of combustible vegetation to establish fuel breaks.

D. 10.13.10.3.2: Within large plots of land adjacent to structures – brush that is greater than 18 inches tall and within 50 feet of structures may be considered a fire hazard.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE – ESTABLISH FIREBREAKS

2.1.1 SCHEDULE

Task One shall be completed not later than ten business days after receipt of the COR’s written approval.

2.1.2 GENERAL VEGETATION

Cut grasses, weeds, shrubs, vines, and brush to an average height of six inches (+/- one inch). To avoid the risk of erosion, do not disturb adjacent soil and ground surfaces while cutting the vegetation.

2.1.3 TREES

A. Live trees that are less than six feet high: Remove the trees by cutting the trunks at a point six inches above the ground. Do not remove the remaining stumps and root balls.

B. Live trees that are more than six feet high: Trim or remove branches and foliage as required to establish a minimum distance of seven feet between the bottoms of the tree canopies and the ground.

C. Dead trees: Remove dead trees regardless of height, including the remains of trees that burned during the 2023 wildfire. Cut the trunks at a point six inches above the ground. Do not remove the remaining stumps and root balls.

D. To avoid the risk of erosion, do not disturb adjacent soil and ground surfaces while cutting or trimming trees.

2.1.4 MISCELLANEOUS ITEMS

A. Remove trash (e.g., paper, plastic, glass, wood, metal, etc.) and abandoned items (e.g., furniture, appliances, etc.) from the firebreak areas before performing the firebreak task.

B. If abandoned vehicles are found in the firebreak areas Contractor shall notify the COR in writing within two business days. The Contractor shall not be responsible for removing abandoned vehicles. If abandoned vehicles are found while performing required firebreak tasks the Contractor shall work around them to avoid delaying the maintenance task.

2.1.5 DISPOSAL

All general vegetation cuttings, tree cuttings, trash, and abandoned items resulting from the performance of Task One shall be removed from the Kilohana site and disposed of in accordance with applicable County of Maui regulations. The Contractor shall pay all fees associated with transportation and disposal of the materials.

2.1.6 PROPOSAL REQUIREMENT

Contractor’s Proposal shall include a separate, fixed price that includes all labor, materials, equipment, disposal, and administrative costs (including overhead and profit) required to complete Task One. Task One will be required one time during the Period of Performance.

2.2 TASK TWO – MAINTAIN FIREBREAKS

2.2.1 AUTHORIZATION

Task Two is optional and shall be performed if the COR determines that additional cutting is required to ensure that the firebreaks remain in compliance with County FPB requirements. Contractor shall only perform Task Two after receiving written authorization from the COR.

2.2.2 SCHEDULE

Each occurrence of Task Two must be completed no later than ten business days after receipt of the CORs written authorization.

2.2.3 GENERAL VEGETATION

Cut grasses, weeds, shrubs, vines, and brush to an average height of six inches (+/- one inch). To avoid the risk of erosion, do not disturb adjacent soil and ground surfaces while cutting the vegetation.

2.2.4 TREES

A. Volunteer Trees: Live trees that have sprouted since the previous cutting shall be removed by cutting the trunks at a point six inches above the ground. Do not remove the remaining stumps and root balls.

B. Live trees that are more than six feet high: Trim or remove branches and foliage as required to maintain a minimum distance of seven feet between the bottom of the tree canopies and the ground.

C. To avoid the risk of erosion, do not disturb adjacent soil and ground surfaces while cutting or trimming trees.

2.2.5 MISCELLANEOUS ITEMS

A. Remove trash (e.g., paper, plastic, glass, wood, metal, etc.) and abandoned items (e.g., furniture, appliances, etc.) from the firebreak areas before performing the firebreak task.

B. If abandoned vehicles are observed in the firebreak areas Contractor shall notify the COR in writing within two business days. The Contractor shall not be responsible for removing abandoned vehicles. If abandoned vehicles are found while performing required firebreak tasks Contractor shall work around them to avoid delaying the maintenance task.

2.2.6 DISPOSAL

All general vegetation cuttings, tree cuttings, trash, and abandoned items resulting from the performance of Task Two shall be removed from the Kilohana site and disposed of in accordance with applicable County of Maui regulations. Contractor shall pay all fees associated with transportation and disposal of the materials.

2.2.7 PROPOSAL REQUIREMENT

Contractor’s Proposal shall include a separate, fixed price that includes all labor, material, equipment, disposal, and administrative costs (including overhead and profit) required to complete each authorized performance of Task Two. Task Two is optional and will be required no more than three times during the Period of Performance.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor shall provide qualified personnel to perform all of the requirements specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday when firebreak tasks are being performed. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the COR prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than fifteen business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer.

