5.2.18_DRAFT_SOW_-_Infant_&_Toddler_Kits_3-26.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For

Infant Toddler Kits

Statement of Work

Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

Logistics Management Directorate (LMD) Infant Toddler Kits

A. BACKGROUND:

Historically, there has been an absence of adequate and appropriate shelter support for infants and children within shelters during disasters. Since 2008, during disaster operations the Federal Emergency Management Agency (FEMA), Federal, state and local jurisdictions have provided caches of supplies known as “Infant/Toddler Kits” to support the care of children up to three (3) years of age in mass care shelters and emergency congregate care facilities for a minimum of 72 hours. The contents of these Infant /Toddler Kits were developed by the National Commission on Children and Disasters with guidance from subject matter experts in emergency management and pediatric care.

The amount of supplies cached in an area is based upon the potential number of children three (3) years of age and under that could be populating the local shelters and facilities for a minimum of 72 hours, as determined by the assessment of current demographic data for the jurisdiction. Such a level of preparedness is critical due to the high vulnerability of this population.

B. PURPOSE:

To ensure that individuals affected by disasters are provided basic infant and toddler necessities until such time that longer term solutions are achieved or the affected area is able to return to normal function with minimal disruption of services.

C. DEFINITIONS:

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

• 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.

D. SCOPE:

The Contractor shall assemble and deliver (1) non-perishable Infant Toddler kits, (2) perishable Infant Toddler kits, (3) ala carte orders, and (4) refreshes to Distribution Centers, Incident Support Bases and Points of Distribution and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) during Steady State and Emergency Response/Surge Operations conditions.

FEMA Distribution Centers are listed in Attachment 1.

SPECIFIC REQUIREMENTS:

1. Perishable Infant Toddler Kits

The Contractor shall assemble and deliver perishable components of the Infant and Toddler kits to Incident Support Bases, Federal Staging Areas, Points of Distribution and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS).

Deliverables

• In the event of a major or catastrophic event, the Contractor shall demonstrate the capability to support a maximum requirement of 245 completely kitted, seven (7) line item Infant Toddler kits (Attachment 2). Attachment 2 contains the minimum requirement for one (1) kit.

• During a major or catastrophic event, completely kitted, seven (7) line item Infant Toddler kits will be ordered in quantities of 10 up to a maximum of 245 kits to Federal Staging Areas, Incident Support Bases and/or shelters.

• FEMA requires a minimum of 12 months of usable shelf life on all perishable items (Line Item Numbers 1-7) upon delivery. However, FEMA will accept nine (9) months of usable shelf life with the understanding that the Contractor will replace any unused product to make up the shelf-life difference. All items within a particular line item shall possess the same shelf life (month & year). The Contractor, using their own equipment, shall inventory all materials, prepare and maintain a comprehensive Microsoft Excel electronic worksheet that compiles all perishable components of the kit. The Contractor shall email the Contracting Officer’s Representative (COR) a copy of the comprehensive spreadsheet once the kits have shipped.

• Complete kit orders shall be delivered within 48 hours after receipt of the task order during emergency response operations and 30 days during Steady State operations.

2. Non-Perishable Infant Toddler Kits

Assemble and deliver non-perishable Infant Toddler kits to Distribution Centers, Incident Support Bases and Points of Distribution and/or shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS).

The Contractor shall assemble kits at the Contractor location and deliver complete kits (Line Item Numbers 8-26) to predetermined FEMA Distribution Center locations. The Contractor, using their own equipment, shall inventory all materials, prepare and maintain a comprehensive Microsoft Excel electronic worksheet that compiles all non-perishable components of the kit. The Contractor shall email the Contracting Officer’s Representative (COR) a copy of the comprehensive spreadsheet once the kits have shipped. The Contractor shall label each kit as described in the Packaging/Labeling section below.

• Steady state orders shall be delivered within 30 days after receipt of order.

• Emergency response orders shall be delivered within 48 hours after receipt of order.

The Contractor shall use the list in Attachment 3 as guidance for non-perishable Infant/Toddler kits. Attachment 3 contains the minimum requirement for one (1) non-perishable kit.

• Note 1: Each kit must contain at least the required quantity, regardless of unit pack.

• Note 2: Brand name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with Consumer Product Safety Commission (CPSC) requirements for infant product safety.

• Note 3: The kit inventory spreadsheet should identify the item, manufacturer, model number and Stock Keeping Unit (SKU) # so these items can be easily identified in the event of a recall.

• During an emergency response, Contractor shall utilize expedited freight to Federal Staging Areas, Points of Distribution and Incident Support Bases with the condition that the trailer will be dropped and may be detained for up to 30 days. The contractor will retrieve the trailer(s) within 24 hours once FEMA’s Contracting Officer notifies them it has been unloaded.

• In the event of a major or catastrophic event, the Contractor shall demonstrate the capability to support a maximum requirement of 245 non-perishable Infant Toddler kits. During a major or catastrophic event Infant Toddler kits will be ordered in quantities of 10 up to a maximum of 245 kits.

