National Disaster Recovery Services PWS DRAFT.pdf

Performance Work Statement (PWS)

National Disaster Recovery Services

10/11/2023

Version 1.0

Vision Statement

1 General Information

1.1 Scope of Work

1.2 Background

1.3 Constraints

1.4 Non-Personal Services

1.5 Period of Performance

1.6 Place of Performance

1.7 Hours of Operation

1.8 Special Qualifications

1.9 Post Award/Kickoff Conference

1.10 Status Meetings

1.11 Contractor Travel

1.12 Transition In

1.13 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials and Information

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Materials

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

5 Specific Tasks

5.1 Program Management Support

5.2 Disaster Response and Recovery Planning and Management Services

5.3 Transition

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Related Documents

8 Performance Requirements Summary

Performance Work Statement (PWS)

National Disaster Recovery Services

Vision Statement

Assist in oversight of the performance of physical damage assessments of Multifamily Housing properties affected by disasters.

1 General Information

1.1 Scope of Work

The Department of Housing and Urban Developments (HUDs) Office of Multifamily Housing (MFH) requires Contractor support to provide disaster assessment services, recovery progress reporting services, and cost estimates for select properties identified by HUD. Services shall include:

o Program Management o Disaster Assessments o Cost Estimates o Recovery Progress Assessments o Transition Services

Detailed descriptions of specific tasks are provided in Section 5 - Specific Tasks and

Deliverables.

1.2 Background

HUDs office of MFH has responsibility for over 30,000 multifamily properties located in all 50 states and territories that may be adversely impacted by various disasters. Multifamily Housing obtains preliminary damage assessment information of all affected properties from their property managers. Multifamily Housings review and approval of the preliminary damage assessment determines when an initial damage assessment may be conducted by a Contractor to ascertain the specific damages, level of damage, and the habitability of the property/units when a disaster impacts an area. The information/data the Contractor provides MFH is utilized to determine and/or review the scope of required repairs; timing of recovery; and potential impact on residents. Multifamily Housing may require periodic recovery progress assessment services after the initial damage assessment. The timing and number of affected properties cannot be accurately determined until after a disaster event and after MFH obtains and reviews their preliminary damage assessment.

HUD may choose to conduct the assessment report internally with HUD personnel or assign it to a Contractor. Projects with moderate to severe damage will have an on-site Assessment

Report and/or a Recovery Strategy that includes a Repair List and thus requires Recovery

Progress Assessment Trip Report(s). Events with little or no damage generally do not require

Recovery Progress Assessments.

It is anticipated that projects with little or no damage may require an A-5 report. Those projects with moderate to severe damages may require an Initial (Final) Damage Assessment, and possibly Recovery Progress Assessments based on the condition and complexity of the repairs required to restore the property to a safe and habitable condition. Cost Estimates for Repairs of damages identified in the Initial (Final) Damage Assessment may be required based on the level of damages.

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following:

o 18 U.S.C. 2071 - Concealment, removal, or mutilation generally https://uscode.house.gov/view.xhtml?path=/prelim@title18/part1/chapter101&edition=prelim o 24 CFR Part 5, Subpart G Economic Growth Regulatory Relief and Consumer Protection Act: Implementation of National Standards for the Physical Inspection of Real Estate (NSPIRE) https://www.ecfr.gov/current/title-24/subtitle-A/part-5/subpart-G o 24 CFR Part 15 - Public Access to HUD Records Under the Freedom of Information Act (FOIA) https://www.ecfr.gov/current/title-24/subtitle-A/part-15?toc=1 o 44 U.S.C. 2909 Records Management https://www.govinfo.gov/app/details/USCODE-2015-title44/USCODE-2015-title44-chap29-sec2909 o 5 U.S.C. 552 - The Freedom of Information Act (FOIA) https://www.justice.gov/oip/freedom-information-act-5-usc-552 o 5 U.S.C. 552a - The Privacy Act https://www.govinfo.gov/app/details/USCODE-2010-title5/USCODE-2010-title5-partI-chap5-subchapII-sec552a o National Standards for the Physical Inspection of Real Estate (NSPIRE) (https://www.hud.gov/program_offices/public_indian_housing/reac/nspire)

