DEPARTMENT OF HOMELAND SECURITY (DHS)

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)

PERFORMANCE WORK WATSTATEMENT (PWS)

FOR

Disaster Overseas Transportation Support (DOTS) for American Samoa, Guam, and Common Wealth of the Northern Mariana Islands

1.0 GENERAL

1.1 BACKGROUND

The Federal Emergency Management Agency (FEMA) Region IX has the responsibility of supporting American Samoa (AS), Guam, and the Common Wealth of the Northern Mariana

Islands (CNMI) with Disaster Response and Recovery efforts. A major part of the initial response effort revolves around supplying the affected area with Initial Response Resources (IRR). These resources include life supporting, life sustaining IRR commodities such as, but not limited to;

water, meals, cots, tarps, plastic sheeting, blankets, sandbags, generators, and fuel needed to lessen damage before or after a disaster. FEMA requires additional commodities on these islands, due to unavailable warehousing space, and minimum full time FEMA personnel in the CNMI, Guam, and AS.

1.2 OBJECTIVE

The objective of this PWS is to establish a multiple award Indefinite Delivery, Indefinite Quantity

(IDIQ) contract vehicle to obtain all-inclusive, multimodal transportation and shipping services from a Continental United States (CONUS) and/or Outside Continental United States (OCONUS) point of origin to AS, Guam, and the CNMI. It may also encompass transportation and shipping services in-between islands. Task Order award and execution will be driven by the response to a disaster. The implementation of this contract vehicle will institute a strategic transportation approach to pre-positioning IRR. This will mitigate the above-mentioned shortfalls by ensuring there are IRR commodities immediately available post/incident (after a hurricane’s landfall; post-earthquake; post tsunami, etc.) in the CNMI, AS, and Guam. This includes; but is not limited to:

• 20- and 40-foot containers, trailer chassis, specialized trailers (e.g. flatbeds, lowboys, refrigerated);

• container/material handling equipment;

• specialized trucks (e.g. box trucks, 20 ft. pups and lift gates);

• drayage services and a robust cross docking operations;

• surface line haul services;

• staging yards and storage;

• continuous sailing/shipping without interruption, with the exception of U.S. Coast Guard restrictions or the ship’s captain, on vessels due to hazardous weather;

DOTS - CNMI, Guam, and American Samoa PWS

• contractor shall be fully functional within 48 hours of task order award to provide operations for 24-hours a day, 7-days a week with all necessary Contractor labor and supervision;

• asset tracking and management from time of possession to time of delivery at destination.

These services and resources are required to facilitate movement of various containerized commodities/breakbulk cargo from the CONUS and OCONUS ports to various destinations in

CNMI, Guam, and American Samoa, and designated distribution points on the islands.

1.3 SCOPE

The scope of this PWS encompasses contractor support to provide all personnel, containers, equipment, facilities, and transportation to perform Port Operations and Transportation Services from CONUS/OCONUS ports to the Guam, AS, and CNMI, as well as retrograde support.

Transportation needs shall be prescribed by task order award. Coordination, accountability, and supervision of these services by the contractor are essential to ensure success of the operation.

1.3.1 Period of Performance: The period of performance for the resulting IDIQ’s are one-year base period with two one-year option periods of performance. Each option year period shall not exceed 12 months in duration, unless mutually agreed upon and a formal modification issued by the FEMA Contracting Officer. Each task order issued will include a specific period of performance. All terms and conditions applicable to the base period shall extend to the option year(s) unless otherwise agreed upon and a formal modification issued by the FEMA Contracting

Officer. The option year period(s) are subject to the availability of funds.

1.3.2 Place of Performance and Historical Location Information: FEMA loading/ discharging

(receiving) locations are provided as historical information. The list below is not all-inclusive. The following list does not represent all loading/discharging points and may change contingent on disaster location and FEMA needs. Based on knowledge of the requirement and timeline, the

Contractor is encouraged to recommend alternate locations to better support the mission. Specific

CONUS/OCONUS port locations will be specified in task orders when applicable. All points will remain within American Samoa, CNMI, and Guam.

• FEMA Distribution Center (DC), Bldg. 100, Barrigada, Guam 96913 (Primary Receiving

Location)

• Saipan

• Port of Saipan

• Port of Tinian

• Port of Rotan

• Port of Pago Pago

1.3.3 Hours of Operation. All contractor personnel are expected to be available and engaged in the response operations on a 24hr/7 day per week basis as set forth in the task order during operations or as the situation dictates. Transportation operations must be continuous (without disruption) and shall operate on a continuous basis unless they are prohibited by laws of the United

States Coast Guard (USCG), Department of Transportation (DOT), and Federal Aviation file:///C:/Users/mpark123/Desktop/RCTSD/SCOPE%20PARAGRAPHS.doc

Administration (FAA), due to severe hazardous conditions or other safety considerations. There cannot be any breaks in service due to lack of contractor personnel or contractor furnished equipment, resources and supplies.

