USVI_SEA_TRANS_SOW_2019.doc

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW)

FOR

THE U.S. VIRGIN ISLANDS

Inter-Island Sea Freight Transportation

1.0 GENERAL

FEMA is in need of a fixed price space available interisland sea transportation between Puerto Rico, ST Thomas and ST Croix.

1.1 Background

The Federal Emergency Management Agency (FEMA) Region II has the responsibility of supporting the United States Virgin Islands (USVI) with Disaster Response and Recovery efforts. The major supply chain sea route brings goods through Puerto Rico and then to the USVI. FEMA needs a vendor to transport goods through the port of Puerto Rico or directly to the the ports in the USVI. A major part of the response recovery effort revolves around supplying the affected area with life supporting, life sustaining commodities such as; but not limited to water, meals, cots, tarps, plastic sheeting, blankets, generators, sandbags and fuel which are needed to lessen damage before a hurricane; or to temporarily alleviate damage after an incident such as a hurricane, earthquake or tsunami, etc.

1.2 Scope

Deliver 20 vehicles from Puerto Rico to the Virgin Islands ten (10) vehicles to Saint Croix, ten (10) to Saint Thomas and ten (10) vehicles from Saint Thomas to Puerto Rico.The The contractor shall be directly responsible for ensuring the accuracy, timeliness and completion of all tasks under this effort. The contractor will be responsible to load containers and equipment onto the vessel and transport all loaded containers and/or equipment to the specified port(s) of debarkation within the USVI & Puerto Rico. The contractor will also be required to transport identified materials from the USVI ports to Puerto Rico. Scheduling shall be made by calling the FEMA POC who will arrange pick up and forward movement.

1.3 OBJECTIVE

The objective of this Statement of Work (SOW) is to establish a Firm-Fixed Price Award The implementation of this contract will institute a strategic transportation approach to deliver disaster relief supplies within the Caribbean.

1.4 APPLICABLE DOCUMENTS

1.4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with to meet the requirements of this contract (Must meet all US Coast Gard Compliances):

1.4.2 Reference Charateristics

· Marine vessel should be a minimum of 100 ft. in length

· No draft restrictions

· 3 hours or less response from booking agency

· 24-hour turnaround from port arrival to departure

· 8 hour sailing time between ALL islands (good conditions)

· No service interruptions 2 years (dry docking)

· Contractor will prepare quotes based on Cubic Foot of materials transported

· Capabilities for movement between Puerto Rico, St Croix and St Thomas

· Must have capabilities for roll on roll off

· Capable of transporting (7) 53 ft. trailers

· Capable of transporting containers (9) 40ft or (16) 20ft

· Capable of transporting vehicles from cars, SUVs and Box trucks (12ft to 26ft), wheeled light towers

· Capable of transporting Disaster relief commodities 2kw to 1MW Generators, Generator Fuel Tank & BOM Kit

· Secure loading dock

· Booking agent must be English speaking

· Stevedores must be provided to load and unload from vessel

· Manifest must be handed and or e-mailed to FEMA POC within 12 hours of loading

Notification to FEMA POC of offloading within 1 hour of arrival to destination

2.0 SPECIFIC REQUIREMENTS/TASKS

Load, sail and unload deliverables to and from port of requirement as specified by FEMA POC.

2.1 TASK ONE.

Load vessel with equipment provided by FEMA.

2.2 TASK TWO.

Sail vessel to port of notification/destination as provided by FEMA.

2.3 TASK THREE.

Unload vessel and call FEMA POC

Specifically, the contractor must deliver a specified, pre-determined number of 20ft. or 40ft containers as well as other equipment (ie cars, vans, box trucks, tractors. and / or a combination there of to the specified origin loading ports in Puerto Rico and the USVI. Once notified, the FEMA must arrange pick up of loaded containers or equipment and deliver loaded containers and or equipment to the port of embarkation. The FEMA shall provide ground transportation to move federal resources from the identified port locations in Puerto Rico and the USVI. The contractor shall be directly responsible for ensuring the accuracy, timeliness and completion of all tasks under this effort. The contractor will be responsible to load containers and equipment onto the vessel and transport all loaded containers and/or equipment to the specified port(s) of debarkation within the USVI & Puerto Rico.

2.1 Qualified Personnel

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

2.2 Continuity of Support

The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer Representative (COR) no less than 15 business 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. The Contractor shall not replace Key Contractor personnel without notification from the COR. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 Contractor Key personnel shall not be assigned by the Contractor to more than one key position for this requirement.

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) and the FEMA Project Manager (FPM / FEMA POC)The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior notification from the Contracting Officer Representative (COR).

3.4.1 The Project Manager shall be available to the CO, COR and FPM via telephone between the hours of 24/7 and shall respond to a request for discussion or resolution of technical problems within 3 hours of notification.

3.5 Employee Identification

3.5.1 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.

3.5.2 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.

3.6 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.

3.7 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 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.

Notification to FEMA POC of offloading within 1 hour of arrival to destination.

4.2 PERIOD of Performance

The period of performance for this contract is a one (1) month

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with frequent visits to the ports at:

St. Thomas:

Crown Bay Seaport Charlotte Amalie, St. Thomas 00803

St. Croix:

The Container Port Seaport Kings-hill, St Croix 00851

PUERTO RICO

A Pier WITHIN 1 MILE OF San Juan TBD.

4.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 24/7 EST, Monday through Sunday.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the CO COR and the FPM no later than one week after the date of award. The purpose of the Post Award Conference, which will be chaired by the CO, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

4.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR no later than 7 business days after the Post Award Conference.

4.8 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.12 PROTECTION OF INFORMATION:

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.13 SECTION 508 COMPLIANCE

https://dhsonline.dhs.gov/portal/jhtml/dc/sf.jhtml?doid=76609

5.0 GOVERNMENT TERMS & DEFINITIONS

5.1 Contracting Officer (CO). This is a person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. The CO is the only individual legally authorized to bind the government. The CO is the only authorized person to extend the contract.

5.2 Contracting Officer Representative (COR). This is an employee of FEMA appointed by the CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

5.3 FEMA Project Manager (FPM). The FEMA Project Manager is an employee of the U.S. Government who directs the logistical operational activities for FEMA. The FPM has the authority to direct the contractor to complete the tasks outlined in this SOW. The FPM does not have the authority to assign tasks to the contractor that are outside the scope of this contract, constitute a change or has additional funding implications. The FPM will be the primary POC that deals with the Contractor’s Project Manager.

5.4 DHS ( Department of Homeland Security

5.5 FEMA—Federal Emergency Management Agency

5.6 POC/FPM—Point of Contact

The Government will not furnish any resources to the Contractor in support of this contract.

The Government will provide all necessary information, data and documents to the Contractor for work required under this contract.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 7 business days to review deliverables and make comments. The Contractor shall have 5 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.