The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

Project Manager

3.3.1 CONTRACTOR KEY PERSONNEL SHALL NOT BE ASSIGNED BY THE CONTRACTOR TO MORE

THAN ONE KEY POSITION FOR THIS REQUIREMENT.

3.4 PROJECT MANAGER

Contractor shall provide a Project Manager who shall be responsible for all of Contractor’s work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 AVAILABILITY

The Project Manager shall be available to the COR via telephone between the hours of 8:00 am and 4:00 PM HST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within two business days of notification.

3.5 EMPLOYEE IDENTIFICATION

When they are on the Kilohana site, Contractor’s employees shall carry a photo ID (driver’s license, state ID card, etc.) and a means of verifying that they work for the Contractor (business card, etc.). Contractor’s employees shall show their identification to FEMA employees promptly upon request.

3.6 EMPLOYEE CONDUCT

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not required under this SOW.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract begins on the date of award and ends on February 28, 2027.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be FEMA’s Kilohana Group Housing Site located at 250 Fleming Road, Lahaina, HI 96761

4.4 HOURS OF OPERATION

Contractor’s employees shall perform all work between the hours of 8:00 am and 5:00 pm HST, Monday through Friday (except for Federal holidays). However, Contractor employees shall be required to work during other than normal business hours, including weekends and holidays, if needed to fulfill the requirements of the SOW in a timely manner.

4.5 TRAVEL

The SOW does not require the Contractor or the Contractor’s employees to travel outside of the local commuting area. Travel expenses are not reimbursable.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than ten business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss the technical and contracting objectives of this contract. The Post Award Conference shall be held at FEMA’s Long Term Recovery Office located at 535 Lipoa Parkway, Kihei, HI 96753, or via teleconference as determined by the COR.

4.7 PROJECT PLAN

This SOW does not require a Project Plan.

4.8 BUSINESS CONTINUITY PLAN

This SOW does not require a Business Continuity Plan.

4.9 PROGRESS REPORTS

The Project Manager shall provide a monthly progress report to the Contracting Officer and the COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

4.10 PROGRESS MEETINGS

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. The meetings shall be held at FEMA’s Maui Long Term Recovery Office located at 535 Lipoa Parkway, Kihei, HI 96753, or via teleconference as determined by the COR.

4.11 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.12 INTELLECTUAL PROPERTY

This SOW will not create or require the use of Intellectual Property.

4.13 PROTECTION OF INFORMATION

This SOW does not require the Contractor to access information that is protected under the Privacy Act or proprietary information.

4.14 SECTION 508 COMPLIANCE

This SOW does not include requirements for Electronic and Information Technology (EIT).

4.15 PARKING AND STORAGE

The COR will designate an area on the Kilohana site where the Contractor’s vehicles, equipment, and supplies can be temporarily located while firebreak tasks are being actively performed. Contractor shall not use the designated area at any other time without prior written authorization from the COR.

4.16 OFF-LIMITS AREAS

Contractor’s employees shall not enter the Kilohana housing units or proactively engage with Kilohana residents.

Contractor’s employees shall limit their on-site presence to the firebreak areas shown in SOW Exhibit A, Lower Cane Haul Road, and the parking and storage area designated by the COR.

4.17 FOREIGN END PRODUCTS OR SERVICES

Foreign end products or services are not allowed under this SOW.

5.0 GOVERNMENT TERMS & DEFINITIONS

5.1 COR – Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

5.3 FPB – Fire Prevention Bureau (County of Maui)

5.4 HHFDC – Hawaii Housing Finance and Development Corporation (State of Hawaii)

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 CONTRACTOR FURNISHED RESOURCES

The Contractor shall furnish all labor, materials, equipment and services necessary to fulfill the requirements of this contract.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable, which may include rework of services, and return it per delivery instructions.

8.2 The COR will have five business days to review deliverables and make comments. The Contractor shall have five business days to make corrections and redeliver.

9.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this

SOW.

ITEM SOW

REFERENCE DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 4.6 Post Award Conference

No later than ten business days after award date

N/A

2 2.1 Task One – Establish Firebreaks

Complete Task One no later than ten business days after the Post

Award Conference

3 2.2 Task Two – Maintain Firebreaks

Complete each occurrence of Task Two no later than ten business days after receipt of

COR’s authorization

4 4.9 Progress Reports Monthly, due date TBD by

COR

COR, Contracting Officer

5 4.10 Progress Meetings When requested by

COR

COR, Contracting Officer

Kilohana Firebreaks - SOW Exhibit A (8-17-2026)