1.1.3 Attachment 2_Statement of Work (SOW).pdf

Infant and Toddler Kits

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For

Infant Toddler Kits 12/6/2022

Statement of Work Federal Emergency Management Agency (FEMA)

Logistics Management Directorate (LMD) Infant/Toddler Kits

BACKGROUND:

Historically, there has been an absence of adequate and appropriate shelter support for infants and children within shelters during disasters. Since 2008, during disaster operations the Federal Emergency Management Agency (FEMA), Federal, State, and local jurisdictions have provided caches of supplies known as “Infant/Toddler Kits” to support the care of children up to three (3) years of age in mass care shelters and emergency congregate care facilities for a minimum of 72 hours. The contents of these Infant /Toddler Kits were developed by the National Commission on Children and Disasters with guidance from subject matter experts in emergency management and pediatric care. The number of supplies cached in an area is based upon the potential number of children three (3) years of age and under that could be populating the local shelters and facilities for a minimum of 72 hours, as determined by the assessment of current demographic data for the jurisdiction. Such a level of preparedness is critical due to the high vulnerability of this population. To ensure that individuals affected by disasters are provided basic infant and toddler necessities until such time that longer term solutions are achieved, or the affected area can return to normal function with minimal disruption of services.

PURPOSE:

The Purpose of this Statement of work is to establish an IDIQ with multiple contractors to support FEMA by providing Infant and Toddler supplies and Vendor Managed Inventory (VMI) during emergency response and steady state replenishments.

DEFINITIONS:

• Steady State: Commodities required for stock replenishment during normal operations in preparation for emergency response operations requiring a response time of thirty (30) days.

• Emergency Response/Surge Operations: Commodities required for immediate need in support of national emergencies such as man-made or natural disaster and National Special Security Events requiring a response time of forty-eight (48) hours.

SCOPE:

The Contractor shall have the capacity to assemble and deliver (1) perishable Infant/Toddler kits, (2) non-perishable Infant/Toddler kits, and (3) a la carte Infant/Toddler kits as well as (4) provide vendor managed inventory (VMI). The contractor shall ship kits and product to Distribution Centers, Incident Support Bases, Federal Staging Areas, Points of Distribution, and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) during Steady State and Emergency Response/Surge Operations.

FEMA Distribution Centers are listed in Attachment (1).

Incident Support Bases, Federal Staging Areas, and Points of Distribution will be determined at the time of an emergency declaration.

PERIOD OF PERFORMANCE

The IDIQ period of performance shall be one Base Year (12 months) and four (4) Option Years (12 months each). The period of performance for each Delivery Order shall be established at the Delivery Order level.

SPECIFIC REQUIREMENTS:

1. Perishable Infant/Toddler Kit Deliverables

The Contractor shall assemble and deliver perishable components of the Infant and Toddler kits to Distribution Centers, Incident Support Bases, Federal Staging Areas, Points of Distribution, and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) during Steady State and Emergency Response/Surge Operations as identified by Line-Item Numbers 1-7 (Attachment 2).

A minimum 12-month usable shelf life is required on all perishable items upon delivery.

However, FEMA will accept nine (9) months of usable shelf life with the understanding that the Contractor will replace any unused product with a new product of at least nine (9) months shelf life. All items within a particular line item shall possess the same shelf life (month & year).

2. Non-Perishable Infant/Toddler Kit Deliverables

The Contractor shall assemble and deliver non-perishable components of the Infant and

Points of Distribution, and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) during Steady State and Emergency Response/Surge Operations as identified by Line-Item Numbers 8-26 (Attachment 2).

3. A la Carte Infant/Toddler Kit Orders

The Contractor shall assemble and deliver a la carte components of the Infant and

Points of Distribution, and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) during Steady State and Emergency Response/Surge Operations as identified by both Line-Item Numbers 1-33 See (Attachment 2)

4. Vendor-Managed Inventory Perishable Infant/Toddler Kit Deliverables

1) VMI - Must be able to provide a climate-controlled warehouse with temperatures between 65°F and 75°F, to Store up to 202 Infant Toddler kits in an environmentally controlled warehouse to prevent product degradation and shall be pre-packaged according to the packaging specifications and ready for immediate shipment. FEMA will pre-purchase inventory to be maintained at the vendors location or locations. A maximum of 202 perishable kits.

