FEMA_TenderOfService_IndustryDay_5-21-2019-_Diana.pptx

FEMA Tender of Service Program

What is the FEMA Tender of Service Program?

Establishes the terms, conditions, and business rules for how FEMA and Transportation Service Providers (TSPs) work together in support of FEMA’s mission Separate from GSA’s Tender of Service Program Cargo moves via all modes of transportation: air, maritime, rail & motor freight www.fema.gov/transportation-programs

How is the FEMA Tender of Service Program Different From GSA’s Program?

FEMA Standard Tender of Service (STOS) & FEMA Uniform Rules Tariff Proof of Cargo Insurance ($300,000 minimum) – Updated Annually LTL Baseline: CzarLite Dropped Trailer Detention Rates No Industrial Funding Fee (IFF)

Note: ALL TSPs – including those who have worked with FEMA in the past – must register with the FEMA Tender of Service Program to be eligible for future work with FEMA

Steps to Becoming a FEMA-Approved Transportation Service Provider (TSP)

Carefully read all program documents on www.fema.gov/transportation-programs.

Download, complete & submit a Logistics Supply Chain Management System (LSCMS) User Request Form to FEMA-Transportation-Programs@fema.dhs.gov.

Download and review the instructions for how to upload documents to FEMA’s Document Upload application.

Visit https://www.sam.gov/SAM/ to verify that your registration in the System for Award Management is current & active

Steps to Becoming a FEMA-Approved Transportation Service Provider (TSP)

Upload pdf copies of required documents to FEMA’s Document Upload application (see FEMA STOS for details).

Complete Logistics Gateway training & pass a quiz on the material with a score of 80% or higher.

Register with US Bank Syncada for invoicing & payment Motor Freight (Trucking) TSPs Only: Submit linehaul and accessorial rates via FEMA’s Transportation Procurement system. This must be done every year during the open rate filing cycle to remain active in FEMA’s system.

TL, LTL & Accessorial rates Baseline LTL Tariff: CzarLite, Effective Date: 9/24/2018 Next Open Rate Filing Cycle: March 2020

FEMA Cargo Insurance Requirement

Proof of at least $300,000 in coverage, per shipment, for all FEMA loads

Rates: Motor Freight TSPs Equipment Types

Power Units Closed Van Flatbed Step Deck Refrigerated Van

RGN (Removable Gooseneck) Mobile Housing Unit – 8 Ft.

Mobile Housing Unit – 12 Ft.

Travel Trailer

FEMA Uniform Rules Tariff No. 100 Accessorial Rates: Motor Freight TSPs

Item 1300: Fuel Related General Adjustment - based on DoE National U.S. Average diesel fuel price). See the FEMA Uniform Rules Tariff No. 100 for details.

Expedited Service vs. Emergency Service

Item #480: Expedited Service Steady state conditions Immediate dispatch of a shipment BOL is annotated: “EXPEDITED SERVICE REQUESTED” Surcharge not to exceed $0.35/mile Example: FEMA is holding a training course and unexpectedly needs to ship last-minute training materials to a site within a short timeframe.

Item #485: Emergency Service Active disaster response Immediate dispatch of a shipment BOL is annotated: “EMERGENCY SERVICE REQUESTED” TSPs file an Emergency Service rate not to exceed 50% Example: movement of critical resources (meals, water, other) to a disaster-impacted location to serve disaster survivors

One Time Only Requests For Offers:

All Modes (Air, Ground, Sea) FEMA Approved Air, Maritime, Rail, and Multimodal TSPs are eligible for One Time Only Requests for Offers (OTO RFOs, also known as Spot Bids) Motor Freight TSPs who become FEMA Approved TSPs will be eligible for OTO RFOs until they have the opportunity to submit rates to FEMA.

FEMA Approved TSPs will be notified by FEMA when OTO opportunities become available

Dropped Trailers & Trailer Recovery

FEMA reserves the right to relocate dropped trailers as the agency deems necessary Detention time of a dropped trailer may exceed 30+ days TSPs will be notified via email as soon as a trailer is available for recovery; detention charges stop accruing upon notification If a TSP fails to recover its trailer, container, or other asset within 72 hours of notification, a penalty will accrue daily in an amount equal to the daily detention, rental or use fee that the TSP charges for that unit If a TSP fails to recover the unit within 120 hours of notification, FEMA will consider the unit voluntarily abandoned and will commence with required procedures to dispose of voluntarily abandoned personal property Any TSP that has three (3) failures to recover within a one year period will be considered unreliable and will be subject to temporary nonuse, suspension, or debarment

Tracking & In Transit Visibility (ITV)

TSPs are required to access FEMA’s Logistics Gateway to provide timely, updated information regarding FEMA shipments TSPs must also provide tracking information to FEMA upon request Offering FEMA direct access to a TSP’s automated tracking system does not eliminate a TSP’s responsibility to provide requested tracking information TSPs must agree to allow FEMA to place a transponder on the trailer or container carrying a FEMA shipment

Metrics

Transportation Service Provider Withdraws From Commitment Transportation Service Provider Refusal to Accept Transportation Tender Transportation Service Provider Fails to Meet Required Delivery Date (RDD) Transportation Service Provider Fails to Provide In-Transit Visibility (ITV) Transportation Service Provider Fails to Meet Pickup Time

Invoicing & Payment

All TSPs providing transportation services for FEMA must submit their invoices electronically through Syncada, the U.S. Bank Freight Payment System FEMA will make payment to TSPs through the Syncada system Please do not submit an invoice until correction notice has been received (if applicable) FEMA does not charge TSPs an Industrial Funding Fee (IFF)

Next Steps

Onboard TSPs into FEMA Tender of Service Program: Rolling Basis FEMA Virtual Industry Day: Late 2019 All TSPs update required documents (TBD): Late 2019 / Early 2020 Motor Freight TSPs submit linehaul, accessorial & LTL rates: March 2020 New rates effective: May 1, 2020

Frequently Asked Questions

Transportation Procurement (TP) vs. LSCMS LSCMS Access: Document Upload vs. Logistics Gateway Rates: FEMA does not award specific lanes to specific carriers Spot bids: FEMA will email you directly if you are being offered a spot bid opportunity; available opportunities vary depending on disaster response needs Must log in to LSCMS Account once every 35 days or account will be deactivated

For More Information

LSCMS Account Help (passwords, reactivation) FEMA Enterprise Service Desk: 1-888-457-3362 FEMA-Enterprise-Service-Desk@dhs.gov

FEMA Tender of Service Program Website www.fema.gov/transportation-programs General Questions FEMA-Transportation-Programs@fema.dhs.gov image1.jpeg image2.jpeg image3.jpeg image4.jpeg