2.2.1 Attachment 1 - SOW - DME IDIQ - Final.pdf

Department of Homeland Security

Federal Emergency Management Agency

Logistics Management Directorate

Statement of Work (SOW)

For

Durable Medical Equipment (DME) Kits

Indefinite Delivery / Indefinite Quantity (IDIQ)

A. BACKGROUND

The Federal Emergency Management Agency (FEMA), Logistics Management Directorate

(LMD), has the responsibility of supporting the nation with disaster response and recovery efforts. A major part of the initial response effort involves providing the affected area with Initial

Response Resources (IRR). The resources include life supporting and life sustaining commodities, such as Durable Medical Equipment (DME) which are used to support functional needs during disasters. The DME kit items provide the basic durable medical equipment necessary to sustain and support a 100–200-person shelter for a 72-hour period.

B. OBJECTIVE

The objective of this SOW is to establish a multiple-award Indefinite Delivery, Indefinite

Quantity (IDIQ) contract vehicle to procure Durable Medical Equipment Kits and a la carte items

(as identified in Attachment 1) during steady state for disaster readiness and emergency/disaster response/surge operations throughout the Contiguous United States (CONUS) and Outside

Contiguous United States (OCONUS) locations.

C. 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 72 hours

• Truckload (TL): FEMA is estimating an average of 4 DME kits per 53ft trailer to be the industry standard.

• Federal Holidays: The following are federally observed holidays:

o New Year's Day - 1 January o Luther King's Birthday - Third Monday in January o Washington’s Birthday - Third Monday in February o Memorial Day - Last Monday in May o Juneteenth Day – 19 June o Independence Day - 4 July o Labor Day -First Monday in September o Columbus Day - Second Monday in October o Veterans Day - 11 November (or as observed) o Thanksgiving Day - Fourth Thursday in November o Christmas Day - 25 December

D. SCOPE

The vendor shall package and deliver DME complete kits and/or individual DME a la carte items

(identified in Attachment 1) as requested by FEMA in both steady state to maintain stock levels, and for Emergency Response/Surge operations to Distribution Centers, Incident Support Bases, Federal Staging Areas, Point of Distribution and shelters within CONUS and OCONUS. FEMA

Distribution Centers are listed in Attachment 2. Incident Support Bases, Federal Staging Areas, Points of Distribution, and shelters will be determined at the time of an emergency response event.

Specifically, the vendor shall:

• Deliver complete Durable Medical Equipment kits and/or individual DME a la carte items to Distribution Centers CONUS & OCONUS locations during steady state operations;

• Deliver complete Durable Medical Equipment kits or ala carte item orders during

Emergency Response/Surge Operations to Incident Support Bases, Federal Staging

Areas, Point of Distribution and shelters within CONUS and OCONUS;

• Provide real-time tracking of DME kits and/or a la carte items during Steady state and

Emergency Response/Surge Operations shipping.

E. PERIOD OF PERFORMANCE

The period of performance of the IDIQ shall be one (1) 12 month base year followed by four (4)

12 month option periods. The period of performance for each Delivery Order shall be established at the Delivery Order level.

F. GOVERNMENT FURNISHED RESOURCES / PROPERTY

This Government will not furnish any resources/property to the vendor in support of this contract.

G. VENDOR POINT OF CONTACT

The vendor shall have a primary and alternate (if applicable) Point of Contact person(s) with the authority to contractually commit the company, as required to execute all delivery orders. The individual(s) must be available 24 hours/7 days per week and provide telephone number for 24-hour contact.

H. STEADY STATE – REQUIREMENTS, DELIVERABLES, AND DELIVERY

SCHEDULE

1. CONUS Delivery: The vendor shall package and deliver complete DME kits (DM-001 thru DM-047 as described in Attachment 1), or a la carte items (DM-001 thru DM-051 as described in Attachment 1) to each FEMA Distribution Center located in CONUS within

30 days of delivery order award. No substitutions or partial deliveries will be permitted without the prior approval by the FEMA Contracting Officer (CO).

2. OCONUS Delivery: The vendor shall package and deliver complete DME kits (DM-001 thru DM-047 as described in Attachment 1), or a la carte items (DM-001 thru DM-051 as described in Attachment 1) to each FEMA Distribution Center located OCONUS within

60 days of delivery order award. No substitutions or partial deliveries will be permitted without the prior approval by the FEMA Contracting Officer (CO).