2) DELIVERY TO DISASTER RESPONSE - The Contractor shall assemble and deliver Perishable Infant and Toddler kits to Incident Support Bases, Federal Staging Areas, Points of Distribution, and shelters within the Continental United States (CONUS) during Steady State and Emergency Response/Surge Operations as identified by Line-Item Numbers 1-7 (Attachment 2). Emergency Response/Surge Operations delivery time remains as forty-eight (48) hours. The Contractor shall also have capability to load commodities/pallets onto FEMA-scheduled transportation during emergency response, if needed. In these instances, the Contractor shall be expected to load FEMA transportation outside of normal business hours, to be coordinated during each event/delivery order.

3) PACKAGING - The contents of the kit shall be placed in a 48x40x24” box.

4) DISPOSAL - Contractor shall be responsible for the disposition of perishable kits not used and nearing expiration. FEMA will need confirmation and proof of such disposal. A written disposition plan of action is required when submitting the proposal. Contractor shall not donate FEMA property.

5. REPORTING REQUIREMENT FOR VMI

The Contractor(s), using their own equipment, shall inventory all materials, prepare, and maintain a comprehensive Microsoft Excel electronic worksheet that compiles all perishable components of the kit. The Contractor(s) shall email the Contracting Officer’s Representative (COR) a copy of the comprehensive spreadsheet once the kits have shipped.

To ensure accountability, the COR will rely on the Contractor(s) spreadsheet and the language stipulated in the contract i.e., for the perishable components. A monthly inventory report must be provided to the COR.

Upon completion of delivery, the COR will rely on the Contractor(s) spreadsheet for contract adherence and sign for receipt.

SPECIAL NOTES

• Note 1: Each kit must contain at least the required quantity, regardless of unit pack. To protect the integrity of the kits, the Contractor shall adhere to the container size identified on attachment 2. Example: if an item requires an 8oz container that is the container size FEMA will be expecting unless otherwise directed by the contracting officer (CO).

• Note 2: Brand name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with Consumer Product Safety Commission (CPSC) requirements for infant product safety.

• Note 3: The kit inventory spreadsheet should identify the item, manufacturer, model number and Stock Keeping Unit (SKU) #, Lot number and expirations dates, so these items can be easily identified in the event of a recall.

• Note 4: During an emergency response, Contractor(s) shall utilize expedited freight to Federal Staging Areas, Points of Distribution, and Incident Support Bases with the condition that the trailer will be dropped and may be detained for up to 30 days. The contractor will retrieve the trailer(s) within 72 hours once FEMA’s Contracting Officer notifies them it has been unloaded.

• Note 5: In the event of a major or catastrophic event, the Contractor(s) shall demonstrate the capability to support orders in quantities of 10 up to a maximum requirement of 382 perishable and non-perishable Infant/Toddler kits.

• Note 6: All Contractors must have a form of electronic tracking that can be provided to FEMA to ensure compliance with the required delivery timeframe.

The vendor shall inform FEMA as to which type of electronic tracking will be utilized.

• Note 7: The Contractor(s) shall be prepared for the possibility of providing kits to multiple events simultaneously.

• Note 8: The Contractor(s) shall be prepared to remain in emergency response mode for a maximum of 30 days.

QUALITY CONTROL

Upon notification from FEMA or other authoritative sources (i.e., Food and Drug Administration, Food and Safety Investigative Service, Consumer Product Safety Commission, etc.) of a mandatory or voluntary Contractor/manufacturer initiated recalls of any kit components; the Contractor(s) will be responsible to perform the replenishment of the affected products at the designated locations of the kits and will be responsible for the disposal of the affected products. During emergency response operations, the replenishment timeframe of the affected items shall not be later than 48 hours from notification. During steady state operations, the replenishment timeframe shall not be later than 10 calendar days from notification.

TRANSPORTATION REQUIREMENTS

1. Deliveries made by Transportation Service Providers (TSP) and Trailer Detention:

Below for Emergency Response delivery requirements.

2. In-Transit Visibility (ITV) and Tracking:

The Contractor shall use Electronic Data Interchange (EDI) when conducting business with the FEMA. If EDI is unavailable during emergency situations, the Vendor shall log into LSCMS (e.g., Vendor Portal/Partner Gateway) directly and enter the ASN information. Vendor must receive consent from the COR to temporarily use the alternative to EDI. The Vendor shall provide the below-listed mandatory data to be transmitted immediately upon dispatching a vehicle to a designated FEMA location.