1.3.4 Cargo Preference Laws Compliance. In performing the work under this contract and task orders, the Contractor shall comply with the Section 901(b) of the Merchant Marine Act of 1936, as amended and codified in various subsequent documents (46 USC 55305, Title 46 CFR Part 381, P.L. 83-664). The Prime Offeror or the Prime Offeror’s major subcontractors shall be the owner(s) of US Flag vessels. A major subcontractor is defined as a subcontractor that is expected to provide services that equals or exceeds 5% of the total in performance of this requirement.

1.3.5 Travel. Contractor travel may be required to complete task required under the task order.

All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the GSA Federal Travel Regulations and/or Joint Travel

Regulations. The Contractor shall be responsible for obtaining Contracting Officer (CO)/

Contracting Officer Representative (COR) pre-approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

1.3.6 Contingency Support. In the event of the Department of Defense (DOD) contingency operations or other Homeland Security actions coinciding with FEMA’s disaster support, the

Contractor shall fulfill the requirement under the task order without disruption to services.

1.4 SAFETY

1.4.1 Regulatory Compliance. In performing the work under this contract, the Contractor shall abide by and comply, with applicable statutes, ordinances, laws, codes and regulations such as, but not limited to, Safety, Environmental, Labor, Hour and Wage, Workers Compensation and

Occupational Health. The Contractor shall, without additional expense to the Government, be responsible for obtaining any and all required licenses, permits and the like, required for the performance of this contract.

1.4.2. Safety and Health of Personnel. The Contractor is responsible for ensuring that proper safety and health precautions are taken to protect personnel, the general public, and property of others. All services shall be performed by individuals fully qualified and licensed in their relevant area. The Contractor shall ensure the personnel are appropriately insured with Worker’s

Compensation. The Contractor will ensure that subcontractors comply with these requirements.

1.4.3 Damage and Loss Reports. During operation under this contract, in all instances where cargo, Contractor’s equipment, or private or Government property is damaged, lost, or pilfered while in the care, custody, or possession of the Contractor or through handling by the Contractor’s employees, agents, or subcontractors, the Contractor shall submit a full written SF 364 Report of

Discrepancy of the facts and Police Report provided from the State and Local Police Department explaining the extent of such damage or loss. The Contractor shall provide the aforementioned information to the COR within 24 hours following the occurrence or discovery of Damage of Loss.

This information must be provided electronically, via e-mail.

In instances where FEMA trailers, FEMA containers, or bulkcargo are damanged or involved in an accident, the Police Report must be obtained and SF 91Accident Form and FEMA 119-7-1-1

Report of Survey must be completed and submitted to the COR and/or FEMA Transportation

Specialist within 24 hours.

1.5 QUALITY OF PERFORMANCE

The Contractor shall ensure that the highest standard of quality is established and maintained in the performance of the contract and tas orders through a quality control plan. The Government will measure and conduct surveillance of the contractor’s performance to document and recognize instances of superior contractor performance, and to identify areas falling short of required performance standards early so that the Contractor and the Government may work together to identify causes and eliminate problems before they become serious. The Government’s

Performance Measures and the Contractor’s Quality Control (QC) program requirements are described below.

1.5.1 Contractor Quality Control, Reporting and Records

1.5.1.1 Quality Control Plan. The Contractor shall establish and maintain a Quality Control

Plan (QCP) to ensure quality service is provided throughout the terms of the contract. The

Contractor shall submit a QCP prior to contract start date. The QCP shall be reviewed and updated when deemed necessary by the Contractor or the Government, to include changes necessary to prevent the recurrence of quality problems. The Contractor shall sign and date the original QCP, as well as each subsequent revision. Revisions shall also be presented to the COR for review and acceptance prior to implementation. When acceptable to the Government, the original QCP, and any revisions, shall be signed and dated by the CO. The QCP should include as a minimum how the Contractor intends to meet the performance objectives and identify those areas the Contractor sees as critical to the customers for this contract, how it will monitor quality performance in those areas, and how it will maintain or exceed customer expectations, including identification and correction of problems.