HUD forms and handbooks below are located at https://www.hud.gov/program_offices/administration/hudclips/:

o HUD Form 95379 - HUD Representative's Trip Report o HUD Form 9602 Multifamily Unit Inspection o HUD Handbook 4350.1 - Multifamily Asset Management and Project Servicing, Chapter 38 o HUD Handbook 4360.1. (currently in draft)

The Contractor shall notify the owner/agent contact of the requirement to post/notify residents affected by the damage assessment and the need to enter occupied units. Notification shall be provided to residents at a minimum of 48 hours from scheduled assessment. The Contractor shall maintain a copy of all owner/agent notifications provided to affected residents at each property.

Work Product Ownership. The Government shall own and retain unlimited rights to all work products (e.g., documents, material, source code, electronic media, software, etc.) developed in the performance of services set forth in this PWS. All work products are the sole property of the

Government with all rights and privileges of ownership/copyright belonging exclusively to the

Government. Work products may not be used or sold by the Contractor or used for any other purpose. All work products are to be provided to the COR upon request or at the end of the contract performance period.

1.4 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e., inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.5 Period of Performance

The period of performance shall be for one base period of 12 months and four 12-month optional periods.

1.6 Place of Performance

The Contractor shall perform the services set forth in this PWS at the locations of the assigned property for the assessment(s).

1.7 Hours of Operation

The Contractor is responsible for providing services between the hours of 8:00 AM to 5:00 PM (local time of work performance site) Monday thru Friday except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. The Government reserves the right to change hours of operation or restrict contractor access. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.8 Special Qualifications

Non-applicable (N/A)

1.9 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5 and HUD Acquisition Regulation (HUDAR) clause 2452.237-79 - Post Award Conference.

1.10 Status Meetings

The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference at the Contracting Officer's discretion.

1.11 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46.

1.12 Transition In

N/A

1.13 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the sixty (60) days

Transition Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the new contract Transition-In period.

2 Definitions and Acronyms

2.1 Definitions

Administrative Support Services - Activities and tasks that provide assistance, coordination, and support in managing day-to-day administrative functions and operations. These services do not relate to assessment-related tasks.

Business Day - Every official day of the week which are days between and including Monday to

Friday. This does not include federal holidays and weekends.

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Customer - Property ownership management/agent, site staff, and/or residents.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP) - Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

Property Risk Events that impact a property’s physical, and/or operational, and/or financial stability.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate, and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The

Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level

BPA - Blanket Purchase Agreement

CO - Contracting Officer

COR - Contracting Officer's Representative

EST - Eastern Standard Time

FAR - Federal Acquisition Regulation

FOIA - Freedom of Information Act

GFP - Government Furnished Property

GIF - Graphics Interchange Format

HUD - US Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

JPEG - Joint Photographic Experts Group

MFH - HUD Multifamily Housing

NSPIRE - National Standards for the Physical Inspection of Real Estate

PDF - Portable Document Format

PMP - Program Management Plan

POC - Point(s) of Contact

PRS - Performance Requirement Summary

PWS - Performance Work Statement

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

U.S.C - United States Code

URL - Uniform Resource Locator

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

No Government services will be provided.

3.2 Facilities

No Government facilities will be provided.

3.3 Equipment

No Government equipment will be provided.

3.4 Materials and Information

See HUDAR 2452.227-70, Government Information The Government shall provide the following materials and information (insert materials and information):

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 Facilities

The Contractor shall furnish all facilities.

4.2 Equipment

The Contractor shall furnish all equipment.

4.3 Materials

The Contractor shall furnish all materials.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period of performance.

U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

See HUDAR clause 2452.237-70 - Key Personnel in the Key Personnel section of the contract.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

5 Specific Tasks

5.1 Program Management Support

5.1.1 Program Management Support Services

The Contractor shall provide program management support for services identified within this task order. Program management support services include the submission of a draft Program Management Plan (PMP) to the COR via email no later than seven business days after the Post-award/Kick-off conference. The PMP shall address all requirements contained within this PWS and define a detailed plan and schedule for the services throughout the periods of performance to assure the necessary services are delivered. The PMP shall show the processes by which the Contractor shall operate to assist HUD in meeting its goal of providing physical assessments of HUD properties. Each draft PMP submissions shall undergo a review and revision process until approval is received from the COR to be considered a final PMP.