I. EMERGENCY RESPONSE/SURGE OPERATIONS – REQUIREMENTS,

DELIVERABLES, AND DELIVERY SCHEDULE

1. The vendor shall begin shipping the complete DME kits and/or a la carte DME items, as described in Attachment 1 within 72 hours of delivery order award to any FEMA

Distribution Centers, Incident Support Bases, Federal/State Staging Areas, Points of

Distribution and shelter locations within CONUS. The vendor shall have a tracking system to provide real time tracking of commodities during steady state and disaster responses. No substitutions or partial deliveries will be permitted without the prior approval by the FEMA

Contracting Officer (CO).

2. The vendor shall begin shipping the complete DME kits and/or a la carte DME items, as described in Attachment 1 within 72 hours of delivery order award to any FEMA

Distribution Centers, Incident Support Bases, Federal/State Staging Areas, Points of

Distribution and shelter locations OCONUS. The vendor shall have a tracking system to provide real time tracking of commodities during a disaster response. No substitutions or partial deliveries will be permitted without the prior approval by the FEMA Contracting

Officer (CO).

J. PACKAGING AND LABELING

The DME Kits shall be delivered as a complete packaged kit, unless ordered as a la carte items.

Each kit shall contain a packing slip that details the components- Item number and quantity

(example: DM-001 9 each).

The DME kits shall be packaged in tri-walled containers or on industry standard size pallets (48 inches long by 40 inches wide) as identified on Attachment 1 (last column). Palletized equipment shall be shrink wrapped fully over all sides (excluding the top and bottom) with a minimum of six (6) layers of shrink-wrap. The over-all height of the pallet shall not exceed 55 inches.

Pallet data: Some DME kit items (as described on Attachment 1) shall be shipped on industry standard sized pallets that are made of quality hardwood. The size shall be 48” x 40” and shall be a 4-way pallet able to be picked up from all four sides.

Due to many unknown circumstances which can arise during a disaster response and recovery, pallets must be able to endure without deterioration from: being moved several times; being double stacked for storage; or being stored outside in all types of weather.

K. RECORD KEEPING AND ACCEPTANCE

The vendor shall ensure a FEMA representative sign for receipt of items at each location at the time of delivery on the Bill of Lading or shipping document. This signature(s) does not imply inspection & acceptance; the signature only acknowledges the delivery was made. Inspection will be made at the final destination; any defects or hidden latent discrepancies/deficiencies shall be reported to the CO and/or COR.

L. QUALITY CONTROL

The vendor shall monitor the Consumer product Safety Commission reports and other authoritative sources and notify FEMA of a mandatory or voluntary vendor/manufacturer initiated recalls of any Durable Medical Equipment kit components; the vendor(s) shall be responsible to perform the replenishment of the affected products at the designated locations of the kits and shall 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 72 hours from notification. During steady state, the replenishment timeframe of the affected items shall not be later than 7 calendar days from notification.

M. TRACKING

1. In-Transit Tracking: The vendor must have the capability to track shipments (i.e.

Global Positioning System GPS) and provide updates on a 24/7 basis. For example:

FEMA may request diversion of shipment during response to disaster and would need to know current location of shipment in order to calculate accurate arrival time to diverted location. Upon invoicing, the vendor shall provide an electronic spreadsheet showing details of commodity shipped from place of origin to destination.

2. Advance Shipping Notice (ASN) & In-Transit Visibility Reporting: The contract shall use Electronic Data Interchange (EDI) when conducting business with the FEMA. If EDI is unavailable during emergency situations, the vendor shall log into FEMA Logistics

Supply Chain Management System (LSCMS) - Vendor Portal/Partner Gateway - directly and enter the ASN information. The 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 vendor origin and prior to arrival at FEMA destination.

• FEMA LSCMS Distribution Order (DO) Number

• Partner Reference Number

• Trailer Number or Container Number

• Trailer License Plate State

• Trailer License Plate Number

• Carrier Standard Carrier Alpha Code (SCAC)

• Origin Facility Identification sent on DO

• Destination Facility Identification sent on DO

• Estimated Delivery Date Time

• LSCMS Item Name (sent on DO)

• Shipped Quantity (Units)

• For items that contain a lot the Lot Number is required

• For items that contain an expiration date the Expiration Date is required

N. PLACE OF PERFORMANCE

The vendor shall deliver to the following FEMA Distribution Centers (DC) or any identified

CONUS and OCONUS disaster areas, to include Incident Support Bases (ISB) and Federal

Staging Areas (FSA), during an emergency response, as stated in the delivery order.

