Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

Advanced Contract Initiative – Temporary Emergency Power

C.1. General.

The Contractor shall, under this contract provide all labor, equipment, materials, supplies, etc., to support all USACE temporary emergency power activities prior to, during, and following a federal declared emergency in a state/territory/commonwealth/tribal nation.

This section contains the basic Contractor requirements for three phases of work. These are Mission Readiness, Mission Mobilization, and Mission Execution Phases. Each phase of work has its own unique requirements, with the bulk of the work being performed under the Mission Execution Phase. The priority of the Mission Execution Phase will be the generator installation rate and real-time reporting of all phases of mission execution. While there are many aspects to the overall temporary emergency power (TEP) mission, the time to complete generator installs is of paramount importance to USACE, FEMA, and the impacted state/territory/commonwealth/tribal nation.

Performance requirements are defined in later sections of this PWS.

C.2. Definitions.

The following terms, acronyms, abbreviations, and phrases used throughout this PWS and during mission execution are defined as follows.

249th Engineer Battalion, Prime Power (249th) – Headquartered at Fort Belvoir, VA and located at various places around the world, this battalion provides electrical services for the active-duty Army world-wide; a secondary function is disaster response. During disaster response, the 249th provides technical expertise and knowledge regarding the TEP mission. 249th Soldiers will be one of the options for conducting assessments of facilities, known as Pre-Installation Inspections (PIIs), and providing technical knowledge at the Joint Field Office (JFO) and staging area. The 249th may also serve in the role of conducting quality assurance (QA) for the Government when the Contractor conducts PIIs and to ensure generator installation is in accordance with the PWS requirements, among other quality assurance roles.

Advanced Contract Initiative (ACI) – The process of having a contract in place prior to a disaster to permit quick and immediate response. This contract will be referred to as ACI after award.

Advanced Echelon (ADVON) – A small team of five Contractor personnel, departing in advance, ahead of the main body of deploying personnel. The Incident Commander for the Contractor shall be one of the personnel included in the five Contractor personnel. It is also typical for a Safety and Health Official to be a part of the ADVON. The purpose and intent of an ADVON can be found in Attachment 1. Contractor price proposal to support an ADVON is shown in Attachment 7.

Assessment – See definition for PII.

Assets – Personnel and/or equipment used to fulfill the requirements of this contract.

Authorization to Proceed (ATP) – Issuance of a task order by the Contracting Officer (KO) is the ATP and authorizes the Contractor to perform all work required by the contract. Based on the urgency of each mission, the KO may provide a verbal or written ATP via email to commence with mobilization; however, it will always be followed up with the issuance of the task order.

Bill of Materials (BOM) – The installation materials (not tools) needed to electrically connect generators to a facility. BOM includes, but is not limited to cables, conductors, ground rod(s), split bolts, and lugs. FEMA has kits that contain installation materials and installation tools that are referred to as BOM Kits. A sample BOM Kit inventory sheet is included in Attachment 1, Table 3. The initial number of anticipated FEMA-provided BOM Kits based on each deployment package can be found in Attachment 1, Table 1. The Government intends to provide the BOM Kit(s) for each initial mobilization of FEMA generators to the staging area.

DRAFT

Contract Specialist (CS) – A USACE employee who is a member of the Emergency Power PRT and works at the staging area. The CS reviews and validates the DER (see PWS Paragraph C.3.6.2) and assists the KO with other negotiated items (Line Item R8), review of materials and supplies (Line Item R5), as well as overall administration of the task order.

Contracting Officer (KO) – means a person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) – an individual designated in writing by the KO to perform specific technical and administrative functions. They have the authority to issue technical direction for execution of the mission, such as assigning daily installation priorities to the Contractor. A primary COR from the Pittsburgh District (P-COR) may be appointed along with an alternate COR that is also fulfilling the role of a PRT MM (MM-COR).

Regardless, any appointed COR will have a designation letter which will be issued to the Contractor. For the duration of an assigned mission, “COR” is inclusive of any primary (P-COR) and/or alternate COR (MM-COR) that is appointed per designation letter unless otherwise specified as “P-COR” or “MM-COR”.

Critical Facility – A facility the state/territory/commonwealth/tribal nation deems important to its response and recovery from the disaster and that FEMA concurs is, in fact, necessary and/or critical to the response and/or recovery. Examples include, but are not limited to, police and fire stations, hospitals, nursing homes, pump stations (sewage and/or potable water), and certain government office buildings.

De-installation Activity – Written or verbal authorization from the COR or CS to the Contractor to de-install a previously installed generator. The COR may request the generator be returned to the staging area.

Disaster Declaration – A declaration from FEMA to authorize Federal assistance for major disasters and emergencies that require expertise in disaster response, recovery, and mitigation. Under this contract, three FEMA Disaster Declarations provide funding and Federal support to the states/territories/commonwealths/tribal nations of the United States. These include Pre-Disaster Declaration, Emergency Declaration and Major Disaster Declaration.

