2.2.1 Attachment 1 SOW - Plastic Sheeting (Ida) 090721 v3.pdf

Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

National Response Coordination Center (NRCC)

Statement of Work (SOW) For Disaster Response Resource

Hurricane Ida – Louisiana Roofing Mission

(DR-4611-LA)

A. BACKGROUND

On August 29, 2021, Hurricane Ida made landfall as a dangerous Category 4 tropical storm along the U.S. northern Gulf Coast. On August 30, 2021, the President approved Major Disaster

Declaration for Louisiana which made available federal disaster assistance to the state, to supplement state, tribal and local recovery efforts in the areas affected by Hurricane Ida. FEMA

NRCC is working with the United States Corp of Engineers (USACE) to provide plastic sheeting roofing support to the damaged houses and buildings in Louisiana. In the aftermath of a hurricane, plastic sheeting is used to temporarily cover the roofs of damaged homes which provides life-sustainment to the affected survivors. Due to the extent of damages incurred from

Hurricane Ida, the Government is urgently in need of 50,000 plastic sheeting rolls for the on-going mission.

B. OBJECTIVE & SCOPE

The objective of this SOW is to establish a contract to procure plastic sheeting for Hurricane Ida response operation.

The plastic sheeting specifications take into consideration all past specifications used in similar procurements and includes the USACE input on the testing of plastic sheeting and industry input.

The contractor shall provide 50,000 Trade Agreement Act compliant plastic sheeting meeting the technical specifications.

C. DEFINITIONS

1. Truckload (TL): FEMA is estimating an average of 616 rolls of Plastic Sheeting per

53ft. trailer to be the industry standard.

2. American Society for Testing and Materials, (ASTM): an international standards organization that develops and publishes voluntary consensus technical standards for a wide range of materials, products, systems, and services.

3. Fire retardant testing (FR): the testing of chemicals used in thermoplastics, thermosets, textiles, and coatings that inhibit or resist the spread of fire. Flame retardant chemicals are added to or treat potentially flammable materials, including textiles and plastics.

4. Ultraviolet Resistance (UV): To keep the sun from breaking down the Plastic Sheeting needed to be stored in an outdoor location

5. Trade Act Agreement (TAA) Compliance: (19 U.S.C. & 2501-2581) was created in

1979 and is intended to foster the growth and maintenance of a fair and open trading system. TAA compliance requires that the U.S. Government (including GSA) acquires only U.S. - made or certain "designated country" end products.

6. National Fire Protection Association (NFPA) – 701: standard methods of fire tests for flame propagation of textiles and films

D. PERIOD OF PERFORMANCE

The period of performance and completion of plastic sheeting deliveries shall be made within 45 calendar days of the contract award. No deliveries shall be accepted on weekends and federal holidays.

• The initial wave of roughly 20,000 (±1,000) plastic sheeting rolls shall be delivered within 10 days of the contract award.

• The second wave of roughly 10,000 (±1,000) plastic sheeting rolls shall be delivered within 20 days of the contract award.

• The third wave of roughly 10,000 (±1,000) plastic sheeting rolls shall be delivered within

30 days of the contract award.

• The last wave of roughly 10,000 (±1,000) plastic sheeting rolls shall be delivered within

45 days of the contract award.

E. PLASTIC SHEETING SPECIFICATIONS

1. Seams should be fully adhered throughout their length. The seams shall be free of puckers and air pockets. All seams will be tested by appropriate non-destructive technique to assure continuity the full length of the seam.

2. Any scrim reinforced material will be a minimum of 900 Denier and spaced no further apart than 3/8 inch from all directions. The strike-through area of scrim reinforced materials will be completely adhered with no delamination, bubbles, tears, blisters, etc.

3. The finished product will be gusseted and/or accordion folded onto a three (3) inch diameters by forty-eight (48) inch cores. The core wall will be 0.190 inches thick. The sheet will fit on the core with no overhang of the finished product to the core. The outer wrap for each roll must consist of a 3.5 mil cross-laminated film fastened to the core with plastic core plugs and sealed with a 3-inch wide compatible sealing tape. Each roll’s outer wrap shall be labeled on two ends with indelible (or equivalent) ink and contain the following information:

• Plastic Sheeting material;

• Lot number or batch number;

• Length and width of materials in feet and in meters;

• Contractor’s name;

• Date of production;

• Expiration date, if applicable.

4. The top layer of each pallet must be covered with an UV resistant reinforced sheeting draped over the edge 12 inches.

5. Size of roll: 20’ x 100’ (-1% to +3%). Sheets are folded to a 48” length and rolled for placement on pallet.

6. Pallet configuration: 28 rolls stacked 4 across and 7 high or 24 rolls stacked 4 across and

6 high; number of rolls per pallet determined by overall weight of pallet. Rolls will be supported each layer with cardboard or equivalent roll supports. Corner supports for top and side of the pallet will be added. Rolls are secured to pallet with four separate evenly spaced metal bands and machine wrapped with a minimum of 10 overlapping layers of heavy duty stretch wrap, rolls will be supported, strapped and wrapped in such a way as no shifting of rolls on pallet will occur. Stretch wrap shall extend over the top of the pallet by a minimum of 6 inches.

7. Pallet data: Sheeting rolls 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: 3 stringers / 7 deck boards / 5 bottom deck boards with screw type nails utilized.

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.

8. Weight & dimension pallet averages: 1,980 lbs.; 48”x40”x55” (Pallet will be no more than 2000 lbs. total weight and not over 55” in max height).

