C1A Attachment 2 Statement of Work.pdf

`DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For

Self-Help Tarps

A. PURPOSE

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 incurred from environmental disasters. The purpose of this requirement is to establish an Indefinite Delivery, Indefinite Quantity (IDIQ) contract to provide self-help tarps to disaster survivors.

B. SCOPE

The Contractor shall furnish tarps and transportation management to meet the stated specifications and the 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.

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.

D. TARP SPECIFICATIONS

Finished Product

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 80% after 200 hr. per ASTM D7238-06 Flame Retardancy Testing

Must meet Class A ASTM E84-11 Standard, NFPA 701, CPAI-84.

Certification copy will be required.

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

Country of Origin

Must be made in the USA or a country compliant to Trade Agreement Act (TAA) of 1979. Place of manufacture of fabric and tarp manufacturer information will be required

E. DELIVERABLES AND DELIVERY SCHEDULE

1. Delivery Instructions

a. During a steady state, the Contractor must have capacity to deliver up to 100,000 tarps within 90 days of After Receipt of Order (ARO). More specific delivery times shall be specified in the delivery orders. Delivery shall be to one (1) or more of the locations identified in Section I. Places of Performance. FEMA

b. During an emergency response, the Contractor shall have the capability to deliver up to 2,500 tarps within 72 hours of ARO, and a total of 25,000 tarps within 30 days of ARO to CONUS Distribution Centers (DC) or directly to disaster locations as instructed by FEMA.

2. Packaging, Packing, Marking, and Labeling Requirements

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

b. Each Tarp must be packaged in a cardboard box with two (2) 100’ lengths of 550-pound test parachute cord (if tarp has grommets) or minimum of 15 tarp grabbers.

c. 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).

d. 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.

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

f. Due to unknown circumstances which may 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.

3. Tracking

a. 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 in order to calculate accurate arrival time to diverted location.

b. The Vendor shall use Electronic Data Interchange (EDI) when conducting business with the Federal Emergency Management Agency (FEMA). If the Vendor is not EDI capable then the Vendor shall use Vendor Portal. The FEMA Advance Ship Notice (ASN) spreadsheet shall be used only if EDI or Vendor Portal are not available. The Vendor shall provide via EDI, Vendor Portal or the ASN Upload Spreadsheet the below-listed mandatory data to be transmitted immediately upon dispatching a vehicle to a designated FEMA location. After receipt of delivery order award, initial data must be uploaded to EDI, Vendor Portal or the ASN Upload Spreadsheet within 2 hours of 1st trailer dispatch. Thereafter, the vendors shall continuously upload trailer data at least every 3 hours until all trailers are dispatched. Delay of upload may result in trailers being rejected at the gate.

o FEMA LSCMS Distribution Order (DO) o Partner Reference Number o Trailer Number or Container Number o Trailer License Plate State o Trailer License Plate Number o Carrier Standard Carrier Alpha Code (SCAC) o Origin Facility Identification sent on DO o Destination Facility Identification sent on DO o Estimated Delivery Date Time o LSCMS Item Name (sent on DO) o Shipped Quantity (Units) o For items the contain a lot the Lot Number is required (ex: Meals) o For items that contain an expiration date the Expiration Date is required (ex:

Meals, Water) o For items that contain a manufacturer, the manufacturer is required (ex:

Meals, Water)

4. Diversion Mileage

a. 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 per mile rate for diversions. The diversion mileage will be calculated from the original destination point to the re-directed destination point. 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. Trailers

a. Drop Trailers - The Contractor(s) shall be able to accommodate requirements during periods of Emergency Response operations where delivery of a 53FT (up to the equivalent of approximately 2,500 tarps) trailer containing commodities are dropped at the delivery destination (Federal Staging Area, Points of Distribution, and Incident Support Bases) and the tractor and driver are released for up to 45 days. Drop Trailer rate will be billed at a flat rate, Not to Exceed (NTE) $110 per day (box trailer) and $400 per day (refrigerated trailer), based on actual number of detention days. The contractor will be contacted for trailer pickup at which point daily rate will stop accruing. FEMA reserves the right to relocate dropped trailers or containers as the agency deems necessary. Depending on circumstances, detention time of a dropped trailer or container may exceed 60 days or more.

b. Trailer Recovery/Reverse Detention - If a carrier fails to recover its trailer, container, or other asset, herein referred to as “unit” 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.”