Upon receipt of COR comments during draft PMP revisions, the Contractor shall incorporate the comments and submit the final draft PMP revision to the COR no later than three business days after receipt of the COR comments.

The PMP shall, at a minimum, include the following:

▪ daily tasks and activities that shall be performed;

▪ monthly tasks and activities that shall be performed;

▪ staffing;

▪ ad hoc meeting plan;

▪ describe the planned deliverables schedule/process after task assignment; and

▪ provide the staff, financial and other resources (including subcontractors) allocated to perform the services.

The Contractor is responsible for providing administrative support services as defined in Section

2 of this PWS between the hours of 8:00AM to 5:00PM EST Monday thru Friday except for

Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Hours of operations for task performances are specified under applicable scope areas within Section 5 of this PWS.

Administrative support weekly hours shall not exceed a forty (40) hour work week and a typical workday shall be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict Contractor access. Administrative support work outside of these daily hours is prohibited without the CORs approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours. The

Contractor shall be available for HUD communications between the hours of 8:00AM to 5:00PM

EST Monday through Friday. An adequate workforce for the uninterrupted performance of all tasks defined within the contract shall be maintained when the Government facility is not closed for the above reasons.

Performance Standards

a) Standard: The Contractor shall submit a draft Program Management Plan (PMP) to the COR via email no later than seven business days after the Post-award/Kick-off conference.

AQL: Zero Deviation

b) Standard: The Contractor shall submit the final draft PMP to the COR no later than three business days after receipt of comments.

AQL: Zero Deviation

Deliverables

A001 Draft Program Management Plan

A002 Final Program Management Plan

5.1.2 Attend Meetings

The Contractor shall confirm attendance of ad hoc programmatic meetings upon request by the COR within 24 hours or less, as directed by the HUD. The number of meetings depends on the number of disaster events. Meeting confirmations shall contain the name and position of the Contractors representative(s). Additional meetings shall be required based on the extent of the reported damage(s) experienced by each property. These meetings usually occur at Eastern Standard Time (EST). The COR will apprise the Contractor if meetings occur outside of EST.

Properties experiencing little or no damage may not require a coordination meeting with the Contractor, but rather, an initial assessment meeting by HUD with the property owner/management team. The Contractor shall submit Meeting Minutes via email within one business day, or less if directed by the Government, after all program management-related meetings the Contractor attends. At a minimum, all meeting minutes shall contain the date, time, attendance list (including contact information), synopsis, follow-up items, and corresponding points of contact for each item.

Performance Standards

a) Standard: The Contractor shall confirm attendance of ad hoc programmatic meetings upon request by the COR within 24 hours or less, as directed by the Government.

b) Standard: The Contractor shall submit Meeting Minutes via email within one business day, or less if directed by the Government, after all program management-related meetings the Contractor attends.

A003 Meeting Confirmation

A004 Meeting Minutes

5.2 Disaster Response and Recovery Planning and Management Services

5.2.1 Damage Assessment

The Contractor shall conduct a damage assessment that includes conditions that contribute to property risk following a disaster event as directed by HUD. The Contractor shall submit the

Damage Assessment Report (herein referred to as A-5 Report). Guidance on completing the A-

5 Report shall be found in HUD Handbook 4350.1, Chapter 38.

The Contractor shall not complete the cost per unit and total columns/items within the

“description of damage” section of the A-5 Report as depicted below at Figure 1. Completion of these items are addressed under 5.2.2 of this PWS.

Figure 1

HUD will provide the Contractor with a listing of properties for each service task. Service Task(s) shall be limited to one State per service task issued by HUD. The listing shall include at a minimum:

• Property name;

• Property address, including county, city, and state;

• Property telephone number;

• Contact information for owner and/or agent (for scheduling);

• Number of residential buildings;

• Total number of units in the property;

• Number of owner/agent (self-reported) number of displaced units;

• Utility status as of Preliminary Assessment or any subsequent utility status information;

and

• Other information as necessary.