9. Testing requirements – test results below shall have been completed within 24 months before the date of the Solicitation.

TABLE 1 - Plastic Sheeting Specification

ITEM REQUIREMENTS REFERENCE / TEST

Color Blue

Tensile Grab Strength 50/50 lbf ASTM D7004

Elongation at Break 550% ASTM D7004

Trapezoid Tear 20/20 lbf ASTM D4533

Mullen Burst 90 psi ASTM D751

Dimension Stability <5% ASTM D1204

Oxidative Induction Time 20 min ASTM D3895

Flame Spread & Smoke

Index

Class A is the standard test method for assessing the surface burning characteristics of building products.

The purpose of this test is to observe the flame spread along with a sample in order to determine the relative

ASTM E84

burning behavior of its material.

Through the E-84 test, both the Flame

Spread Index (FSI) and Smoke

Developed Index (SDI) are reported for a given sample. FSI is the measurement for the speed at which flames progress across the interior surface of a building, while SDI measures the amount of smoke a sample emits as it burns.

The product must pass Class A criteria.

Flame Retardant Standard Methods of Fire Tests for

Flame Propagation of Textiles and

Films

Fabric certified as flame retardant is certified to have been tested and passed the NFPA 701 test.

Must pass Test Method 2.

NFPA 701-15

Flame Resistant All results must pass both:

the 60 hours of weathering testing for both tentage (wall) = Accelerated

Weathering (QUV) ASTM G154, ASTM D4329, ASTM D4587, ISO

4892 Accelerated weathering simulates damaging effects of long-term outdoor exposure of materials and coatings; and the 72 hours of leaching testing for tentage (wall).

ASTM G154

Seam Strength (Shear

Strength)

80% of TD Tensile ASTM D751

Peel Strength 10 ppi ASTM D751

UV Resistance Pass Ultraviolet Violet Resistance

Tested = 80% after 200 hr. per ASTM

D7238-06 (2017) (ASTM WK68623

– updated 2019) Standard Test

Method for Effect of Exposure of

Unreinforced Polyolefin

Geomembrane Using Fluorescent UV

Condensation Apparatus. NOTE

1: Polyolefin geomembranes include high-density polyethylene (HDPE), linear

ASTM G23

low-density polyethylene (LLDPE), flexible polypropylene (fPP), etc.

Thickness 10 mil ASTM D-5199-95

Multi-Axial % Deflection 20% ASTM D5617

Reinforcement Polyester 1000 Denier

Weight of Plastic

Sheeting

Not to exceed 70 pounds

F. DELIVERY REQUIREMENTS

1. Locations & Quantity: The contractor shall deliver to the following FEMA Distribution

Centers (DC). Due to uncertainties of emergency response, the contractor may be directed to divert deliveries to Incident Support Bases (ISB) and/or Federal Staging Areas

(FSA) at which time the contract will be modified. FEMA reserves the right to not accept unscheduled trucks that arrive before or past the delivery schedule.

a. DC Atlanta – Qty: 25,000

Address: 3780 South Side, Industrial Court, Atlanta, GA, 30354

POC: Leonard Johnson

Email: Leonard.johnson@fema.dhs.gov

Phone: (404)279-6390

Delivery Hours: Monday – Friday, 0730-1500, Local Time

Note: Delivery shall be limited to no more than 8 trucks a day.

b. DC Fort Worth – Qty: 12,500

Address: Fort Worth Federal Center

501 W. Felix Street, Warehouse #12, Fort Worth, TX, 76115

POC: Jeffrey Collins

Email: Jeffrey.collins@fema.dhs.gov

Phone: (817)759-4750

Delivery Hours: Monday – Friday, 0730-1500, Local Time

Note: Delivery shall be limited to no more than 8 trucks a day.

c. DC Frederick – Qty: 12,500

Address: 4420 Buckeystown Pike, Frederick, MD 21704

POC: Gerald Daniel

Email: Gerald.Daniel@fema.dhs.gov

Phone: (202) 394-3614

Delivery Hours: Monday – Friday, 0700-1500, Local Time

Note: Delivery shall be limited to no more than 6 trucks a day

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

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

mailto:Leonard.johnson@fema.dhs.gov mailto:Jeffrey.collins@fema.dhs.gov mailto:Gerald.Daniel@fema.dhs.gov

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 contractor shall provide an electronic spreadsheet showing details of commodity shipped from place of origin to destination.

3. 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 contractor shall log into FEMA Logistics

Supply Chain Management System (LSCMS) - Vendor Portal/Partner Gateway - directly and enter the ASN information. The contractor must receive consent from the COR to temporarily use the alternative to EDI. The contractor 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.

• 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

G. TRANSPORTATION REQUIREMENTS DURING EMERGENCY RESPONSE

Below requirements may apply only in the event of a shift in response operations. If transportation and delivery requirements change, then appropriate Contract Line Items (CLINs) will be activated via modification. The contractor shall be ready to comply with the following:

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:

Daily detention fees shall be a fixed Not-To-Exceed amount $150 per day.

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 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 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 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 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.

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 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.

H. GOVERNMENT FURNISHED RESOURCES / PROPERTY

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

I. CONTRACTOR POINT OF CONTACT

The contractor shall provide a primary and alternate (if applicable) Point of Contact person(s) with the authority to contractually commit the company. The individual(s) must be available 24 hours/7 days per week and provide telephone number for 24-hour contact to provide status of requirement until completion of delivery.