The tracking information shall be submitted to FEMA upon commodity departure from contractor origin and prior to arrival at FEMA destination.

o FEMA LSCMS Distribution Order (DO) o Partner Reference Number o Trailer Number or Container Number o Trailer License Plate State o Trailer License Plate Number o Carrier Standard Carrier Alpha Code (SCAC) o Origin Facility Identification sent on DO o Destination Facility Identification sent on DO o Estimated Delivery Date Time o LSCMS Item Name (sent on DO) o Shipped Quantity (Units) o For items that contain a lot, the Lot Number is required (such as Water) o For items that contain an expiration date, the Expiration Date is required (such as

Water) o For items that contain a manufacturer, the manufacturer is required (such as Water)

TRANSPORTATION REQUIREMENT – EMERGENCY RESPONSE

1. Drop Trailer & Daily Detention During emergency response operations, the vendors shall be able to make deliveries where 53-ft trailers containing commodities are dropped at the delivery location (Federal Staging Area, Points of Distribution, Incident Support Base and/or commercial cross-docking site) for a minimum of 30 days. When prime vendor or the vendor’s Transportation Service Provider (TSP) trailers are detained, also known as “Dropped Trailer,” on government designated premises, or as close thereto, the TSP is subject to the following provisions: a.

Daily detention fees shall be a fixed Not-To-Exceed amount $150 per day (plus a 3% escalation for the respective option years). The Government reserves the right to relocate dropped trailers or containers as the agency deems necessary. If the Government relocates dropped trailers to another location, the contractor will be responsible for retrieving its drop trailers at the new location. The trailer relocation shall not exceed the industry prevailing rate of $3 per mile (plus a 3% escalation for the option years) from the original drop point to the relocation point.

2. Vehicle and Trailer Condition All vehicles, including trailers, must be able to pass entry checks of government installations and areas when arrived for delivery. The Government will not pay any cost, fines, etc. levied against the prime vendor or its hired TSP in cases of DOT violation. All DOT regulations and compliance are the sole responsibility of the prime vendor and prime vendor’s TSP. All billing for charges accrued by vendor’s TSP will be invoiced by the vendor to which the Government has entered contract with. All prime vendor’s TSP vehicles (including trailers) must be in good working condition (have passed all required Government inspections that are up to date, no holes in the trailer, functioning drive systems, and well-maintained tires) in accordance with Department of Transportation (DOT) regulations. FEMA will perform spot checks to ensure trailers are in an acceptable condition. FEMA (including proxy contracted third-party base support provider) will reject trailers deemed to not meet the DOT inspection list. Rejected trailers, or frustrated cargo, shall not be considered as delivered. There will be no cost to the government for any deliveries rejected due to failed inspections. The Government Installations Inspection Check List is available upon request.

3. Driver Hour The prime vendor’s TSP must provide FEMA with 4 hours of free time for unloading freight at the destination. If the loading or unloading of freight is delayed beyond the four hours of free time (during normal business hours) due to no fault or negligence on the part of the TSP, the prime vendor will be allowed to charge $45/hour (plus a 3% escalation for the option years) per vehicle for each hour (60 minutes) of delay past the initial 4 hours of free time. All deliveries to the Government designated facilities are done by schedule. If vendor or their Page 8 of 9 TSP fails to establish a schedule for freight delivery with the destination or if the delivery arrives outside of the scheduled delivery time, the above mentioned $45/hour charge will not be authorized. TSP must check in with U.S.

Government representative at delivery site and receive date and time stamp of arrival to substantiate the driver hour charge. Time consumed in unloading freight will be computed from time of arrival until departure of the vehicle, including the time the TSP spends waiting to reach or leave the unloading location. The government representative will stamp or mark the delivery receipt with time of arrival and departure or provide a certified statement verifying this time for computation of charges and presentation by the TSP for payment to the vendor.

4. Diversion Sometimes an event or storm shifts directions and impacts several states. This causes the Government to re-direct the vendor deliveries that have not reached their original destination. This is known as “Diversion”. If the change of drop off location occurs beyond a 50-mile radius of the original destination point, then the prime vendor will bill the Government at per mile rate for diversions. The diversion mileage will be calculated from the original destination point to the re-directed destination point. The vendor shall not charge diversion if they have not left the point of origin. The diversion mileage will not be incurred for drop off location changes within a 50- mile radius of the original destination points. The fee for diversion in route is $3 per mile (plus a 2% escalation for the option years) from original delivery destination after 50 miles.