The Contractor shall schedule the damage assessment(s) within 3 business days from issuance of the service task according to local property business hour availability. The Contractor shall notify the COR via email of any issues, or the inability to schedule any of the damage assessments within 2 business days from issuance of the service task. The email notification shall detail the reasons for the inability to schedule an assessment.

The Contractor shall notify the owner/agent contact of the requirement to post/notify residents affected by the damage assessment and the need to enter occupied units. Notification shall be provided to residents at a minimum of 48 hours from scheduled assessment. The Contractor shall maintain a copy of all owner/agent notifications provided to affected residents at each property.

The Contractor shall provide the COR with a Schedule of Assessment Report via email within 7 business days from issuance of each service task. The Schedule of Assessment Report shall include at a minimum:

• Property Name

• Property Address, including county, city, and state

• Owner/Agent contact that scheduled the assessment

• Date and time of the assessment

The Contractor shall include the following A-5 supplemental information in addition to the A-5

Report:

1. The Contractor shall complete a summary of the event and overall impact of the event on the property.

2. The Contractor shall provide a brief description of the type of construction including a description of the exterior finishes.

3. ) If the Contractor observes damage to building exteriors resulting in moisture intrusion, the Contractor shall document the observation and recommend if further interior testing for the presence of moisture through intrusive testing such as moisture mapping.

4. The Contractor shall identify damages sustained to the property from the disaster event and establish a scope of repairs needed to restore disaster damage at the property at a minimum, to a decent, safe, and sanitary conditions according to the standard specified in the National Standards for the Physical Inspection of Real Estate (NSPIRE).

5. The Contractor shall identify any health, safety, , environmental, and/or structural conditions that impact the habitability of the property/units, including nonfunctioning utilities as observed during the assessment by Contractor staff. The Contractor shall notate any procedures/processes in place to mitigate these potential conditions, such as a generator servicing part or all the property, or fencing securing the property.

6. The Contractor shall document the individual unit results/observations from the site visit on the Multifamily Unit Inspection Form (HUD Form 9602).

https://www.hud.gov/program_offices/public_indian_housing/reac/nspire

7. The Contractor shall provide a representative sampling of no less than 2 color photographs per repair category of work in progress, completed work, site conditions, and unacceptably completed repairs/items. The number of color photos shall clearly document the conditions/status of the restoration and items presented in the A-5 Report.

Categories of repairs include but are not limited to, doors, windows, interior finishes, roofs, etc. The COR will inform the Contractor of any additions/changes to repair categories. Color photos shall be numbered and labeled to identify specific building and unit number(s) and a description of the condition reflected in the photo. Photographs shall be color digital photographs stored for printing and electronic transmission. Digital photographs shall be stored in JPEG, GIF, and/or PDF formats with a minimum resolution capable of producing 3" X 5" photo quality prints. The Contractor shall also provide additional photographs as required, including those necessary for identifying non-compliance with contract documents or HUD regulations, or as requested by the

COR.

The Contractor shall perform the damage assessment by inspecting a minimum of 10% of the total project residential units or 5 residential units, whichever is greater. The COR will approve and direct the Contractor to perform assessments greater than the minimums above on a case-by-case basis. The Contractor shall inspect at least one residential unit in each building as part of the minimum total units assessed when the project consists of multiple residential buildings. The Contractor shall perform damage assessments for common areas and project amenity structures. Common areas and amenity structures may include picnic areas, gazebos, grilling areas, pavilions, offices, community rooms, storage areas, laundry rooms, recreational areas, garages, parking areas, dumpsters, support facilities/rooms (maintenance area), commercial space/area, mechanical rooms/areas, and other congregate and/or common areas.

The Contractor shall notify HUD of any third-party reports, cost estimates or other relevant documents relating to property restoration during their assessment. The Contractor is not responsible for collecting and submitting third party reports, cost estimates or other documentation to HUD. The Contractor shall advise the owner/agent to submit these documents to HUD.