A task order may be issued under one, two or any combination of these declarations resulting in varying funding sources to which invoicing may be associated and billed. For additional information, refer to the National Response Framework (NRF) at the following website: https://www.fema.gov/emergency-managers/national-preparedness/frameworks/response.

Distribution Center (DC) – The locations where FEMA warehouses generators. The generators are shipped from a DC to the staging area prior to the event, or as soon as possible after a no notice event. FEMA DCs are in Greencastle, PA; Atlanta, GA; Fort Worth, TX; Tracy, CA; Caguas, Puerto Rico; Honolulu, Hawaii; and Barrigada, Guam. The FEMA generator inventory, which includes all essential generator information, for each DC is included at Attachment 14.

Emergency Operations Center (EOC) – The facility or location where the state/territory/commonwealth/tribal nation disaster response and recovery is managed. This is typically where requests for TEP to support critical facilities are initiated to FEMA.

Federal Emergency Management Agency (FEMA) – A component of the Department of Homeland Security responsible for managing, overseeing, and executing response and recovery from a Presidentially Declared Disaster.

Fully Mission Capable (FMC) – Designation given to a generator that is electrically and mechanically ready to be installed. Implies the generator will start, run, and produce the rated voltage(s) and amperage.

Generator Maintenance Profile (GMP) – The GMP is a document that provides essential information about each generator, such as total run hours, oil pressure readings, coolant temperature readings, alternating current (AC) and direct current (DC) voltage, frequency output, the results of load tests, filter and fluid information, repairs completed, and overall mission capability. The FEMA provided GMP form, which is to be completed during download & prep activities, daily preventative maintenance (PM), and Return to Storage (RTS) Activities is found at Attachment 8.

Generator Power Pack – A pre-identified group of FEMA generators typically ranging from 15kW to 2mW. Each FEMA DC has some aspect of one or multiple generator power packs. These generator power packs are typically initially deployed to the staging area in anticipation of a disaster response. See Attachment 1, Table 2 for the FEMA Generator Power Pack offerors are to use when pricing each of the deployment packages where generators will be provided to the Contractor (Type I, Type II, Type III, and Type IV).

Incident Commander (IC) – The Contractor’s lead representative at the staging area.

Installation Activity –Once the PII is complete, the Contractor shall move forward with installation of the generator unless told otherwise by the KO, COR, or CS. Installation activity is inclusive of a facility either in possession of generator only, or if a generator is providing power to a facility.

Joint Field Office (JFO) – The operational hub for recovery efforts, typically located in the capital city of the impacted state/territory/commonwealth/tribal nation or near the impacted area, established by FEMA. All government agencies involved in the response and recovery efforts will have representation and personnel at the JFO. The Government may also decide to allow a representative of the Contractor at the JFO. The KO will state in the Authorization to Proceed (ATP) for each task order issued if this will be allowed.

Logistics Specialist (LS) – A USACE employee who is a member of the Temporary Emergency Power Response Team (PRT) and is located at the staging area. The LS is responsible for tracking and accounting of all generators and coordinating with FEMA representatives at the staging area.

Medium Voltage (MV) – The term “medium voltage” is commonly used for distribution systems with voltages above 1 kV and generally applied up to and including 35 kV. For technical and economic reasons, the service voltage of MV distribution networks rarely exceeds 35 kV. MV work consists of set up of MV distribution transformers, or MV termination of cable and connecting to either a switchgear or grid systems.

Mission Liaison Officer – Individual is responsible to gather and present essential elements of information (EEI) concerning mission progress and answer requests for information (RFI)s to higher headquarters. Typically, a Military Officer from PRT district.

Negotiated Items – Individual tasks the Government requests the Contractor to perform that require KO approval.

Typical Negotiated Items include procurement of material to augment BOM Kits, increase of existing types of Contractor assets (labor and/or equipment), addition of new Contractor assets, generator repairs, generator leasing, and testing and repair of transformers. Negotiated Items will be issued to the Contractor by the KO through a modification to the task order or by issuing a new task order.

Not Mission Capable (NMC) – Designation given to a generator or any FEMA inventory asset that has an electrical or mechanical problem preventing operation in accordance with manufacturer specifications for safe installation.

No generator nor any FEMA inventory assets can be designated NMC unless validated by a FEMA Powered Support System Mechanic (PSSM) at the Generator Staging Base (GSB).

Outside the Contiguous United States (OCONUS) – Alaska, American Samoa, Guam, Hawaii, Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands. The ACI contract for Quadrant IV is the only contract that requires the contractor to perform in the OCONUS locations.

Operational Period – A period of time within the overall disaster response/recovery, typically 24 hours, during which the state/territory/commonwealth/tribal nation and/or FEMA prioritize USACE activities with respect to emergency power and contract activities. One example is, “For the next operational period, the state wants all USACE emergency power focused on providing emergency power to shelters.” The operational period is determined during the daily meetings between the COR and the IC.