FEMA

Distribution

Centers /

Warehouses

Address line 1 Address line 2 Operating

Hours

(Local Time)

Frederick

(Closing FY23)

4420 Buckeystown Pike Frederick, MD 21704 08:00 – 14:00

Mon- Fri

Greencastle

(Opening FY23)

12879 Molly Pitcher Hwy Greencastle, PA

12725

08:00 – 14:00

Mon- Fri

Cumberland 11601 PPG Road Cumberland, MD

21502

08:00 – 14:00

Mon- Fri

Fort Worth 501 W Felix Street

Bldg 12

Fort Worth, TX

76115

08:00 – 14:00

Mon- Fri

Atlanta 3780 South Side

Industrial Court

Atlanta, GA 30354

08:00 – 14:00

Mon- Fri

Tracy 1547 East Grant Line Road Tracy, CA 95304

Guam Bldg 100

FEDAAC 70X454

Barrigada, GU 96913

Hawaii 99-1269 Iweana Street

FEDAAC 709242

Aiea, HI 96701

Caribbean Industrial Park PR-1, KM 25.1

FEDAAC 70F337

Caguas, PR 00725

Ponce 1000 Carr 505 Building A, Cotto

Laurel

Ponce, PR 00780 08:00 – 14:00

Mon- Fri

Bayamon Hato Tejas Industrial Park Lot 2

– Barrio Hato Tejas, Calle A

Bayamon, PR 00959 08:00 – 14:00

Cayey Eleora, LLC (Forma Amcor)

Carr #1 KM 56.3 Bo. Montellano

Cayey, PR 00736 08:00 – 14:00

Mon- Fri

USVI – St.

Croix

Roebuck International Park

Building 3

Frederikstead St.

Croix, VI 00850

08:00 – 14:00

Mon- Fri

USVI – St.

Thomas

19F-A-1 Estate Smith Bay

Estate End Quarter

St Thomas, VI 00802 08:00 – 14:00

Alaska - TBD TBD TBD TBD

O. TRANSPORTATION REQUIREMENTS DURING EMERGENCY RESPONSE

Below requirements are applicable to delivery orders during steady state and emergency response/surge operations. Appropriate Contract Line Items (CLINs) shall be activated on delivery orders for below transportation requirements.

1. Drop Trailer & Daily Detention:

During emergency response operations, the vendor 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:

Daily detention fees shall be a fixed Not-To-Exceed amount $150 per day (plus a 2% 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 vendor shall 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 2% 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 shall 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 2% escalation for the option years) per vehicle for each hour (60 minutes) of delay.

All deliveries to the Government designated facilities are done by schedule. If vendor or their 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 point. 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 2% 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 (Association for Cooperative Operations Research and Development) 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.

7. 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 alternative is utilized. 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

1.1 - A COMPLETE DME kit consists of line items DM-001 thru DM-047

1.2 - All items DM-001 thru DM-051 can be ordered a la carte

Durable Medical Equipment (DME) Items in green are the kitted items, and all items can be ordered a la carte.

Brand Name products are just examples and do not constitute a brand name requirement or endorsement. Products must comply with FDA requirements for product safety.

ID # Item Description Quantity Packaging:

Tri-wall or Pallet

DM-001 Bed Wedge for Bariatric Cot 24” x 24” x 12” 3 each Tri-wall

DM-002 Westcot 700 Cot, Bariatric with mattress (or equivalent)

600 lbs. Capacity 3 each Pallet

DM-003 Westcot 400 Cot with Mattress (or equivalent) with Half Side Rails 5 each Pallet

DM-004 Bedside Commode 300 lbs. capacity 2 each Tri-wall

DM-005 3 in 1 Commode for

Over Toilet Use

300 lbs. Capacity 2 each Tri-wall

DM-006 Independent Toilet Seat with Safety Bars

Contoured, w/Soft Foam

Armrests; Height Adjustable

Legs; Weight Capacity: 350 lbs. Adds 4" to Height.

Width: 22 1/2"; Width between

Arms: 19"; Depth: 15 ¼”;

Height: Floor to seat 20”

2 each Tri-wall

DM-007 Egg Crate Padding 32”W x 72”L, 1-2” density foam, roller compressed pkg.

1 each Tri-wall

DM-008 Walker, Dual Release Standard w/out Wheels 1 each Tri-wall

DM-009 Walker, Dual Release Standard w/Wheels 1 each Tri-wall

DM-010 Walker, Dual Release

(Bariatric)

Heavy duty w/wheels;

capacity up to 600lbs.