1.5.1.2 Problem/Failure. The Contractor shall self-identify any problem or failure that may impact contract performance. In accordance with its QCP, the contractor should notify the COR within 24 hours of the problem and follow-up in writing within two (2) business days to the COR and provide a succinct written plan of action that identifies work arounds for potential or real problem, failure or deficiency. The Contractor shall detail the methodology for correcting the problem or deficiency in the plan of action, and provide the specific time required to bring performance back to acceptable quality levels, as applicable. The Contractor shall provide this information electronically to the COR.

1.5.1.3 Use of Quality Performance Information. Information from these reports will be compiled cumulatively to provide annual reports of past performance into the Contractor

Performance Assessment Reports System (CPARS) for use in past performance evaluations.

1.5.1.4 Government Quality Assurance. Final determination that the services rendered are conforming is solely the responsibility of the Government. The Government Quality Surveillance

Plan is not a substitute for Contractor quality control.

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1.5.1.5 Critical Performance Requirements. The Government will monitor the Contractor’s performance using predetermined quality assurance procedures and through the Government

Performance Requirement Summary (PRS), Section 11.0, which will be used in this program and which also describes the contract requirements considered most critical to performance.

1.5.1.6 Performance Measurement Approaches. The CO and the COR will monitor

Contractor performance and compliance with the terms and the conditions of the contract using the

PRS and such standard techniques as inspections, Government generated management reports, Contractor reports and Customer feedback. The COR, in conjunction with the CO, may conduct periodic meetings with the Contractor to discuss operations, and problem areas.

1.6. INSURANCE REQUIREMENTS

1.6.1. Cargo Insurance. The Contractor shall provide cargo insurance, at its own expense, as required by law, at least equal to the value of the cargo transported.

1.6.2. Port, Liability, Pollution and Environmental Insurance. The Contractor shall provide at its own expense, the appropriate amount of insurance as required by Federal, State, and local regulatory agencies and laws.

2.0 CONTRACTOR TASK AND DUTIES

2.1 Start and Continuous Service: The Contractor shall be fully functional within 48 hours of task order award in order to ensure minimum disruption to Government business. The Contractor shall have resources, equipment, and personnel available to perform the services outlined in the

PWS and comply with the terms and conditions of the contract, 24 hours, seven days a week, otherwise instructed by FEMA. The Contractor shall have the capability within their network to meet the demand and respond to the movement for a minimum of 2,000 containers, on a monthly basis; with sufficient number of chassis to support the continuous service required and meet the requirements of this contract as defined within this PWS. The Contractor shall have the capability within their network to meet the demand and respond to the movement for up to approximately

4,000 containers, on a monthly basis; with sufficient number of chassis to support the continuous service required and meet the requirements of this contract as defined within this PWS. The

Contractor shall also have the capacity for the movement of vehicles, utility poles, and other assets not containerized.

2.2 Maritime and Ground Transportation Service Operations: The Contractor shall provide door-to-door, cross dock/freight forwarding service operations (sea conveyance) of FEMA life-saving resources, FEMA Equipment, supplies from FEMA’s Federal Response partners, from

CONUS locations and deliver to sites specified in the task orders, designated by FEMA. The

Contractor shall provide the same services, supplies, and equipments for retrograde of commodities and breakbulk cargo.

2.2.1 CONUS Staging Yard: In incidences where the port of embarkation is saturated, FEMA may require the contractor to provide secure trailer/truck staging lot. The CONUS staging yard shall be within 20 miles radius of the Cross-Dock facility/port and may require wrap around services, Ground Support Personnel, Logistical Support Personnel and covered office space for up to 10 FEMA Employees to prefrom work functions at this location. The staging yard should be able to hold up to 300 trailers. Approval for staging area outside of the 20 mile radius from the

Cross-Dock facility / port must be obtained from the CO / COR. The staging yard shall provide

24 hours a day, 7 days a week (24/7) access and an organized plan to temporarily hold commercial trailers, FEMA organic/owned trailers, other Federal agencies trailers and generators. The staging yard shall be a paved or graveled, clean well-lit secure yard to ensure property is kept safe from theft and vandals. The trailers will not be dropped at this yard, but it will be a holding pattern before they are triaged for delivery to Cross-Dock facility or port of embarkation. The contractor shall submit a detailed yard report of inbound and outbound truck information on a daily basis to the COR to include, origin, truck/trailer #, time arrival, time departure, and asset description.

2.2.2 Cross-Dock Facility/Port of Embarkation: The Contractor shall containerize supplies required by FEMA into 20, 40, or 53-foot shipping containers/trailers, or a combination thereof, and provide the necessary chassis/flatbed trailers to move the containers to the port for loading.