Planning and Response Team (PRT) – The USACE personnel team responsible for oversight and administration of the Temporary Emergency Power mission. The PRT is primarily comprised of a PMC, MM-COR, MLO, LS, and CS. The team is also augmented by several Quality Assurance (QA) personnel.

Point of Debarkation (POD) – The location, as directed by the KO, where the Contractor will arrive when transported by the Government. The Contractor is responsible to complete mobilization from this location to the OCONUS staging area and/or complete demobilization from this location to home station.

Point of Embarkation (POE) – The location, as directed by the KO, from where the Contractor will depart when transported by the Government. The Contractor is responsible to mobilize to this location within the requirements of paragraph C.5.1.

Power Mission Commander (PMC) – Team leader of the PRT who provides leadership link between all Government deployed power assets and the Supported Commander. Directly supervises the PRT and reports status of operations up the chain of command. The PMC is not responsible and shall not give any direction to the Contractor. The KO, COR, and CS (with approval from the COR or KO) retain that responsibility and are the only individuals who can provide direction to the Contractor.

Pre-installation Inspection (PII) – The process of sending individuals to a facility that does not have commercial power, or whose backup generator is no longer working, to determine the appropriate size generator (kW, voltage, and phase) required to provide temporary electrical power.

Prepping Generators – The process of preparing generators for future installation that includes, but is not limited to, inspecting the generator for damage incurred during transportation to the staging area, attaching the exhaust stack, checking fluid levels, connecting battery leads, providing nominal fuel for start-up and testing purposes, starting the generator, and verifying the generator phase, that the rated voltage(s) can be produced, and that the hour meter operates.

Quality Assurance Specialist (QAS) – A USACE employee, FEMA employee, or member of the 249th that is located at the staging area. The QAS assist the COR and KO in ensuring the Contractor meets the requirements of the PWS.

QAS’s serve a surveillance and reporting function only. They have no authority to direct the Contractor.

Quality Assurance Lead (QAL) – A USACE employee who is a member of the PRT and is located at the staging area. The QAL also develops a daily inspection schedule of installed generators, provides routing instructions, and provides the daily inspection requirements to the QAS’s assigned to the mission.

Quality Assurance Surveillance Plan (QASP) – The QASP is a government developed plan that specifies all work requiring surveillance and the method of surveillance. The Government’s contract quality assurance shall be performed at such times and places as may be necessary to determine that the services conform to contract requirements.

Regular Rate – This term is used to describe assets (equipment and labor) that are in an operational status. At any time throughout the designated shift (labor) and day (equipment), the particular asset shall be able to perform its intended purpose in support of executing this contract. Once an asset is on “regular rate” status, it maintains this status throughout the entire shift (labor) or day (equipment).

Return to Storage (RTS) – The process of preparing a generator to be returned to FEMA DCs. This process includes, but is not limited to, repairing damaged sheet metal, changing fluids and filters, removing all fuel, and identifying required electrical and/or mechanical repairs. Load testing using a load bank may also be required based on FEMA guidance and will be specifically tasked by the KO or COR.

Safety Occupational & Health (SOH) – Government SOH personnel who identifies safety risks, develops site safety plans, gives safety briefings, reports deficiencies and incidents, etc. on behalf of the Government.

Site Condition Report (SCR) – This report is generated by the Contractor to document the condition of the site where a generator will be installed. The report is used to verify the site is in or has been returned to its original condition after de-installation and removal of the generator. The Contractor also performs an SCR of all staging areas upon mobilizing and prior to de-mobilizing from the staging area.

Staging Area – Commonly referred to as the Generator Staging Base (GSB) but may also be referred to as the Incident Support Base (ISB), Federal Staging Area (FSA), Logistics Staging Area (LSA), Federal Operations Staging Area (FOSA), State Staging Area (SSA), or Regional Support Depot (RSD). This is the location where generators are delivered, and the TEP mission is executed. Activities such as prepping, loading, and hauling occur at the staging area.

Standby Rate – This term is used to describe assets (labor and equipment) that are in a reserve status. Assets must be placed in a “standby rate” status by work order issued by the KO, CS or COR. Assets in “standby rate” status shall report to the staging area for accountability at the start of the designated shift (labor) or day (equipment) and then stage at the hotel with the ability to report to the staging area within the normal commute time from lodging to the GSB for that event. Assets will be placed in “standby rate” status immediately following accountability. Assets may be changed from “standby rate” status to “regular rate” status at any time during the shift (labor) or day (equipment) and will remain in that status throughout the remainder of that shift (labor) or day (equipment).

Task Order – A contract issued by a KO that provides legal authorization for the Contractor to perform work under this contract.

C.3. Task Orders

C.3.1. Task Orders

C.3.1.1. The KO shall accomplish Government-directed phases of work by issuing a task order. Each task order will be issued as a not to exceed (NTE) dollar value. The basis for each task order will be the deployment packages shown in Attachment 1, Table 1 and will be at the prices agreed upon between the Contractor and Government under Attachments 3, 4, 5, 6, or 7. There may be instances where the Government will have the Contractor adjust the assets initially deployed. A proposal to the original deployment package must be negotiated and incorporated into the resulting task order. Any additional Contractor assets needed after award of a task order (labor and/or equipment) must be handled by modifications to the task order.