1 each Tri-wall

DM-011 Wheelchair, Adult 1ea w/Foot Rest;

1ea w/Elevated Leg Rest

2 each Pallet

DM-012 Wheelchair, Adult XL

(Bariatric)

Overall width (open) 39”;

capacity 700 lbs.

with Elevated Leg Rest

1 each Pallet

DM-013 IV-Pole, 5 Caster Heavy Gauge Steel, Slow-descending Pole, 3" Caster’s w/Dust Covers and Thread Guards;

Base has Durable Black

Powder Finish

2 each Pallet

DM-014 Canes, White Standard Cane for the Blind 2 each Tri-wall

DM-015 Canes, Quad Large Base 2 each Tri-wall

DM-016 Crutches, Adult Hardwood Armpit Crutch w/20" Length of 1" x 1":

Padded Top (Adjustable)

2 pair Pallet

DM-017 Crutches, Youth Same Description as

Adult Crutch but Size Adjusted for Children (Adjustable)

1 pair Pallet

DM-018 Handheld Shower With 84" Hose 2 each Tri-wall

DM-019 Shower Chair (Bariatric) 700 lbs.; Bath Bench 2 each Tri-wall

DM-020 Privacy Screen Three (3) Panel with Castors 10 each Pallet

DM-021 Dressing Aid Stick Two (2) hooks: One "C" Hook;

One Push-pull Hook;

Both Hooks Plastic Coated

2 each Tri-wall

DM-022 Transfer Boards Standard for Wheelchair 2 each Pallet

DM-023 Assorted Utensil Holders

(Non-Latex)

Special Soft Holders, 3" L x 1"H

2 each Tri-wall

DM-024 Wheelchair (Bariatric)

Ramps

6’ x 48”;

supports up to 800 lbs.

1 each Pallet

DM-025 Gait Belt 70” wipeable / antimicrobial 2 each Tri-wall

DM-026 Gait Belt 96”’ wipeable / antimicrobial 1 each Tri-wall

DM-027 Gravity Feeding Set Gravity Feeding Set 2 each Tri-wall

DM-028 I.V. Pole w/2 Hooks Four (4) leg; two (2) hook 2 each Tri-wall

DM-029 Assistive listening devices Pocket talker Ultra: PKT D1

EH

(plug mount microphone, microphone extension cord, lanyard, mini earbud, and folding headphone

2 each Tri-wall

DM-030 Headset (listening devices) covers

Sanitary stretchable headphone covers;

fits three (3) inches in size headphones

500 each Tri-wall

DM-031 Magnifying glass 7x LED illuminated magnifier round (needs AA batteries)

1 each Tri-wall

DM-032 Communication Cards

(picture boards)

Large with common shelter pictures

2 each Tri-wall

DM-033 Adaptive eating devices Food Bumper

Translucent plastic (clip on)

15 each Tri-wall

DM-034 Adaptive eating devices Comfort grip angled fork-right hand

15 each Tri-wall

DM-035 Adaptive eating devices Comfort grip angled fork-left hand

15 each Tri-wall

DM-036 Adaptive eating devices Comfort grip angled spoon-right hand

15 each Tri-wall

DM-037 Adaptive eating devices Comfort grip angled spoon-left hand

15 each Tri-wall

DM-038 Adaptive eating devices

(Pediatric)

Comfort grip spoon-left hand

7 each Tri-wall

DM-039 Adaptive eating devices

(Pediatric)

Comfort grip spoon-right hand

7 each Tri-wall

DM-040 Adaptive eating devices

(Pediatric)

Comfort grip fork-right hand

7 each Tri-wall

DM-041 Adaptive eating devices

(Pediatric)

Comfort grip fork-left hand

7 each Tri-wall

DM-042 Bedside Commode Capacity 650 lbs. or greater 1 each Tri-wall

DM-043 Elevated toilet seat Locking elevated;

capacity 350 lbs.

1 each Tri-wall

DM-044 3-in-1 Commode Capacity 650 lbs. or greater 1 each Tri-wall

DM-045 Shower Mat Non-Slip 16” x 34” Non-Slip Vinyl 4 each Tri-wall

DM-046 Digital infrared thermometer

(temporal)

Heat-seeker infrared, laser pointer, no touch

3 each Tri-wall

DM-047 Seated (Bariatric) Walker Up to 800 lbs. 1 each Tri-wall

DM-048 Comfort Box 1ea Knit Pant, T-shirt, Pair Socks for

Bariatric Resident

10 each

DM-049 Transfer Lift with / two (2) Mesh Slings

450 lbs. Capacity

(Hoyer Lift/or equivalent)

2 each

DM-050 Wheelchair, Pediatric 1ea w/Foot Rest;

1ea w/Elevated Leg Rest

DM-051 Refrigerator (No Freezer) Counter Height (4 cubic feet);

Used for Medications