The Contractor shall submit a Health and Safety Deficiency Recommendation Report to the

COR via email within 72 hours of property assessment if health and safety, deficiencies are discovered. The Health and Safety Deficiency Recommendation Report shall include:

• Detailed description of the health and safety deficiencies such as conditions that require an imminent need for correction as defined by NSPIRE. Imminent correction is defined as any condition that adversely impacts the livability and/or habitability of a unit or property.

• Location (building and unit) of the health and safety deficiency.

• Minimum of 2 color photos for each health and safety deficiency (per unit/building).

Photographs shall be color digital photographs stored for printing and electronic transmission. Digital photographs shall be stored in JPEG, GIF, and/or PDF formats with a minimum resolution capable of producing 3" X 5" photo quality prints. The Contractor shall also provide additional photographs as required, including those necessary for identifying non-compliance with contract documents or HUD regulations, or as requested by the COR.

The Contractor shall electronically submit A-5 Reports individually as completed for review and acceptance. All deliverables shall be submitted collectively per property in accordance with the below schedule from issuance of the service task. Certain disaster conditions may require the

Contractor to submit reports sooner than the deliverable schedule as directed by the COR.

• 1-20 properties – within 20 business days (or as directed by the COR)

• 21-50 properties – within 30 business days (or as directed by the COR)

• 51+ properties – within 45 business days (or as directed by the COR)

Reports rejected for quality shall be returned to the Contractor with details/explanation of deficiencies. The Contractor will resubmit revised report(s) no later than 10 calendar days from receipt of the rejected/returned report. If the report is not resubmitted within 10 calendar days from receipt of the rejected/returned report, disincentive schedule below shall apply.

Performance Standards

a) Standard: The Contractor shall schedule the damage assessment(s) within 3 business days from issuance of the service task according to local property business hour availability.

AQL: Zero Deviation

b) Standard: The Contractor shall notify the COR via email of any issues, or the inability to schedule any of the damage assessments within 2 business days from issuance of the service task.

AQL: Zero Deviation

c) Standard: The Contractor shall maintain a copy of all owner/agent provided notifications tenants of each property.

AQL: Zero Deviation

d) Standard: The Contractor shall provide the COR with a Schedule of Assessment Report via email within 7 business days from issuance of each service task.

AQL: Zero Deviation

e) Standard: The Contractor shall complete a summary of the event and overall impact of the event on the property.

AQL: Zero Deviation

f) Standard: The Contractor shall provide a brief description of the type of construction including a description of the exterior finishes AQL: Zero Deviation

g) Standard: The Contractor shall identify damages sustained to the property from the disaster event and establish a scope of repairs needed to restore disaster damage at the property at a minimum, to a decent, safe, and sanitary conditions according to the standard specified in the National Standards for the Physical Inspection of Real Estate (NSPIRE).

h) Standard: The Contractor shall identify any health, safety, environmental, and/or structural conditions that impact the habitability of the property/units, including nonfunctioning utilities as observed during the assessment by Contractor staff.

AQL: Zero Deviation

i) Standard: The Contractor shall document the individual unit results/observations from the site visit on the Multifamily Unit Inspection Form (HUD Form 9602).

AQL: Zero Deviation

j) Standard: The Contractor shall provide a representative sampling of no less than 2 color photographs per repair category of work in progress, completed work, site conditions, and unacceptably completed repairs/items.

AQL: Zero Deviation

k) Standard: The Contractor shall perform the damage assessment by inspecting a minimum of 10% of the total project units or 5 units, whichever is greater.

AQL: Zero Deviation

l) Standard: The Contractor shall submit a Health and Safety Deficiency Recommendation Report to the COR via email within 72 hours of property assessment if health and safety deficiencies are discovered.

AQL: Zero Deviation

m) Standard: The Contractor shall electronically submit A-5 Reports for 1 to 20 properties within 20 business days.

AQL: Zero Deviation

n) Standard: The Contractor shall electronically submit A-5 Reports for 21 to 50 properties within 20 business days.

AQL: Zero Deviation

o) Standard: The Contractor shall electronically submit A-5 Reports for 51+ properties within 20 business days.

