2.2.1 Attachment A - Statement of Work.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW)

For Self-Help Fire Retardant Tarps

8/27/2024

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 affected area with Initial Response Resources (IRR). The resources include life supporting and life sustaining commodities, such as Tarps, which is used to temporarily cover small areas of roof damage.

B. OBJECTIVE

The objective of this SOW is to establish multiple-award Indefinite Delivery, Indefinite Quantity (IDIQ) contract(s) to procure self-help tarps during steady state for disaster readiness and emergency/disaster response/surge operations. The IDIQ contract(s) shall provide FEMA with the means to procure not more than 50,000 Tarps per Task Order to support the roofing mission(s) throughout the Contiguous United States (CONUS) and outside the Contiguous United States (OCONUS) locations.

A. REQUIREMENT/PURPOSE:

The Federal Emergency Management Agency (FEMA) has a requirement for the procurement of self-help tarps according to the specifications listed below in Section D to cover small areas of roof damage. The tarp specifications Section D take into consideration all past specifications used in similar procurements. Therefore, the purpose of this requirement is to award multiple Indefinite Delivery, Indefinite Quantity (IDIQ) contracts for self-help fire retardant Tarps for disaster survivors.

B. SCOPE

The Contractor shall furnish all professional, technical, and clerical services as well as materials, equipment, and facilities to meet the stated specifications and the project requirements as defined in this Statement of Work (SOW). The tarps provided by the Contractor must meet all requirements of this SOW at Section D.

The contractor shall be able to make deliveries to CONUS and OCONUS locations. Each contractor shall have capability to provide up 50,000 Tarps per Task Order.

C. DEFINITIONS:

1. Steady State: Commodities required for stock replenishment during normal operations in preparation for emergency response operations.

2. 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.

3. Tracking Capability: Contractor shall have the capability to track individual truckloads by using a satellite tracking system or equivalent to provide immediate product location.

4. 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.

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

6. Bill of Lading (BOL): a document issued by a carrier that lists goods being shipped and specifies the terms of their transport. The BOL serves as a receipt for the goods, a contract for the transport of the goods, and a document of title showing that the person in possession of the bill has title to the goods.

Transportation Management Branch (TMB) creates Shipments in the Combined Application (CA) of Logistics Supply Chain Management System (LSCMS), which once processed, creates a legal agreement with a carrier that represents the terms and conditions of the move.

D. TARP SPECIFICATIONS

Specification Minimum Requirement

Size 20' x 25'

Woven polyethylene 10 x 10 mm, or 12 x 12 mm, or 14 x 14 mm

Denier 1000 - 1200 gsm

Thickness 8 mm is the minimum acceptable thickness for a 10 x 10 mm woven polyethylene.

Thickness from 8 - 12 mm is acceptable, however. For 12 x 12 woven polyethylene the minimum is 9mm, and for 14 x 14 the minimum is 12 mm.

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.

Flame Retardancy Testing

Pass Fire Retardant Test = IAW Class A ASTM E84-11 Standard o National Fire Protection Association (NFPA 701): Standard Methods of

Fire Tests for Flame Propagation of Textiles and Films Fabric certified as flame retardancy is certified to have been tested and passed the NFPA 701 test.

Specification Minimum Requirement o CPAI 84 (Canvas Products Association International) is a standard for flammability of recreational tents. It was set by the Industrial Fabrics Association International.

All results must pass both:

the 60 hours of weathering testing for both tentage (wall) and flooring material = 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 both tentage (wall) and flooring material.

Hem Type If grommeting - Width of X-Y must be at least 1”, folded over by the edge of the tarp back onto the tarp and then stitching the entire hemmed area.

If no grommets - must be heat sealed to withstand the tarp grabber pull

Grommet If the tarp has grommets, then must be non-corrosive (aluminum preferred) at corners and minimum of 1.5" but no more than 3" on center of edges

If no grommets, then alternative to secure tarps in place, such as tarp grabbers

Color Tan/Gray, silver, white, or blue

E. DELIVERABLES AND DELIVERY SCHEDULE:

1. The specific deliverables, such quantities, delivery locations and advanced shipping notification requirement, will be stated in the delivery orders to be issued under this IDIQ.

2. During steady state, the contractor shall have capacity to deliver up to 20,000 self-help tarps within 30 days after receipt of delivery order. More specific delivery times shall be provided in delivery orders. Delivery shall be to one (1) or more of the locations identified in Section F. Place of Performance.

3. The contractor shall have a one-time surge capacity for each emergency response, to deliver 3,000 self-help tarps within 72 hours of order, and a prolonged surge capacity of 50,000 every 30 days until all requirements are met. The max quantity order shall not exceed 50,000 self-help tarps per delivery order.

4. 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.