C.3.1.2. Issuance of a task order by the KO is the ATP and authorizes the Contractor to perform all work required by the contract. Based on the urgency of each mission, the KO may provide a verbal or written ATP via email to commence with mobilization; however, it will always be followed up shortly thereafter by issuance of the task order.

C.3.1.3. The Contractor is required to submit a Daily Expenditure Report (DER) in accordance with paragraph C.3.6.2. At no time shall the Contractor exceed the NTE amount stated in the task order. The Contractor shall notify the Government when the Contractor has exceeded the 50% value of the NTE task order dollar amount, and again at the 75% value of the NTE task order dollar amount, and lastly at the 90% value of the NTE task order dollar amount. Demobilization shall commence via written notification if 90% of the NTE amount has been expended and a funding increase is not executed nor in the process of being executed.

C.3.2. Mission Flow.

C.3.2.1. The following is a standard mission flow explaining how FEMA, the state/territory/commonwealth/tribal nation, USACE, and the Contractor interrelate to execute TEP mission. This section is not meant to be all inclusive as to every aspect of the TEP mission but is intended to explain most of the process and how the various entities interrelate during a mission.

C.3.2.2. For “Notice” events (examples include hurricanes and ice storms), FEMA Regions may mobilize Federal assets into a state/territory/commonwealth/tribal nation in advance of a potential disaster. Under these Pre- Disaster Declarations, FEMA tasks USACE to mobilize resources, including the PRT, the 249th, and the Contractor, into an area to prepare for a forecasted disaster. The KO issues a NTE task order to the Contractor for mobilization of agreed upon assets (labor and/or equipment) to the pre-defined staging area. Under Pre-Disaster Declaration Mission Assignments, Federal assets are not provided to the state/territory/commonwealth/tribal nation. This is FEMA’s opportunity to best align and prepare for response to the pending disaster.

C.3.2.3. Once an event (man-made or natural) is declared a “Disaster” by the President of the United States (this includes an Emergency Declaration or Major Disaster Declaration), FEMA becomes authorized to assist the impacted state/territory/commonwealth/tribal nation. FEMA will stand-up the JFO in the designated city of the impacted state/territory/commonwealth/tribal nation from which to manage and execute the response and recovery efforts. All response and recovery efforts will be managed/executed from the JFO, not just the TEP mission. The impacted state/territory/commonwealth/tribal nation will provide, via their own emergency management process, requests to FEMA for provision of temporary emergency power to a critical facility in the impacted area.

Once the validity of the request has been confirmed by FEMA, FEMA passes the request to the Action Officer (AO) located at the JFO. An example of a request list illustrating the facility information is included as Attachment 20.

The requests are then forwarded to the KO, COR or MS to be passed to the contractor to create taskings in their real-time monitoring system and to execute.

C.3.2.4. Typical requests for TEP do not state, with any authority, the required generator size for a facility. To determine the correct size generator and how to electrically connect the generator, PII Team consisting of two individuals from the 249th Engineer Battalion and one Master Electrician from the Contractor is dispatched to inspect the facility. The PII may also be completed with a single Master Electrician from the Contractor or exclusively by the 249th Engineer Battalion. If the PIIs will be conducted exclusively by the Contractor, a single Master Electrician shall conduct the PII. This will cause no change in the package pricing (Attachments 2 through 6), as no additional personnel will be required.

Once at the facility, the individual(s) conducting the PII will inspect the facility, determine the generator size required to power the facility, determine how to electrically connect the generator, and electronically input all required PII data into the Contractor’s mission execution and monitoring system (see PWS C.3.2.8.1). The PII must document the correct size generator(s), external fuel tank (if required) and BOM required for the installation. Only BOM shown on the FEMA BOM Kit (Attachment 1, Table 3) shall be used unless approval has been given by the KO and COR to use other BOM. The location of the correct installation site shall be accurate, and all point of contact information shall be accurate. The PII shall provide the exact drop location for the generator, external fuel tank (if required) and include the correct measurements for the necessary cable lengths and correct BOM. If the 249th is involved in conducting PIIs, the 249th will have their leading member at the GSB sitting directly next to the designated ACI Contractor Electrical Lead at the GSB to immediately review the PII data inputted into the Contractor’s mission execution and monitoring system. Once both parties agree on the PII data, the Contractor is responsible for generator and external fuel tank (if required) selection and will prepare the generator (if not already done), collecting BOM, cutting the correct length cable, and getting the generator and external fuel tank (if required) loaded. If there are any disagreements between the 249th Lead at the GSB and the designated ACI Contractor Electrical Lead, the Contractor has final determination on the data inputted for the PII since the Contractor is responsible for proper installation of the generator. If the individual(s) conducting PIIs are unable to electronically input the PII data into the Contractor’s mission execution and monitoring system because the system is inoperable, the individual(s) shall immediately call the 249th Lead and ACI Contractor Electrical Lead at the GSB and verbally communicate all PII data required in Attachment 9 – PII Inspection Form. Satellite phones (or other backup communication) shall be immediately available to be used to ensure no delay is mission execution.