AQL: Zero Deviation

p) Standard: The Contractor shall resubmit revised report(s) no later than 5 calendar days from receipt of the rejected/returned report. If the report is not resubmitted within 5 calendar days from receipt of the rejected/returned report, disincentive schedule below will apply.

A005 Initial (Final) Damage Assessment (A-5) Report

A006 HUD Form 9602

A007 Photographs

A008 Schedule of Assessment Report

A009 Health and Safety Deficiency Recommendation Report

5.2.2 Cost Estimate

The Contractor shall submit a Cost Estimate Report for repairs of the damage identified in the A-5 Report as requested by the COR. The Cost Estimate Report shall be submitted via email to the COR no later than 15 business days from CORs request. The Contractor shall utilize the most current industry standard/accepted cost data available in the estimate. There is no additional travel associated with this task/request after the submission of the initial A-5 Report.

Sufficient information shall be obtained during the preliminary on-site assessment visit to complete this task. Sufficient information shall include the minimum information necessary to assist with the determination of damage costs per item type/category as reflected on the A-5 Report, including but not limited to square footage, number of units and material quantities.

Cost Estimate Reports rejected for quality shall be returned to the Contractor with details/explanation of deficiencies. Quality Cost Estimate Reports are defined as reports submitted to the COR that fully adhere to the specifications of this task and reflective of the

Contractors estimates documented in the A-5 Report. The Contractor shall resubmit revised report(s) no later than 5 business days from receipt of the rejected/returned report.

Disincentives shall apply if deficient reports are not resubmitted within 5 business days from receipt of the initial rejected/returned report.

Performance Standards

a) Standard: The Contractor shall submit Cost Estimate Reports via email to the COR no later than 15 business days from CORs request.

AQL: Zero Deviation

b) Standard: The Contractor shall resubmit revised report(s) no later than 5 calendar days from receipt of the rejected/returned report. If the report is not resubmitted within 5 calendar days from receipt of the rejected/returned report, disincentive schedule below will apply.

AQL: Zero Deviation

A010 Cost Estimate Report

5.2.3 Recovery Progress Assessment

The Contractor shall monitor, verify the performance and progress of restoration and recovery construction, and verify successful completion of repairs and recovery efforts and submit a Recovery Progress Assessment Trip Report, here in referred to as "Trip Report. The Trip Report shall be submitted based on observations during the Contractors on-site assessment of the repairs identified in the A-5 Report, whether such assessment was performed by HUD staff or the Contractor. The specific number of on-site assessments, and the occasions for assessments shall be determined by the COR at the completion of a damage assessment(s).

HUD will provide the Contractor with a listing of properties for each service task. Service Task(s) shall be limited to one State per service task. The property listing shall include at a minimum:

o Property Name o Property address, including county, city, and state o Property telephone number o Contact information for owner and/or agent (for scheduling) o Total number of residential buildings o Total number of units in the property o Number of owner/agent (self-reported) number of displaced units

The Contractor shall schedule the Recovery Progress Assessment(s) within 3 business days of the COR request. The Contractor shall notify the COR of any issues or the inability to schedule any of the Recovery Progress Assessments via email within 2 business days of the COR request. Notification shall detail the reasons for inability to schedule.

The Contractor shall notify the owner/agent contact of the requirement to post/notify residents of the Recovery Progress Assessment and the need to enter occupied units. Notification shall be provided to residents at a minimum of 48 hours from scheduled assessment. The Contractor shall maintain a copy of all owner/agent notifications provided to affected residents at each property.

The Contractor shall provide the COR a Schedule of Assessments Report via email within 7 business days from the COR request. The Schedule of Assessments Report shall include at a minimum:

o Property Name o Property Address, including county, city, and state o Owner/Agent contact that scheduled the assessment o Date and time of the assessment

The COR will provide a list of repairs for the Recovery Progress Assessment(s) for the

Contractor to monitor and/or follow-up. The Contractor shall complete a Trip Report by submitting HUD Form 95379 after each on-site visit and submit it to the COR via email within seven (7) business days of the on-site visit. The COR may request an initial conference call/meeting. The COR may provide the Contractor with an Owners Recovery Plan to use in completing the Trip Report, when an Owners Recovery Plan is available.