5. Reverse Detention If trailer content is emptied, the prime vendor will be notified by the Contract Officer Representative (COR) when it is ready to be released back to the prime vendor/TSP. Once prime vendor receives this notice the prime vendor/TSP will have 72 hours to retrieve the trailer. If the prime vendor/TSP fails to retrieve its trailer within 72 hours of notification, then the Government will impose a penalty on the prime vendor (reverse detention fees).

The penalty will accrue daily in an amount equal to the daily detention, not-to-exceed $150 a day (plus a 3% escalation for the option years) or government adjusted use fee that the carrier charges for that unit. The penalty will continue to accrue for each 24-hour period.

If the vendor/TSP fails to recover the unit after the 72 hours of notification the U.S.

Government will consider the unit abandoned and will commence required procedures to dispose of the unit to local authority.

6. Insurance All TSPs must maintain a minimum of $300,000 in cargo insurance, per shipment, to transport FEMA freight. Cargo insurance must always remain active, and proof of current, valid cargo insurance must be provided by supplying a certificate of insurance on an ACORD form to FEMA upon request. The ACORD form must clearly indicate which modes of transportation the TSP’s cargo insurance coverage applies to and the amount of cargo insurance coverage the TSP holds for each mode. TSPs will not be permitted to provide transportation services to FEMA via a mode of transportation for which they have not provided proof of valid cargo insurance coverage of at least $300,000. If the value of the cargo exceeds $300,000, TSPs must have current, valid cargo insurance in an amount that covers the full replacement value of the shipment. FEMA-Scheduled Transportation the Government reserves the right to provide its own sourced transportation for supplies ordered from the vendor. The contract COR will coordinate with the vendor if this option is exercised. In this case the Government will not be charged transportation cost by the vendor for shipping transportation. The vendor shall have resources available to load commodities/pallets onto FEMA-scheduled shuttles and trailers during emergency response.

Attachment (1) FEMA Distribution Centers

DC - Fort Worth Fort Worth Federal Center 501 W. Felix Street Warehouse #12 Ft. Worth TX, 76115

DC - Hawaii 99-1269 Iweana Street Aiea, HI 96701

DC - Atlanta 3780 South Side Industrial Court Atlanta, GA 30354

DC - Guam P. O Box 24814 Building 100 Barrigada, Guam 96913

DC - Tracy 1547 East Grant Line Road Tracy, CA 95304

DC - Caribbean Puerto Rico San Juan Industrial Park FEMA PR-1, KM 25.1, Quebrada Arenas Ward Caguas, PR 00725

DC – Frederick 4420 Buckeystown Pike Frederick, MD 21704 (Will be moved to Greencastle PA in 2023)

Annex Alaska Address (TBD)

Attachment (2) Infant and Toddler (I/T) Kit

1. Planning estimate for one week based on 10% of 100-person shelter population being 10 infants and toddlers.

2. Items I/T-001-I/T-007 are identified as a Perishable kit and Items I/T-008-I/T-026 are identified as a Non-Perishable kit.

These combined makes one complete kit.

3. Items #001-026 highlighted in Orange below will be pushed to the field as part of pre-staging activities. Items #027-033 are

Just in Time a la carte items by request.

4. Items on this page may be ordered a la carte off the existing Infant and Toddler Indefinite Quantity /Indefinite Delivery (IDIQ) contract.

5. After 96 hours and with a Major Disaster Declaration (MDD) with Individual Assistance (IA), FEMA or the State can request U.S.

Department of Agriculture (USDA) supplement FEMA’s supplies of CUSI items I/T-001-I/T-007.

6. Perishable kits will contain Baby formula “ready to feed” in pre-mixed bottles or powder-based formula. We will only request A or B but not at once.

7. Items #006 and #007 should be dispensed by shelter health services staff.

ID # Item Description Quantity

(Min/Max) Location of Commodities

I/T-000 To order a Pre-Staged Kit of Items #001-026, use I/T-000

I/T-001

Baby Food Stage 2

(includes vegetables, fruit, and meat)

16 oz. daily per infant/ toddler for six infants / toddlers

672 oz. per week Range in container sizes: 3.5-4 oz. each

Distribution Center

(DC)

I/T-002

Baby Cereal (e.g., Gerber rice, barley, or oatmeal)

Dry, single grain

160 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-003- A

Formula, Milk-based, Ready to Feed

(Already mixed with water) in bottles or cans

[e.g., Similac Ready to Feed]

32 oz. daily per infant for four infants

896 ounces per week size: 2 – 8 ounces

I/T-003- B

Powder Milk based (Needs to be mixed with water)

1.45 lbs. / 23.2 oz.