Upon notification by FEMA, the vendor will be allotted 72 hours to retrieve empty trailers. Empty trailers not retrieved after 72 hours will incur reverse detention charges equivalent to the contractor’s detention charges established in the contract.

c. Option for Agency to Purchase Trailer for Fair Market Value - US

GOVERNMENT is responsible for detention of a carrier's trailer after the specified free time expires and will continue to pay detention until the carrier receives notification the trailer is available for return to the carrier. However, upon notification from the U.S. Government that the trailer/container is available for return to the carrier, detention costs will cease. The U.S. Government will not pay detention fees in excess of $10,125 for any one (1) trailer/container. The U.S. Government will have the option to pay the carrier the fair market value (to be determined by the Contracting Officer) of the trailer when detention exceeds the fair market value of the trailer/container. Detention fees paid prior to the date of payment of full market value will be credited to that payment.

F. VENDOR-MANAGED INVENTORY (STORAGE) – OPTIONAL

FEMA may pre-purchase inventory to be maintained at the vendor’s location to reduce the vendor’s initial ramp up time.

1. This product shall be stored in an environmentally controlled warehouse to prevent product degradation.

2. This product shall be pre-packaged according the packaging specifications and ready for immediate shipment.

3. Emergency Response: The Contractor shall have capability to load stored commodities/pallets and deliver them to disaster locations during emergency response.

The Contractor shall also have capability to load commodities/pallets onto FEMA-scheduled transportation during emergency response. In these instances the Contractor shall be expected to load FEMA transportation outside of normal business hours, to be coordinated during each event/delivery order.

4. Steady State: The Contractor shall be responsible for shipment to FEMA DC or other designated locations within normal business operating hours.

5. All other aspects of the contract shall apply to this product.

G. 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.

H. PERIOD OF PERFORMANCE

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

I. PLACES OF PERFORMANCE

The Contractor shall deliver to the following FEMA Disaster Centers (DC) or other designated FEMA operated locations during steady state.

CONUS or OCONUS disaster delivery locations will be identified during emergency responses.

Distribution Centers

Receiving Hours (Local Time) Address 1 Address 2 City State Zip

DC Frederick 07:30 - 15:00 Mon - Fri

4420 Buckeystown Pike

FEDAAC Code 703230 Frederick MD 21704

DC Atlanta 07:30 - 15:00 Mon - Fri

3780 South Side Industrial Court FEDAAC 704331

Atlanta GA 30354

DC Fort Worth 07:30 - 15:00 Mon - Fri

501 West Felix St.

Bldg. 12 FEDAAC 7074FS

Fort Worth TX 76115

DC Tracy 07:30 – 15:00 Mon- Fri

1547 East Grant Line Road Tracy CA 95304

DC Hawaii 07:30 - 15:00 Mon - Fri 99-1269 Iweana St. FEDAAC 709242 Aiea HI 96701

DC Guam 07:30 - 15:00 Mon - Fri bldg. 100 FEDACC 70X454 Barrigada GU 96913

DC Caribbean 07:30 - 15:00 Mon - Fri

San Juan Industrial Park PR-1, KM-25

Quebrada Arenas Ward 04 FEDAAC 70F337 Cargus PR 00725

J. Legend for Industry Terms

1. GSM - Grams per Square Meter

2. ASTM - American Society for Testing and Materials

3. NFPA - National Fire Protection Association

4. CPAI- 84- Canvas Products Association International https://community.nfpa.org/external-link.jspa?url=https%3A%2F%2Fwww.nfpa.org%2F

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