The Contractor shall not complete Section A of the Trip Report (HUD 95379) as depicted below at Figure 2.

Figure 2

The Contractor shall, at a minimum, include the following in the Trip Report as an attachment:

1) The Contractor shall provide a listing/schedule of work completed in relation to the recovery information/documentation provided by HUD.

This shall include acceptability of repairs/restoration, including number of units/building available for occupancy and projections for being available for occupancy. The Contractor shall look at a minimum of 10% of inspectable items. There shall not be a specific review of every repair item;

for example, if 100 windows are being replaced on the property, the Contractor shall look at approximately 10 windows or 10% (underway or complete). Each item inspected by the

Contractor shall be accompanied with photo(s) for reference and an assessment of each category as either "acceptably complete or "incomplete. All work shall be acceptably completed in accordance with the provisions of the A-5 Repair List and/or Owners Recovery Plan. Each trip report submitted to the COR shall include work progress since the last Trip Report. Previous

Trip Report(s) shall be provided, if not completed by the Contractor.

2) The Contractor shall provide a representative sampling of no less than 2 color photographs per repair category of work in progress, completed work, site conditions, and unacceptably completed repairs/items. The number of color photos shall clearly document the conditions/status of the restoration and items presented in the A-5 Report and include categories of repairs. Categories of repairs include but are not limited to, doors, windows, interior finishes, roofs, etc. The COR will inform the Contractor of any additions/changes to repair categories. Color photos shall be numbered and labeled to identify specific building and unit number(s) and a description of the condition reflected in the photo. Photographs shall be color digital photographs stored for printing and electronic transmission. Digital photographs shall be stored in JPEG, GIF, and/or PDF formats with a minimum resolution capable of producing 3" X 5" photo quality prints. The Contractor shall also provide additional photographs as required, including those necessary for identifying non-compliance with contract documents or HUD regulations, or as requested by the COR.

3) The Contractor shall document any changes from the A-5 Report and/or the owners recovery plan discovered during recovery progress assessment site visit.

4) The Contractor shall document the status of local government permitting, and occupancy authorizations as reported by the owner, if applicable. The contractor is not authorized to confirm with the locality status of permitting and/or occupancy authorizations.

5) The Contractor shall document the status of observations reflected in the A-5 Report or the repair items in the Owners Recovery Plan. Any incomplete or unacceptable repair item past its completion date shall be flagged and explained with reasons for the delay and a revised anticipated completion date as provided by the general contractor or owner/agent.

6) If there is a deviation to a listed item in the A-5 Report or the Owners Recovery Plan, the

Contractor shall describe the deviation or proposed change, explain the reason, and give an opinion on the acceptability of the deviation or proposed change.

7) The Contractor shall provide a detailed narrative of any observations, not addressed above, made during the assessment.

8) The Contractor shall document any off-site work that relates to site access completed or uncompleted that directly affects the HUD property.

9) The Contractor shall provide a notation on the status of all utilitys connectivity and operation.

10) If the Contractor observes previously unreported damage to building exteriors resulting in moisture intrusion, the Contractor shall document the observation and recommend if further interior testing for the presence of moisture through intrusive testing such as moisture mapping.

11) The Contractor shall provide comments on special circumstances, the start date construction (if applicable), occupancy, delays, disputes, proposed or pending changes, etc.

Specifically identify and report potential construction problems that may lead to delays. These

Special Circumstances/problems to be reported typically include:

▪ Work stoppage;

▪ Builder abandons job;

▪ A change in the Builder, Owner, or Management Agent during restoration;

▪ Construction defects uncorrected for 30 days;

▪ Use of questionable methods of construction or materials;

▪ Extended periods of bad weather, strikes, etc.;

▪ Controlling jurisdiction issues a Stop Work order;

▪ Slow start or progress that would impair project occupancy;

and

▪ Report on any proposed changes. Include in the Trip

Report description the proposed changes to the work.

12) The Contractor shall notify HUD of any third-party reports, cost estimates or other relevant documents relating to property restoration during their assessment. The Contractor is not responsible for collecting and submitting third party reports, cost estimates or other documentation to HUD. The Contractor shall advise the owner/agent to submit these documents to HUD.