5. During an emergency response, the contractor shall have the capability to deliver to any of the locations identified in Section F or directly to disaster locations as instructed by FEMA on the delivery order.

6. 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: FEMA may request diversion of shipment during response to disaster and would need to know current location of shipment to calculate accurate arrival time to diverted location.

7. The Contractor shall ensure a FEMA representative sign a Bill of Lading (BOL) at each location at the time of delivery. This acknowledges that the delivery was made and received. Upon invoicing, the contractor shall provide an Warehouse Packing Slip showing details of commodity shipped from place of origin to destination.

8. Advance Shipping Notice (ASN) & In-Transit Visibility Reporting: The contractor shall use

Electronic Data Interchange (EDI) when conducting business with 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

2, Packaging, Packing, Marking, and Labeling Requirements:

The Contractor shall pack, mark, and label all tarps indicating the size and number contained therein.

Each tarp must be packaged in a cardboard box with two (2) 100’ lengths of 550-pound test parachute cord.

Boxes to be palletized in the contractor’s standard commercial casing which shall be shipped on industry standard size pallets (48 inches by 40 inches).

Pallets should be of hardwood and designed to be picked up from all four (4) sides.

The over-all height of the pallet will not exceed 55 inches.

Shrink wrap shall be fully over all sides (excluding the top and bottom) with a minimum of (10) layer of shrink-wrap similar to a cocoon to ensure the capability to double stack pallets without comprising the sturdiness of load.

3. Tracking:

The Vendor shall use Electronic /Data Interchange (EDI) when conducting business with the Federal Emergency Management Agency (FEMA). If EDI is unavailable during emergency situations, the Vendor shall log directly into FEMA’s Logistics Supply Chain Management System - LSCMS’ Vendor Portal/Partner Gateway enter the Advanced Shipment Notification (ASN) information. Vendor must receive consent from the Contracting Officer Representative (COR) to temporarily use the alternative to EDI. The Vendor shall provide the below-listed mandatory data immediately upon dispatching a vehicle to a designated FEMA location. The tracking information shall be submitted to FEMA’s LSCMS upon commodity departure from contractor origin and prior to arrival at FEMA destination.

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:

FEMA may request diversion of shipment during response to disaster and would need to know current location of shipment 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. At a minimum the electronic spreadsheet must provide these details: Load number, Bill of Lading (BOL) number, nomenclature and units shipped, carrier, truck number, trailer number, place of origin, and destination.

4. Diversion:

Diversion Mileage - Sometimes an event or storm shifts directions and impacts several states. This causes FEMA to re-direct the Contractor deliveries that have not reached their original destination. If the change of drop off location occurs beyond 50 miles radius of the original destination point, then the Contractor will bill FEMA at a per mile rate for diversions. The diversion mileage will be calculated from the original destination point to the re-directed destination point at a rate of $3 per mile (plus a 3% escalation for the option years). The Contractor cannot charge diversion if they have not left the point of origin. The diversion mileage will not be incurred for drop off location changes within 50-mile radius of the original destination point.

5. Drop Trailer & 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 (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.

If a carrier fails to recover its trailer, container, or other asset, within 72 hours of notification that the trailer is available for recovery; US GOVERNMENT will impose a penalty on the carrier. The penalty will accrue daily in an amount equal to the daily detention, rental or use fee that the carrier charges for that unit. The penalty will continue to accrue for each 24-hour period, or any portion of a 24-hour period thereof. If a carrier fails to recover the unit after the 120 hours of notification US GOVERNMENT will consider the unit abandoned and will commence required procedures to dispose of the unit to local authorities.”

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 Association for Cooperative Operations Research (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.

6. 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 Department of Transportation (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 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.

7. 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.

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 in order 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.

8. POINTS OF CONTACT

The Contractor 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/pager numbers for 24-hour contact.

9. PERIOD OF PERFORMANCE:

The period of performance shall be one (1) base year followed by four (4) one-year option periods.

F: PLACES OF PERFORMANCE

The Contractor shall deliver to the following FEMA Disaster Centers (DC) during steady state.

Additional Continental United States (CONUS) and/or Outside Continental United States

(OCONUS) disaster areas places of performance could be identified during an emergency response.

DC Atlanta 3780 South Side Industrial Court Atlanta, GA 30354

DC Greencastle 12316 Molly Pitcher Highway Greencastle, PA 17225

DC Fort Worth 501 West Felix Street Bldg. 12 Fort Worth, TX 76115

DC Tracy 1547 East Grant Line Road Tracy, CA 95304

DC Hawaii 99-1269 Iweana St.

FEDAAC 709242

Aiea, HI 96701

DC Guam bldg. 100

FEDACC 70X454

Barrigada, GU 96913

DC Caribbean San Juan Industrial Park

PR-1, KM-25

Quebrada Arenas Ward 04

FEDAAC 70F337

Cargus, PR 00725