Once the PII is complete, the Contractor shall move forward with installation of the generator unless told otherwise by the KO, COR or CS. The Contractor must meet or exceed the daily PII capability listed in Attachment 1 for the selected package size. If the Contractor is given daily PIIs below the capability, the Contractor must meet all PII assignments for that day. Circumstances preventing the Contractor from meeting a PII assigned on any given day shall be discussed promptly between the COR and Contractor. The Contractor shall provide a completed copy of Attachment 9 – PII Inspection Form to the KO, COR CS and MS upon installation completion. In circumstances where an install is not requested by the Government, the Contractor shall provide a copy of Attachment 9 – PII Inspection Form before mission completion. The Government will prioritize the PII order. The Contractor shall perform all necessary coordination with the facility point of contact to arrange a schedule and access to the site.

Once installed, the Contractor will operate and maintain the generator until tasked by the KO, COR, or CS to de-install the generator. Maintenance includes daily preventative maintenance and fueling (or more often if necessary), routine servicing, and any repairs required for the generator to operate properly. Once commercial power is restored and available at the facility, the generator will be de-installed and returned to the staging area for possible reuse. It is also a possibility that FEMA may request the generator to remain in place temporarily as a back-up. In all cases, the de-installed generator will be returned to the GSB to support other taskings or prepared for RTS. During de-installation, the Contractor will be responsible for disconnecting the generator from the facility and re-connecting the facility to commercial power or coordinating the re-connection with the local power company. This requires coordination with the facility point of contact, the utility company and local code enforcement. Once all generators have been de-installed and additional requests for temporary emergency power are not anticipated, the Contractor will complete the RTS process for the generators after written notice from KO, COR, or other designated party as determined by the KO. This process includes activities such as repairing damaged sheet metal, changing fluids and filters, removing all fuel, and identifying required electrical and/or mechanical repairs. Load testing using a load bank may also be required.

C.3.2.5. Readiness Phase.

C.3.2.5.1. The Readiness Phase includes all activities such as preparedness, planning, training, identifying alternative resources, developing agreements and letters of intent with other subcontractors and suppliers, and developing and improving SOPs. The Contractor will maintain situational awareness of potential disasters such that the Contractor and subcontractors are prepared to execute the work in this PWS upon issuance of a task order.

C.3.2.5.2. Upon issuance of a task order, the Contractor shall participate in applicable pre- and post-emergency conferences, workshops, meetings, and exercises such as Command Post Exercises, After Action Review, Lessons Learned Analysis, and PRT Training and/or Exercises. The Contractor will be reimbursed for labor at the standby rate in the rate schedule for normal workday, per diem and travel costs associated with these conferences, workshops, meetings, and exercises (that require travel and a task order) that occur outside of a mission for which mobilization and demobilization are involved.

C.3.2.5.3. Quadrant IV Only.

C.3.2.5.3.1. The Contractor will plan with USACE and participate annually in a tabletop exercise with the USACE Pittsburgh District on deployment coordination, task order issuance, initial mobilization, reporting and fiscal closeout (invoicing), after action review, USACE/FEMA Remedial Action Plans, training and exercises, and annual coordination of this contract.

C.3.2.5.3.2. Annual Plans review will address Air Transportability Test Loading Activity (ATTLA) Equipment certification updates including dimensional data revisions.

C.3.2.6. Mobilization Phase.

C.3.2.6.1. Mobilization Phase includes all activities required to mobilize Contractor assets (labor and/or equipment) to a staging area in advance of or in response to a natural or man-made disaster. These mobilizations occur under one of two basic scenarios. The first is in anticipation of a “notice” event which is typically a Federal Pre-Disaster Declaration prior to landfall of a hurricane. The second is in response to a “no notice” event such as an earthquake or severe tornado. The Contractor is responsible for investigating the available roads for transportation, load limits for bridges and roads, and other road conditions that may affect the transportation of generators and equipment to a critical facility. The Contractor shall provide any required roadmaps, atlases, etc. The Contractor shall exercise care when securing generators for movement to include ensuring tie-down straps are not over tightened to the point of damaging the generator sheet metal housing. “V” boards or similar shall be utilized whenever there is contact between the tie-down strapping and unsupported sheet metal. The Contractor is responsible for complying with all Federal, state/territory/commonwealth/tribal nation, and Department of Transportation rules and regulations as well as obtaining any required licenses and permits. The Government may prioritize the hauling order.