The Contractor shall submit a Health and Safety Deficiency Recommendation Report to the

COR via email within 72 hours of property assessment if health and safety deficiencies are discovered. The Health and Safety Deficiency Recommendation Report shall include:

o Detailed description of the health and safety deficiencies such as conditions that require an imminent need for correction as defined by NSPIRE. Imminent correction is defined as any condition that adversely impacts the livability and/or habitability of a unit or property.

o Location (building and unit) of the health and safety deficiency o Minimum of 2 color photos for each health and safety deficiency (per unit/building). Photographs shall be color digital photographs stored for printing o and electronic transmission. Digital photographs shall be stored in JPEG, GIF, and/or PDF formats with a minimum resolution capable of producing 3" X 5" photo quality prints. The Contractor shall also provide additional photographs as required, including those necessary for identifying non-compliance with contract documents or HUD regulations, or as requested by the COR.

The Contractor shall submit completed Recovery Progress Assessment Reports within the time period described below. Reports may be submitted individually as completed for review and acceptance; but shall not be submitted later than the time period described below. Submission of reports as completed is encouraged.

Reports rejected for quality shall be returned to the Contractor with details/explanation of deficiencies. The Contractor will resubmit revised report(s) no later than 5 calendar days from receipt of the rejected/returned report. If the report is not resubmitted within 5 calendar days from receipt of the rejected/returned report, disincentive schedule below shall apply.

All deliverables shall be submitted collectively per property in accordance with the below schedule from issuance of the service task.

o 1-20 properties within 20 business days o 21-50 properties within 30 business days o 51+ properties within 45 business days

Performance Standards

a) Standard: The Contractor shall schedule the Recovery Progress Assessment(s) within 3 business days of the COR request.

AQL: Zero Deviation

b) Standard: The Contractor shall notify the COR of any issues or the inability to schedule any of the Recovery Progress Assessments via email within 2 business days of the COR request.

AQL: Zero Deviation

c) Standard: The Contractor shall maintain a copy of all owner/agent notifications provided to affected residents at each property.

AQL: Zero Deviation

d) Standard: The Contractor shall provide the COR a Schedule of Assessments Report via email within 7 business days of the COR request.

AQL: Zero Deviation

e) Standard: The Contractor shall complete a Trip Report by submitting HUD Form 95379 after each on-site visit and submit it to the COR via email within seven (7) business days of the on-site visit.

AQL: Zero Deviation

f) Standard: The Contractor shall submit a Health and Safety Deficiency Recommendation Report to the COR via email within 72 hours of property assessment if health and safety deficiencies are discovered.

g) Standard: The contractor shall submit the Recovery Progress Assessment(s) for 1 to 20 properties within 20 business days.

AQL: Zero Deviation

h) Standard: The contractor shall submit the Recovery Progress Assessment(s) for 2 to 50 properties within 20 business days.

AQL: Zero Deviation

i) Standard: The contractor shall submit the Recovery Progress Assessment(s) for 51+ properties within 20 business days.

AQL: Zero Deviation

j) Standard: The Contractor shall resubmit revised report(s) no later than 5 calendar days from receipt of the rejected/returned report. If the report is not resubmitted within 5 calendar days from receipt of the rejected/returned report, disincentive schedule below will apply.

A011 Trip Report

A012 HUD Form 95379

A013 Schedule of Assessment Report

A014 Recovery Progress Assessment Issues

A015 Recovery Progress Assessment Reports

A016 Health and Safety Deficiency Report

5.3 Transition

The Contractor recognizes that the services under this task order are vital to the Government and must be continued without interruption and that upon contract expiration, a successor;

either the Government or another Contractor, may continue them. In order to ensure a smooth transition of services at the beginning and end of contract performance, the Contractor shall provide a Transition-In and a Transition-Out Plan. The Transition-In Plan and Transition-Out Plan shall be provided to the Government upon request.

The Contractor shall, upon the COs written notice, furnish Transition-In and/or Transition-Out services as required. The Contractor shall provide sufficient experienced personnel during the

Transition period to ensure that the services called for by this BPA and subsequent task orders are maintained at the required level of proficiency.