This will include equipment such as vehicles that cannot be containerized. FEMA will inspect the containers contents, provide a Bill of Lading (BOL), seal the container, and affix a FEMA approved transponder (after any cross-docking has occurred). The Cross-dock sites threshold is to cross-dock a minimum of 7 trailers per hour and have yard space for up to 125 staged trailers to reach initial operating capability. The Cross-dock sites objective is to cross-dock a minimum of

10 trailers per hour and have yard space for up to 150 staged trailers to reach full operating capability. The transponder will allow for in-transit visibility while the containers are shipped via a maritime vessel. The Contractor is required to maintain real time visibility of all equipment, resources, and assets under contract task order consignment and shall provide accountability reports within 24 hours of the vessels’ departure or arrival. The Contractor shall also plan for a staging area, reception, material handling, and loading of breakbulk cargo to include pallets, wire reels, poles, etc. as well as vehicles and other rolling stock. Prior to loading, the contractor shall provide a detailed yard report of containers, breakbulk, and rolling stock under their control in the sea port of embarkation (SPOE). The contractor will correctly document all shipments and accurately label contents of all containers. To ensure visibility of cargo, within twenty-four (24) hours of vessel departure, the Contractor shall provide FEMA with a Departure Visibility Report of freight details. This can be accomplished by either inputting them into FEMA’s system of record

Logistic Supply Chain Management System (LSCMS) via the Vendor Portal, or by completing an

ASN Spreadsheet detailing the information, and thereafter submitted to FEMA. If the ASN

Upload Spreadsheet is utilized, the information below is required. The information below is not all inclusive, additional details may be requested.

• Distribution Order (DO) = (FEMA will provide)

• Trailer Number = If not a physical trailer, the container number will be inserted here

• Origin Facility = The site code or location from where the items originate

• Destination = The site code or location of shipped item’s destination

• Estimated Delivery Date/Time = Formatted: MM/DD/YYYY 24:00 (Destination Facility

Time Zone)

• Item Name = Refer to DO

• Shipped Quantity (Units) = Units (for water, one unit = one liter)

See Attachments for reference:

• Attachment: ASN Upload Spreadsheet Basic

• Attachment: ASN Upload Spreadsheet Full

In order to access LSCMS via the vendor portal, the contractor will need to pass Vendor Portal

Training or Logistics Carrier Gateway Training. Until that access is granted, providing the information via spreadsheet is acceptable. A third option, involving Electronic Data Interchange

(EDI) between systems may also become available during the course of performance. The most important takeaway is that FEMA must receive this information no later than 24 hours after vessel departure, as visibility of cargo/contents is a top priority.

2.2.3 Port of Embarkation/Vessel: The Contractor shall load and ship the containers by ship or barge and expedite the loaded containers, and/or breakbulk cargo, via ocean vessel to various ports in the CNMI, Guam, and American Samoa, or FOB destinations. The Contractor shall be fully responsible for coordinating loading their vessel and must provide all container handling equipment (CHE)/material handling equipment (MHE). The Contractor shall provide a detailed manifest with specificity of the type resource moving in a specific container. The Contractor in coordination with FEMA shall reconcile the manifest with FEMA’s system of record for accuracy of resource movement no later than 24 hours after departure and repeat the procedure 24 hours at the receiving port.

Dedicated vessels voyage between CONUS and OCONUS ports, as well as inter-island ports may be required. Dedicated vessels shall be size equivalent of vessel capable of fitting up to 400 containers. Dedicated vessel activation shall require FEMA Transportation Management Branch /

Movement Coordination Center (MCC) chief approval. Any cargo transportation on dedicated vessels shall not incur additional container and breakbulk linehaul charges.

2.2.4 Arrival at the SPOD: The Contractor shall inform FEMA within 24 hours of arrival at the sea port of debarkation (SPOD) and provide the manifest of inbound containers/equipment with an Arrival Visibility Report. The Contractor shall be responsible for providing the required documentation to clear the containers for onward movement to the destination. FEMA is responsible for providing the Contractor the priority of movements to the destination. Any FEMA containers/equipment remaining at the port will be consolidated and marked to identify the type of resource(s). If it is determined that the container cannot be received at the destination due to space or other constraints, the Contractor is responsible for locating a secure covered warehousing for storage at multiple locations, with appropriate MHE/CHE for unloading of containers. FEMA’s requirement is approximately 500,000 Sq. Ft (combined) at multiple CONUS and OCONUS facilities.