C.3.2.6.2. Activities performed by the Contractor under the Mobilization Phase include, but are not limited to, mobilizing the Contractor assets to the staging area, establishing on-site command and control, off-loading generators and BOM Kits, inventorying BOM Kits, initiating generator preparation, testing transformers, and performing PIIs of facilities. BOM Kit inventory will be initiated once signed over to the Contractor and accomplished in coordination with the PRT LS, FEMA PSSM and/or 249th Soldier. Accurate initial and closeout inventories are required.

C.3.2.6.3. The mobilization time will be directed by the KO at the time of task order award or when ATP is given. Mobilization time for Quadrants I-III will be 21 hours after ATP. In a standard mission flow, the KO will issue a task order instructing the Contractor to initiate mobilization (authorization can be given via verbal/email notification) as of 0001 hours on a given day (Eastern Time Zone). The Contractor shall complete mobilization of all equipment and personnel by 2100 hours on that day (Eastern Time Zone). For example, if the KO issues a Task Order indicating the Contractor shall mobilize assets starting 0001 hours 14 July, the Contractor has until 2100 14 July to complete mobilization. However, it is of paramount importance to the government that the Contractor’s personnel and equipment that are used to enter taskings and to conduct assessments mobilize soonest. For any equipment and personnel that report late, the Contractor shall notify the CS, COR, KO and other designated parties as determined by the KO via email with personnel/equipment name, labor category/equipment category line number, Contractor badge number, and time/date stamp of record of reporting. The PII tasking list will be sent to the Contractor by the KO, COR or MS. Upon receipt the Contractor shall input the priority list into their real-time monitoring system to create taskings. The PII tasking list may include an individual tasking or bulk tasking organized by priority. The Contractor shall be prepared to begin installing generators at the start of the day shift the day after mobilization deadline at the full daily capability rate (for example, by 0700 local time on 15 July).

C.3.2.6.4. To confirm completion of mobilization, all Contractor assets are to report to the COR, CS, and QAS’s or other designated parties as determined by the KO at the staging area. Calling in from the hotel or a different meeting location near the staging area is not acceptable. All assets that do not meet the mobilization timeline, and their associated reimbursable costs, shall not be paid for that day. Only the assets that arrive at the staging area prior to the mobilization deadline shall be invoiced for that day. If FEMA fails to provide a final staging base or the location of the staging base is required to move during the mission, USACE will compensate the contractor according to contractual rates and mileage costs already agreed to. During the mobilization phase, members of the PRT will staff the staging area during the general day/night shift times identified in paragraph C.3.2.9.2 up through the required mobilization completion time identified in the task order ATP. The IC and COR should be in constant communication throughout the mobilization phase to ensure physical accountability of all assets. If either party identifies concerns with staging area access, travel restrictions, or other impediments to full accountability, these concerns shall be raised to the KO or their designated representative (the COR) and an alternative method for accountability (alternate rally point, documentation of travel days, etc.) may be approved.

C.3.2.6.5. Upon completion of mobilization, the IC shall submit notification to the CS, COR and KO that all assets have completed mobilization.

C.3.2.6.6. Labor that has arrived at the staging area with a balance remaining on their 12-hour shift shall begin efforts to establish and set-up the staging area in coordination with the COR. The Contractor shall also remain in a fully operational status with all personnel, equipment, communications, materials, fuel, etc. required to begin the Execution Phase of the mission during the appropriate shift (labor) for the following day.

C.3.2.6.7. Quadrant IV Only.

C.3.2.6.7.1. The mobilization time will be directed by the KO at the time of task order award or when ATP is given. Mobilization time for Quadrant IV will be 24 hours after ATP. In a standard mission flow, the KO will issue a task order instructing the Contractor to initiate mobilization (ATP can be given via email notification by the KO) as of 0001 hours on a given day (Eastern Time Zone). The Contractor shall complete mobilization of all equipment and personnel by 2359 hours the same day. For example, if the KO issues a task order indicating the Contractor shall mobilize assets starting 0001 hours 14 July, the Contractor has until 2359 14 July to complete mobilization. However, it is of paramount importance to the government that the Contractor’s personnel and equipment that are used to enter taskings and to conduct assessments mobilize soonest. The Contractor can acquire resources locally.

C.3.2.6.7.2. When mobilization of contract assets to an OCONUS disaster is required and Government-provided transportation will transport assets to the OCONUS staging area, the Contractor shall mobilize to a CONUS POE within 24 hours of the KO’s ATP

C.3.2.6.7.3. When transportation to the OCONUS staging area is required by the Contractor, the Mobilization Time will be directed by the KO at the time of task order award or when ATP is given.

C.3.2.7. Execution Phase.

C.3.2.7.1. Execution Phase major activities include, but are not limited to, prepping generators (if not already initiated or completed under the Mission Mobilization Phase); hauling, installing, fueling, performing preventative maintenance and routine servicing, and repairing generators; relocating and recovering generator and associated fuel systems; de-installing generators; and performing RTS activities. Additionally, the Contractor may be directed to complete miscellaneous electrical tasks in providing emergency power to critical facilities (i.e., assess and provide guidance to facility managers for non-federal generators, test and repair Government-owned transformers, etc.). The Contractor is responsible for providing all labor, equipment and supervision required to perform all work in this PWS.