• All Contractors must have a form of electronic tracking that can be provided to FEMA to ensure compliance with the required delivery timeframe. The vendor shall inform FEMA as to which type of electronic tracking will be utilized.

• The Contractor shall be prepared for the possibility of providing kits to multiple events simultaneously.

3. Ala Carte Orders

The Contractor shall deliver ala carte orders to Incident Support Bases, Federal Staging Areas, Points of Distribution and/or shelters within the Continental United States and Outside the Continental United States (CONUS & OCONUS) in affected disaster areas during a response to a presidentially declared disaster.

These orders shall be placed on an as needed basis and shall be delivered to the disaster location within 48 hours after receipt of order. The exact quantity and location will be determined at time of order.

FEMA requires a minimum of 12 months of usable shelf life on all perishable items (Line Item Numbers 1-7) upon delivery. However, FEMA will accept nine (9) months of usable shelf life with the understanding that the Contractor will replace any unused product to make up the shelf life difference. All items within a particular line item shall possess the same shelf life (month & year).

Under this scenario, the contractor shall possess the capability to acquire kosher/halal products.

4. Kit Refreshments

The Contractor shall refresh kits as necessary and use the list in Attachment 2 as guidance to refresh Infant/Toddler kits. Attachment 2 contains the minimum requirement for one (1) refresh kit.

• Note 1: Each kit must contain at least the required quantity, regardless of unit pack. To protect the integrity of the kits, the Contractor shall adhere to the container size identified on attachment 2. Example: if an item requires and 8oz container that is the container size FEMA will be expecting unless otherwise directed by the contracting officer (CO).

• Note 2: Brand name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with USDA requirements for infant product safety.

• Note 3: The Contractor shall possess the capability to acquire kosher/halal baby food as required.

Steady State Pre-Staging and Disaster Response Upon delivery of new kits or when the refresh is completed, the contractor shall provide a packing slip for each kit. The packing slip shall detail the component, quantity and *shelf life information. One (1) copy shall be attached to the outer shell of the kit, one (1) copy placed on the inside and copies of each affected kit emailed to the COR.

*Shelf life data includes manufacturer, lot number & expiration/use by date.

E. EMERGENCY RESPONSE DIRECT DELIVERY REQUIREMENTS

• In the event of a major or catastrophic event, the Contractor shall demonstrate the capability to support a maximum requirement of 245 completely kitted, seven (7) line item Infant Toddler perishable kits. During a major or catastrophic event completely kitted, seven (7) line item Infant Toddler perishable kits will be ordered in quantities of 10 up to a maximum of 245 kits to Federal Staging Areas, Incident Support Bases and shelters.

• Complete kit orders shall be delivered within 48 hours after receipt of order.

• Ala Carte orders shall be delivered within 48 hours after receipt of order.

• In the event of a major or catastrophic event, the Contractor shall demonstrate the capability to support ala carte orders with indefinite quantities to Points of Distribution, Incident Support Bases and shelters.

• The Contractor shall be prepared for the possibility of providing kits to multiple events simultaneously.

• The Contractor shall be prepared to remain in emergency response mode for a maximum of 30 days.

• Diversion: Sometimes an event or storm shifts directions and impacts several states. This causes FEMA to re-direct the Contractor kit deliveries that have not reached their original destination. The Contractor will bill FEMA at a flat rate and/or per mile rate for these diversions. The Contractor cannot charge diversion if they have not left the point of origin.

F. TYPE OF CONTRACT

This Contract shall be an Indefinite Delivery/Quantity (IDIQ) vehicle, which uses firm-fixed price (FFP) task orders.

G. PERIOD OF PERFORMANCE

This IDIQ shall have a performance with one (1) base-year starting from the date of award, followed by four (4) one-year option periods.

H. 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 any and all Delivery Orders. The individual(s) must be available 24 hours/7 days per week and provide telephone/pager numbers for 24-hour contact.

I. PACKAGING/LABELING:

Upon delivery of new kits, each kit shall contain a packing slip that details the item, manufacturer, model number and SKU#. One (1) copy shall be attached to the outer shell of the kit and one (1) placed on the inside.

Non Perishable Kits:

Each kit will be packaged in a 48” L x 40” W x 36 tri-wall container. The tri-wall will be labeled to identify the kit number, contents, and quantity of each item. The tri-wall shall be on a 48” Length x40” Width four way pallet, no higher than 55” and shrink wrapped no less than 10 times to secure the kit to the pallet.

Perishable Kits:

Each kit will be packaged in a 48L x 40W x 24H, multi-depth corrugated boxes (275# test). The box will be labeled to identify contents, and quantity and * shelf life information of each item. Boxes will be marked 1kit of kits 2, 2 kits of 2 kits, etc.

*Shelf life data includes manufacturer, lot number & expiration/use by date.