2.2.5 Port to Destination: The Contractor shall be responsible for movement of trailers/containers/equipment to destination and have MHE/CHE to discharge containers from chassis. The Contractor will maintain on site at the destination a capability (minimum of 10 chassis/flatbeds) to move containers to a forward location. Once delivered, FEMA will inspect and provide written acceptance (proof of delivery or “POD”) for each container by serial number at the port (“destination”). Once FEMA takes possession of the loaded containers, the contractor shall provide the first ten days of trailer detention at no cost to the United States Government, (USG).

Once the resources are removed from each container and FEMA is no longer in need of the containers the contractor will be notified and will have 24 hours to take possession of each emptied container. Detention will stop once FEMA informs the Contractor that containers are ready for recovery. The empty containers transported back to the Contractor’s for future use shall not be charged to FEMA.

FEMA may direct specific trailers/containers to be delivered to certain towns inland by the

Contractor. The Contractor shall have dedicated trucks (to include specialized trailers, such as single drop trailer, chassis, etc.) for the movement of the cargo. This additional transportation destination will be submitted to the Contractor in writing. Due to possible devastated conditions within AS and CNMI, numerous roads may be blocked and destroyed. When conditions exist that hamper the delivery of containers, the Contractor will make best efforts to distribute containers as directed but assume no responsibility for delivered condition of resources.

If the storm misses all of the aforementioned, American Samoa / CNMI, the contractor shall return the containerized IRR commodities to FEMA Distribution Center (DC) Guam and/or an alternate designated location in the American Samoa or CNMI. FEMA will be under no obligation for any trailer retention fees while containers are being loaded at origin, loaded and staged at the contractor’s staging area or while the containers are in-transit.

2.2.6 OCONUS Container Staging Services: The Contractor shall plan for a staging area, reception, material handling, container handling, and loading of breakbulk cargo to include pallets, wire reels, poles, etc. as well as vehicles and other rolling stock. The contractor shall submit a detailed yard report of containers, breakbulk, and rolling stock under their control on a daily basis to the COR.

2.3 Air Transportation Service Operations: Requirements that indicate time sensitive deliveries

(24 hours from notification) will use air as the preferred method of movement to meet deadlines.

To accomplish this, the Contractor shall possess an adequately owned and/or directly leased controlled infrastructure, transportation resource fleet, personnel, MHE, and/or CHE, as well as information technology capability to efficiently trans load, transport, manage, track, communicate and process various levels of supplies/resources from a point of origin into the “affected area” or destination. The Contractor shall be responsible for the palletizing freight for movement to destination. When required by FEMA, FEMA personnel will be on hand to inspect the pallets, ensure packing slips are provided and affix a FEMA approved transponder where applicable to equipment. The Contractor shall also plan for a reception, material handling, and loading of breakbulk cargo to include pallets, wire reels, poles, etc. as well as vehicles and other rolling stock.

Prior to loading, the contractor shall provide a detailed report of all equipment under their control in the air port of embarkation (APOE). To ensure visibility of cargo, within two (2) hours of receiving cargo, the Contractor shall provide FEMA with a Arrival Visibility Report. This can be accomplished by either inputting them into FEMA’s system of record Logistic Supply Chain

Management System (LSCMS) via the Vendor Portal, or by completing an ASN Spreadsheet detailing the information, and thereafter submitted to FEMA. If the ASN Upload Spreadsheet is utilized, the information below is required. The information below is not all inclusive, additional details may be requested. The Contractor shall provide FEMA, within 2 hours after departure, the specifics of type freight and quantity for visibility with a Departure Visibility Report. The

Contractor shall provide this information electronically, via e-mail to the COR.

• Distribution Order (DO) = (FEMA will provide)

• Packing Slips will contain tracking number that must be added to reports

• Origin Facility = The site code or location from where the items originate

• Destination = The site code or location of shipped item’s destination

• Estimated Delivery Date/Time = Formatted: MM/DD/YYYY 24:00 (Destination Facility

Time Zone)

• Item Name = Refer to DO

• Shipped Quantity (Units) = Units (for water, one unit = one liter

See Attachments for reference:

• Attachment: ASN Upload Spreadsheet Basic

• Attachment: ASN Upload Spreadsheet Full

To access LSCMS via the vendor portal, the contractor will need to pass Vendor Portal Training or Logistics Carrier Gateway Training. Until that access is granted, providing the information via spreadsheet is acceptable. A third option, involving Electronic Data Interchange (EDI) between systems may also become available during the course of performance. The most important takeaway is that FEMA must receive this information no later than 24 hours after vessel departure, as visibility of cargo/contents is a top priority.