C.3.2.7.2. Generator size requirements at critical facilities typically range from 15 kW up to 2 mW whether the generator is provided by FEMA, the state/territory/commonwealth/tribal nation, the Contractor, or another entity. If the Contractor is required to provide generators, the KO will negotiate this item and incorporate them into the task order award or via a task order modification.

C.3.2.8. Mission Execution Monitoring.

C.3.2.8.1. Contractor mission execution and monitoring system: The Contractor shall provide the Government with access to a TEP real time mission execution and monitoring capability. The system shall be a cloud-based, secure access web application accessible from Government-owned electronic devices to include mobile phones, tablets, and Windows-based computer systems. Monitoring shall include at a minimum, the date and time the following tasks are completed: facility assessments, prepping generators, generator installed, generator initially fueled/DEF added and generator is ready to power the facility, generator serviced, generator requires repair, generator repair completed, generator refueled and/or DEF added, generators de-installed, generator returned to the staging area, generator return to storage (RTS) measures completed, generators loaded for redeployment.

Explanations shall also be provided for any unanticipated delays in performing these tasks.

The system shall also provide evidence of accountability of personnel and equipment at each shift from mobilization to de-mobilization along with all associated equipment by barcode. The Contractor shall clearly identify in the system if a piece of equipment is specifically tied to specific personnel (i.e.,1/2-ton truck owned by Journeyman Electrician (specific name)). The Contractor shall create badges with barcodes for all personnel and stickers with barcodes for all equipment during the mobilization phase. The Contractor is responsible for having scanning devices that can scan all accountable assets and ensure this information automatically flows into the mission execution and monitoring system. Accountability of personnel shall include name, labor category, prime contractor badge number, name of prime or subcontractor who employs personnel, and date/time of scan. Accountability for equipment shall include equipment category, equipment license plate number and state (if applicable), prime contractor barcode number for equipment, name of prime or subcontractor who owns the equipment, and date/time of scan. The Contractor may be unable to scan certain personnel and equipment during missions (i.e., PII teams not located at GSB, personnel and equipment being transported by government provide transportation). The Contractor is responsible for accounting for these personnel and equipment daily and providing evidence to the KO, COR and CS that they have been accounted for, for that day to include the location. The Contractor is responsible for ensuring personnel and equipment that cannot be scanned are entered into the system.

C.3.2.8.2. Software application for real time mission status: The Contractor shall provide the Government with a software application that provides the following real time mission status data: assessments (received, assessed, on hold and cancelled/or no longer required), installations (received, generator installed (drop

vs. running), on hold and cancelled/or no longer required), de-installations (received, generator deinstalled, on hold and cancelled/or no longer required) and RTS (received and completed). The status titles are referred to as essential elements of information (EEIs) and may be updated annually per coordination with USACE and FEMA. The software application shall be easy to read and user-friendly. The software application shall be able to accommodate multiple, concurrent missions occurring simultaneously. All authorized Government users shall be able to download the application on a cellular device (phones and tablets). The home screen shall contain the total number of assessments completed, installations completed, de-installations completed and RTS completed. The home screen shall also contain a GIS map of the pin locations for each of the assessments completed, installations completed, and de-installations completed differentiated for the user to easily see.

If a user clicks on the assessments completed number in the application, the application shall then provide a more detailed picture of all assessment data (received, assessed, on hold, cancelled/no longer required and a GIS map of all assessment data with pins color coordinated to differentiate received, assessed, on hold, cancelled/no longer required). The same data shall be shown when a user clicks on the total number of installations, de-installations and RTSs. Within those more detailed tabs, a user shall have the ability to click on a pin and then all data for that tasking shall be populated, to include tasking number, facility name and address, generator size, fuel tank size, photo of generator and associated equipment, completion time for each activity. If an installation has been completed, the pin for the assessment shall be removed. Pins for different activities shall be displayed in different colors depending on the status of the task (received, assessed, generator installed (drop vs. running), generator de-installed, RTS completed, on hold, cancelled/no longer required). Additionally, the application shall allow the user to click on activities (assessments, installations, and de-installations) and see GPS transit visibly of where the contractor’s assets are enroute to the facility location (similar to watching where an Uber vehicle is enroute). This will require the Contractor to install tracking devices (i.e., transponders on all generator hauling equipment) or some other means to accomplish the enroute visibility the Government requires.

C.3.2.8.3. The Contractor shall deliver its first release of the mission execution and monitoring system for Government use within 60 days of contract award. This shall be accomplished by the Contactor providing Government stakeholders a demonstration of the first release. The Government will provide feedback within 30 days on a recorded Teams or Webex videoconference of receiving the first release. Further updates and releases will be provided to the Government within 30 days of the Contractor receiving the Government feedback. The final software application that will be ready for use shall be completed within 120 days of contract award. The Government and Contractor will continue to communicate changes and make software application updates throughout the contract ordering period. The Contractor is responsible for ensuring the application is always operational and up to date during missions based on real time status.