J. QUALITY CONTROL

Upon notification from FEMA or other authoritative sources (i.e. Food and Drug Administration, Food and Safety Investigative Service, Consumer Product Safety Commission, etc.) of a mandatory or voluntary Contractor/manufacturer initiated recalls of any kit components; the Contractor will be responsible to perform the replenishment of the affected products at the designated locations of the kits and will be responsible for the disposal of the affected products. During emergency response operations, the replenishment timeframe of the affected items shall not be later than 48 hours from notification. During steady state operations, the replenishment timeframe shall not be later than 10 calendar days from notification.

K. CONTROL PLAN

Steady State/ Emergency Response To ensure accountability, the COR will rely on the Contractor spreadsheet and the language stipulated in the contract i.e., for the perishable components.

Acceptance- Steady State, Disaster Emergency Response/ Surge Operations:

Upon completion of delivery, the COR will rely on the Contractor spreadsheet for contract adherence and sign for receipt.

Attachment 1: FEMA Distribution Centers

DC Frederick 4420 Buckeystown Pike FEDAAC Code 703230 Frederick, MD 21704

DC Atlanta 3780 South Side Industrial Court

FEDAAC 704331

Atlanta, GA 30354

DC Fort Worth 501 West Felix St. Bldg 12

FEDAAC 7074FS

Fort Worth, TX 76115

DC Moffett NASA Ames Research Center bldg. 144 Door 7

FEDAAC 709AAA

Moffett Field, CA 94035

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

Attachment 2: One Perishable Infant Toddler Kit

Line Item Number Description Size Quantity

I/T-001 Baby Food - Stage 2 (Includes an equal distribution of veggies, fruit, and meat)

16 oz daily per infant/toddler for 6 infant/toddlers

672 ounces per week Range in container size: 3.5 – 4 oz each

I/T-002 Baby Cereal (e.g.-Gerber rice, barley, or oatmeal)

Dry, single grain 160 ounces needed per week

Boxes should be 16 oz or less

I/T-003 Formula, Milk-based, Ready to Feed (already mixed with water) in bottles or cans [e.g.-Similac

Ready to Feed]

32 oz daily per infant for 4 infants

894 ounces per week Range in container size: 2 - 8 ounces

I/T-004 Formula, Soy-based, Ready to Feed (already mixed with water) [e.g.-Similac Isomil Advance]

32 oz daily per infant for 2 infants

448 ounces per week Range in container size: 2 - 8 ounces

I/T-005 Formula, Hypoallergenic-hydrolyzed Protein, Ready to Feed (already mixed with water) [e.g.-Similac

Alimentum Hypoallergenic]

32 oz daily per infant for 2 infants

448 ounces per week Range in container size: 2 - 8 ounces

I/T-006 Oral Electrolyte Solution, Ready to Use, Flavored or Unflavored (e.g.-Pedialyte, Enfalyte or generic)

32 oz daily per infant for 2 infants

448 ounces per week Range in container size: 2 - 8 ounces

I/T-007 Nutritional Supplemental Drinks for Children over

12 months of age, Ready to Drink (e.g.-Pediasure, Boost Kids Essentials)

32 oz daily per infant for 2 infants

448 ounces per week Range in container size: 2 - 8 ounces

Attachment 3: One (1) Non-Perishable Infant Toddler kit

I/T-015 Diaper (Baby) wipes [e.g.- Huggies Natural Care]

Fragrance free 1,400 each

I/T-016 Preventative Baby Ointment (e.g.-A&D

Ointment)

Tube Sizes: 2 oz – 4 oz Maximum

10 each

I/T-017 Diaper Rash Ointment with zinc (e.g.-A&D Ointment with Zinc)

Tube Sizes: 2 oz – 4 oz Maximum

10 each

I/T-018 Burping Cloth 16" x 24" 10 each I/T-019 Infant Feeding Bottles

(Plastic Only) 6 oz Size Preferred 200 each

I/T-020 Nipples for Baby Bottles Standard, Non-latex, 2 per Bottle

400 each

I/T-021 Infant/Small Child Feeding Spoons

Small Width, Soft Tip (Individually Wrapped)

60 each

I/T-022 Disposable Changing Pads At Least 13" x 18" in Size 140 each I/T-023 Infant Wash, Hypoallergenic (e.g.- Johnson's Natural Baby

Wash)

9 oz Plastic Bottle 10 each

I/T-024 Washcloths Terrycloth or Cotton 15 each I/T-025 Towels Terrycloth or cotton 15 each I/T-026 Lightweight Blankets Hypoallergenic (e.g.-

Cotton, Cotton-flannel, or Polyester fleece)

15 each

Line Item Number Description Size Quantity I/T-008 Sip Cup - Soft Starter Spill

Proof Cup with 2 Handles 6 oz size 10 each

I/T-009 Diapers (Up to 10 lbs) Newborn 40 each I/T-010 Diapers, Infants (up to 14 lbs) Size 1 160 each

I/T-011 Diapers, Infants (12-18 lbs) Size 2 160 each I/T-012 Diapers, Infants (16-18 lbs) Size 3 160 each I/T-013 Diapers, Infants (22-37 lbs) Size 4 160 each I/T-014 Pull up Diapers (38+ lbs) Size 4T-5T 160 each

**Note: Brand Name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with USDA/CPSC requirements for infant product safety.