2.4 Passenger Movement: There may be incidences where FEMA and other Federal Government

Agency employees will need to travel on Contractor’s ground, sea, or air modes of transportation during cargo movement or for rapid deployment of first responders. The passengers onboarding will be limited to supercargo1 and/or critical mission-related personnel only, requiring prior approval from FEMA Transportation Management Branch (TMB)/Movement Control Center

(MCC). The Contractor shall not allow non-contractor passengers onboard without prior approval from FEMA MCC Chief, or FEMA COR. Potential passengers may include FEMA employees and other Federal Government Agency employees.

2.5 Task Order Delivery Requirement: Notification and activation must be initiated 48 hours pre-storm landfall to ensure sufficient time to deliver the push packages to the potentially impacted islands. The contractor shall guarantee availability of an ocean vessel on a 24/7 basis through-out the lifecycle of the task order and must guarantee continuous voyages until vessel movement is no longer allowed by law of the United States Coast Guard (USCG) to sail due to dangerous weather conditions. The FEMA Contracting Officer and / or FEMA COR will provide guidance regarding the continuous voyage termination due to hazardous weather conditions based on information received from the Regional Response Coordination Center and National Response Coordination

Center USCG Liaison(s).

1 Supercargo: FEMA transportation/logistics, military, or other federal civilian agency authorized personnel accompanying the cargo on contractor carrier for the purpose of overseeing the welfare and maintenance. Example, maintaining aircraft loaded on the vessel, escorting sensitive equipment that requires an escort, a small group of people required to prep the cargo prior to offload.

2.5.1 Task Order Service Status Report: For each task order issued under this contract, a BOL will be issued to the contractor. The contractor shall prepare a Task Order Service Status Report providing empty container arrival, recovery date/time, vessel scheduled load, vessel departure time, destination port arrival, offload schedule, delivery date/time to destination address.

Additionally, and in the case of air transportation, the Contractor shall inform FEMA of flight schedule with type aircraft, call sign, tail number, departure time and estimated/actual arrival time at port of debarkation and detailed cargo type and description. Contractor should be prepared to coordinate aircraft download, airfield clearance, and movement to final destination.

The contractor shall submit Task Order Delivery Report electronic form, Microsoft Word to the

COR in the time specified by the FEMA CO. Based on the approved BOL, Task Order Delivery

Report, the CO will provide approval to move forward on all activities planned. The contractor shall request a BOL or BOL Correction prior to performing any activities not included in the plan or any modifications that differ from the BOL/Task Order.

2.5.2 Task Order Delivery Report: The contractor shall provide an interim and final status for each task order report, to the COR, once a task order is executed. The report shall summarize objectives achieved, significant issues, problems and recommendations to improve the process in the future. This report will include, but not be limited to the following:

• Copies of all shipping reports.

• Copies of Bills of Lading.

• Damage Reports (if applicable complete with photographs)

• Shipping Invoices

Final inspection and acceptance of all work performed; reports and other deliverables must be approved by the COR.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this

PWS.

The contractor shall have in-depth knowledge and a high level of demonstrable expertise in the particular requirements necessary to successfully ship resources throughout the via ocean going vessel, pre-incident (pre-hurricane landfall), as well as post-incident sustainment shipping as needed based on type of incident (post-hurricane landfall, post-earthquake, post-tsunami, etc.).

The contractor shall demonstrate that both the organization and proposed key personnel can successfully complete the efforts under this acquisition (demonstrable experience shipping in the

AS/CNMI hemisphere area of operation; demonstrable experience working with local, territory, commonwealth and federal governments; demonstrable experience in rapid recovery of contractor operations pre and post incident (hurricanes, earthquakes, tsunami etc.).

The contractor shall submit in writing the availability of key personnel who will be assigned to a task before disaster activations are declared. Key personnel are all individuals who will support these tasks in a primary capacity, to include full and part-time personnel.

3.1.1 Contractor Management of Qualified Personnel

The Contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as subcontractor efforts used in performance of this contract along with providing qualified personnel to meet both surge and disaster requirements. The contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support performed in accordance with the requirements contained in the PWS.

3.2 Key Personnel

The Contracts Administration Program Manager and Contractor Operations Project Manager are hereby designated as key personnel for this requirement. The Government may designate additional key personnel during contract performance.

The Contractor Operations Project Manager shall be the primary technical and managerial interface between the contractor, CO and COR located at Federal Emergency Management

Agency, 500 C Street SW Washington, DC 20472. The Contracts Administration Program

Manager shall act for the contractor when the Contractor Operations Project Manager is absent.