POWDER FOUR COUNT

[e.g., Similac Pro Advance] for four infants

896 ounces per week

Vendor

I/T-004-

Formula, Soy-based, Ready to Feed

(Already mixed with water) [e.g., Similac Isomil Advance] for two infants

448 ounces per week

I/T-004-

Powder Soy-Based (Needs to be mixed with water)

1.93 lbs. / 30.8 oz. POWDER

FOUR COUNT

[e.g., Similac Isomil] for two infants

448 ounces per week

ID # Item Description Quantity (Min/Max)

Location of Commodities

I/T-005-

Formula, Hypoallergenic-hydrolyzed Protein, Ready to Feed (Already mixed with water)

[e.g., Similac Alimentum Hypoallergenic]

I/T-005-

Powder based Hypoallergenic (Needs to be mixed with water)

12.1 oz.

POWDER SIX COUNT

[e.g., Similac Alimentum

Powder]

I/T-006

Oral Electrolyte Solution, Ready to Use, Flavored or Unflavored (e.g., Pedialyte, Enfalyte or generic)

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

I/T-007

Nutritional Supplemental Drinks for Children over 12 months of age, Ready to Drink

(e.g., Pediasure, Boost Kids Essentials)

I/T-008 Sip Cup – Soft Starter Spill Proof Cup with two Handles

6 oz. 10 each DC

I/T-009 Diapers, Newborn (Up to 10 lbs.)

Newborn 40 each DC

I/T-010 Diapers, Infants (up to 14 lbs.)

Size 1 160 each DC

I/T-011 Diapers, Infants (12-18 lbs.) Size 2 160 each DC

I/T-012 Diapers, Infants (16-18 lbs.) Size 3 160 each DC

I/T-013 Diapers, Infants (22-37 lbs.) Size 4 160 each DC

I/T-014 Pull up Diapers (38+ lbs.) Size 4T-5T 160 each DC

I/T-015 Diaper (Baby) wipes [e.g., Huggies Natural Care]

Fragrance free 1,400 each 14 boxes 100/bx

/T-016 Preventative Baby Ointment (e.g., A&D Ointment)

Tube Sizes:

2 oz. – 4 oz. Maximum

10 each DC

I/T-017

Diaper Rash Ointment with Zinc

(e.g., A&D Ointment w/Zinc)

Tube Sizes:

2 oz. – 4 oz. Maximum

10 each

I/T-018 Burping Cloth 16 inches x 24 inches 10 each DC

I/T-019 Infant Feeding Bottles (Plastic Only)

6 oz.

Size Preferred

200 each DC

I/T-020 Nipples for Baby Bottles Standard, Non-latex, two nipples per Bottle

400 each DC

ID # Item Description Quantity (Min/Max)

Location of Commodities

I/T-021 Infant / Small Child Feeding Spoons

Small Width, Soft Tip (Individually Wrapped)

60 each DC

I/T-022

Disposable Changing Pads

At Least 13 inches x 18 inches in Size

140 each

I/T-023

Infant Wash, Hypoallergenic (e.g., Johnson’s Natural

Baby Wash)

9 oz.

Plastic Bottle

I/T-024 Washcloths Terrycloth or Cotton 15 each DC

I/T-025 Towels Terrycloth or cotton 15 each DC

I/T-026

Washcloths Towels

Hypoallergenic (e.g., Cotton, Cotton-flannel, or Polyester fleece)

15 each

I/T-027 Coloring Books Suitable for Small Children

18 each Just In Time

(JIT)

I/T-028 Crayons 24-Count 10 each JIT

I/T-029

Infant Bathing Basin

Thick Plastic, Non-Foldable Basin at least

12 inches x 10 inches x 4 inches

JIT

I/T-030

Portable Cribs / Playpens

Lightweight, Portable (e.g., Graco Travel

Lite Crib)

Five each

I/T-031

Toddler Potty Seat

Fits on adult toilet seat with Handles for Support

Four each (2 > men’s and 2 > women’s restrooms)

I/T-032 Electrical Receptacle Covers Plastic, Minimum 36

One package of 36 each

JIT

I/T-033 Diapers, Infant (Up to 6 lbs.)

Preemie 40 each JIT

**Note: Brand Name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal if they comply with USDA/CPSC requirements for infant product safety.