C.3.2.8.4. The Contractor shall provide access to the system(s) to the KO, COR, and CS NLT the mobilization deadline detailed in the ATP and/or task order award. The Contractor shall also give systems access to other Government personnel as requested by the KO or P-COR during mission execution.

C.3.2.9. Hours of Operation

C.3.2.9.1. The Contractor shall be prepared and able to execute the contract requirements 24 hours per day, 7 days per week. Except for mobilization and demobilization activities, all activities within hours of operations during a mission shall reflect local time of the staging area. For safety purposes, most generator installations, de-installations, and scheduled maintenance are planned to occur between dawn and dusk (daylight). However, any requests, regardless of time received, for an installation that cannot wait until daylight hours the next day shall be installed by the Contractor during nighttime. The Government may also assign specific assets to work night shifts to meet mission requirements and support 24-hour response operations. Emergency repairs to installed generators shall also be performed 24 hours per day.

C.3.2.9.2. Labor and equipment identified in the task order(s) will be assigned to one of two 12-hour shifts per the Contractor’s established deployment packages. These shifts are generally a day shift (0700 to 1930 with one half hour lunch) and a night shift (1900 to 0730 with one half hour lunch). The KO or COR may adjust the start time for these shifts to meet mission requirements and adjust to the natural occurring daylight hours for each event. Shifts shall not exceed 12 hours and travel time to/from lodging to the staging area is not included in the 12-hour shift. If overtime is required outside the 12-hour shift due to unforeseen circumstances, the Contractor shall notify the Contracting Officer immediately and prior to overtime taken. Overtime will be a negotiated line item under R8 and will be negotiated within strict compliance with all applicable labor laws on a case-by-case basis during a mission. The KO or COR can also adjust the assignment of assets from day to night shift (and vice versa) as needed throughout the mission to meet the emergency power execution requirements.

C.3.2.10. Performance Requirements. The table below identifies the performance requirements for the specific task/work identified. The KO, COR and IC shall discuss extenuating circumstances preventing the Contractor from meeting these requirements.

TABLE 1: PERFORMANCE REQUIREMENTS SUMMARY

Task Standard Verification/Validation Remedy if Standard Not Met Mobilization of Assets Complete mobilization of all assets as indicated in

C.5.1.

All assets have reported to the Incident

Commander and QAS’s at the staging area.

The Government will not pay the daily rate of labor and/or equipment, and their associated reimbursable costs, for days where this standard is not met. The Contractor shall only invoice the day of arrival.

Licenses/ Certifications of Contractor

Personnel

Contractor shall provide to the Government SOH and

P-COR(s) appropriate license credentials and certifications for all personnel that require them to perform their duties under the contract. The Contractor shall provide proof that the license credentials and certifications are current and active within 48 hours of mobilization of the appropriate personnel. The Government SOH, P-COR, or KO may also ask for proof of license credentials and certifications at any time during a mission and the license credentials and certifications shall be submitted within 24 hours after the request.

Government SOH and/or P-COR will confirm the information is submitted within 48 hours of mobilization or within 24-hours any other time during a mission. Additionally, the Government SOH and/or P-COR will inspect the license credentials and certifications for compliance.

For individuals without the proper license credentials and certifications: the first and second discrepancy result in the

Government not paying the daily rate for that individual all days of non-compliance.

Third and additional discrepancies:

the penalties outlined above, as well as the Government will not pay the Site Safety and Health Officer and

IC labor for that day.

If individuals have proper license credentials and certifications, but the Contractor nevertheless misses the submission deadline, the first discrepancy is memo of record;

second and additional discrepancies result in the Government not paying the daily rate for the IC for that day.

PIIs The Contractor must meet or exceed the daily PII capability listed in Attachment 1 for the selected package size. If the Contractor is given daily PIIs below the capability, the Contractor must meet all PII assignments for that day.

Circumstances preventing the Contractor from meeting a PII assigned on any given day shall be discussed promptly between the COR and Contractor.

PIIs must be completed accurately per PWS

Section C.5.2.

Receipt of PII status report via email by KO and P-COR 1 hour before the end of day shift.

The accuracy of the assessment will be verified at time of installation. The installation will determine if the correct generator size and external fuel tank (if required) was documented, the correct BOM was determined, and that the location details and point of contact information is accurate.

First through fourth discrepancies:

1% deduction of DER total (Labor & Equipment only) for that day for each PII not completed and reasonable justification not provided and accepted by KO.

Examples of reasonable justification included but not limited to:

1. Local Utility Power is back on

2. Facility POC cancelled the request

For inaccurate assessments that are discovered when installations are incorrect, 1% deduction of DER total (Labor & Equipment only) for the day the PII was conducted.

Fifth and additional discrepancies:

The Government will assess the above penalties, as…