The Contractor Operations Project Manager or Contracts Administration Program Manager will have full authority to act for the contractor on all contract matters relating to daily operations.

The Contractor Operations Project Manager or alternate must be available and actively engaged on a 24/7 basis pre-issuance of the task order while operations are ramping up as well as throughout the lifecycle of the task order as specified herein; to meet with government personnel on a 24/7 basis to discuss problems and strategize operational approaches to meet mission needs.

The Contractor Operations Project Manager and/or alternate shall meet with the CO/COR as often as determined necessary during operations by the FEMA CO to maintain satisfactory performance and to resolve other issues pertaining to FEMA/Contractor procedures. Virtual meetings are acceptable and encouraged. At these meetings, a mutual effort will be made to resolve all problems identified.

Written minutes of these meetings shall be prepared by the Contractor, signed by the Contractor's designated representative, and furnished to designated FEMA Official(s) within two (2) working days after the subject meeting.

The Contractor shall not replace Key Contractor personnel without approval from the Contracting

Officer. Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 25 calendar days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the CO.

The justification must include a detailed explanation of the circumstances, a complete resume for the proposed substitute, and other information requested by the CO necessary to approve or disapprove the proposed substitute. An interview may also be required. No substitutions shall be made of accepted key personnel apart from sudden illness or death or termination of employment.

The COR and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

The contractor shall identify key personnel for the total period of a contract. The contractor shall ensure the continued assignment of key personnel throughout the duration of the contract, unless substitution is authorized by the CO.

The designated Key Contract Personnel, duties and responsibilities and minimum qualifications are listed below:

Contracts Administration Program Manager

Qualifications: Contracts Administration Program Manager must possess at least 7 years of experience in the logistical arena with a strong concentration in all modes of transportation and cross docking functions; and must demonstrate experience in government and / or commercial contracts administration. Demonstrates strong analytical and problem-solving skills. Experience managing programs directly related to business planning processes that drive improvements in contract administration, service, cost, scope, scheduling, systems or other areas as deemed necessary. Must demonstrate experience in process analysis, root cause analysis, risk management and preventative action measures. Experience in large scale emergency and disaster response and recovery initiatives with emphasis on logistical planning is a plus.

Duties: Designate a Contractor Operations Manager and serve as the Alternate Contractor

Operations Project Manager. Designation will be done in writing to facilitate government-contractor communications. Serve as the primary technical and managerial interface between the contractor, CO, and the COR located at Federal Emergency Management Agency, 500 C Street

SW Washington, DC 20472. Performs day-to-day management of overall contract administration, involving various projects requiring logistical support equipment and personnel at multiple locations. Organizes, directs and coordinates the planning and production of all contract support activities. Demonstrates effective written and oral communication skills. Demonstrates skills in managing large complex scopes of work covered by the contract and task orders; provides technical guidance to the Contract Operations Project Manager and contractor support personnel as it relates to work requirements; and reviews the quality of all work products. Has authority and responsibility to identify and commit resources required to support effort and serves as the liaison to corporate senior executive management should alterations to corporate structure require direct effective contract support activities. Performs analysis of documented customer requirements, directs and assists in the design of plans in support of customer requirements for moderately complex to complex task orders and logistical projects. May participate in all phases of task order development, task order execution and project risk management assessments, ensuring logistics project success through focused contract implementation and administration. Responsible for ensuring that contract task orders and logistical projects are cohesive, and fully supported by results driven decision making, and resource allocation. Ensures operational project managers are fully informed of project requirements. Provides constructive recommendations in the development of solutions in transportation, supply chain and cross dock projects, including managing complex issues, by applying in-depth industry knowledge. Maintains strong stewardship of company assets through the careful planning of major requirements and ensures timely and on-target implementation of all task order projects.

The Contracts Administration Program Manager essentials responsibilities include, but are not limited to:

• Maintains and manages the customer interface at all levels of the customer organization, to include direct reporting and coordination with FEMA CO, Program Managers and COR.

• Organizes, directs, and manages all contract administration activities, project operations and support initiatives necessary to satisfactorily perform the work required in this PWS.

• Oversees the work of multiple project managers and analysts responsible for planning and executing all the requirements dictated within this PWS.

• Provides contract status reports to the designated CO, COR and FEMA Program Managers.

• Ensures full conformance and compliance with contract requirements, scope, schedules, and costs.

Contractor Operations Project Manager

Qualifications: The Contractor Operations Project Manager must possess at least 7 years of experience in logistics and transportation operations and must demonstrate experience in all facets of the logistics, transportation and supply chain management arena. Demonstrates strong analytical, communication and problem-solving skills. Must demonstrate solid government and / or commercial experience in managing multi-faceted, multi-operational logistics projects.

Experience managing logistical projects directly related to business planning processes that drive improvements in task order execution, service, cost, scope, scheduling, in-transit visibility (ITV) and other areas as deemed necessary. Demonstrates experience in process analysis, root cause analysis, risk management and preventative action measures. Experience in large scale emergency and disaster response and recovery initiatives with emphasis on logistical planning is a plus.

Duties: Manages on-site operations activities for a logistical project or subset of a larger project.

Engages key stakeholders at project sites, defines, coordinates and manages operational activities, communicates changes and progress, and builds commitment and support change management.

Responsible for optimal performance of work at all sites. Has full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The Project Manager or alternate must be available and actively engaged on a 24/7 basis pre-issuance of the task order while operations are ramping up as well as throughout the lifecycle of the task order as specified herein;

to meet with government personnel on a 24/7 basis to discuss problems and strategize operational approaches to meet mission needs. The contractor's Project Manager and/ or alternate shall meet with the CO/COR as often as determined necessary during operations by the FEMA CO to maintain satisfactory performance and to resolve other issues pertaining to FEMA/Contractor procedures. Virtual meetings are acceptable and encouraged. At these meetings, a mutual effort will be made to resolve any problems identified. Written minutes of these meetings shall be prepared by the Contractor, signed by the Contractor's designated representative, and furnished to designated FEMA Official(s) within two (2) working days after the subject meeting. Performs analysis of contract task orders requirements and assists in the execution plans to support requirements for moderately complex to complex logistical projects. Participates in all phases of risk management assessment to ensure on time required pickup and delivery of all FEMA equipment moved by the contractor while providing all required tracking information within the timeline required to FEMA Transportation. Works in conjunction with the FEMA Transportation

Manager to ensure that all tasks are staffed with appropriate support personnel and transportation resources, and that any staff turnover or inoperable resources are managed and substituted with no disruption to the contract effort. Performs analysis of task orders, directs and assists in the implementation of task order deliverables in support of mission requirements for moderately complex to complex logistical projects ranging from empty trailer yards and shuttle missions.

Responsible for ensuring that FEMA disaster responses, recovery strategies and task order deliverables are synced to support all applicable customers, agency partners, industry standards, time lines and budgets. Applicable customers and inter-agency partners may not have the exact same packing slips or information entered LSCMS. The Operations Project Manager will work closely with the COR and the Transportation Managers assigned to those movements to ensure that the tracking information is provided correctly. Manages multiple projects from inception to delivery on schedule and within budget, personnel and asset constraints including planning, design and execution in a multi-brand complex and austere environment, coordinating with logistics teams in the project’s implementation.

Contingent on the level of response to a given disaster, the Contractor may designate additional

Key Personnel, such as Contracts Administration Program Manager and Contractor Operations

Project Manager sufficient to support the disaster response. The Contracts Administration Program

Manager and Contractor Operations Project Manager are required to meet the qualifications as specified above. The Contractor shall consult and obtain approval from the CO to any new designations.

3.3 Employee Identification

3.3.1 Access to Government Property or Facilities

The Contractor shall be allowed limited access to the Government's facilities. Contractor personnel requiring access will be required to supply the drivers’ name(s), truck number(s), and a copy of the pickup orders prior to their arrival at the depot and final destination(s).

3.3.1.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.3.1.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.4 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at

Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the

Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.5 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS/ FEMA facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

3.6 Security

3.6.1 Background Investigation

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to

Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed.

FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access

Contractor personnel occupying positions or performing functions with a low risk designation and who do not require access to DHS or FEMA information systems shall undergo a Tier 1 (T1) background investigation which is equivalent to the previously identified National Agency Check with Inquiries (NACI). Either of these investigations must be supported by a separate credit check and must receive a favorable adjudication thereof from FEMA PSD prior to holder performing work under this contract. A favorably adjudicated NACI & C will remain acceptable for the purpose of reciprocity where a T1 investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Low Risk with Information System Access

Contractor personnel occupying positions or performing functions with a moderate risk designation shall undergo a Tier 2 Suitability (T2S) background investigation which is equivalent to the previously identified Moderate Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated MBI will remain acceptable for the purpose of reciprocity where a T2S investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Moderate Risk

Contractor personnel occupying positions or performing functions with a moderate risk designation shall undergo a Tier 2 Suitability (T2S) background investigation which is equivalent to the previously identified Moderate Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD…