8.20_Draft_SOW_-_Plastic_Sheeting.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW)

For Plastic Sheeting

A. REQUIREMENT/PURPOSE:

The Federal Emergency Management Agency (FEMA) has a requirement for the procurement of Blue or Black Roof Sheeting according to the specifications listed below in Section D to cover storm damage to survivors’ homes. The attached detailed plastic sheeting specifications, takes into consideration all past specifications used in similar procurements; the United States Army Corps of Engineers input on the testing of plastic sheeting and industry input. Therefore, the purpose of this requirement is to establish an Indefinite Delivery Indefinite Quantity (IDIQ) contract to provide plastic roof sheeting to disaster survivors.

B. SCOPE

The Contractor shall furnish plastic sheeting as defined in this Statement of Work (SOW). The plastic sheeting provided by the Contractor must meet all requirements of this SOW at Section D. “Plastic Sheeting Specifications”. The delivery orders issued against this IDIQ may require storage capabilities from the Contractor during the period of performance of the IDIQ.

C. DEFINITIONS OF TERMS USED BY FEMA:

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

b. 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. PLASTIC SHEETING SPECIFICATIONS

Finished Product

Plastic Sheet

Seams should be fully adhered throughout their length. The seams shall be free of puckers and air pockets. All seams will be tested by appropriate non-destructive technique to assure continuity the full length of the seam.

Any scrim reinforced material will be a minimum of 900 Denier and spaced no further apart than 3/8 inch from all directions. The strike-through area of scrim reinforced materials will be completely adhered with no delamination, bubbles, tears, blisters, etc.

The finished product will be gusseted and/or accordion folded onto a three (3) inch diameter by forty-eight (48) inch core. The core wall will be 0.190 inches thick. The sheet will fit on the core with no overhang of the finished product to the core. The outer wrap for each roll must consist of a 3.5 mil cross-laminated film fastened to the core with plastic core plugs and sealed with a 3-inch wide compatible sealing tape. Each roll’s outer wrap shall be labeled on two ends with indelible (or equivalent) ink and contain the following information:

1. PLASTIC SHEETING MATERIAL;

2. Lot number or batch number;

3. Length and width of materials in feet; length and width of material in Meters;

4. Contractor’s name;

5. IDIQ contract number and delivery order number;

6. Date of production

The Contractor may suggest or recommend another technique to preserve the integrity of the material as well as the finished pallet. This recommendation is to be provided with submittals to the Contracting Officer’s Representative (COR) or the Contracting Officer (CO) at the time of proposal submission or at any point during the course of performance.

The top layer of each pallet must be covered with an UV resistant reinforced sheeting draped over the edge 12 inches.

TABLE 1

Plastic Sheeting Specification

ITEM REQUIREMENTS REFERENCE/TEST

Color: Blue or Black Pantone 3005c to 2945c

Tensile Grab Strength 50/50 lbf ASTM D7004 Elongation at Break 550% ASTM D7004 Trapezoid Tear 20/20 lbf ASTM D4533 Mullen Burst 90 psi ASTM D751 Dimension Stability <5% ASTM D1204 Oxidative Induction Time 20 min ASTM D3895 Flame Retardant Class A ASTM E84-97a Seam Strength (Shear Strength) 80% of TD Tensile ASTM D751 (Peel Strength) 10 ppi ASTM D751 UV Resistance 80% after 200 hrs of UV exposure. The

Cycle is 102 minutes UV light and 18 minutes UV light and water spray.

ASTM G23

Thickness 10 mil ASTM D-5199-95 Multi-Axial % Deflection 20% ASTM D5617 Reinforcement Polyester 1000 Denier Weight of Plastic Sheeting Not to exceed 70 pounds

1. Size of roll: 20’ x 100’ (-1% to +3%) Sheets are folded to a 48” length and rolled for placement on pallet.

2. Pallet configuration: 28 rolls stacked 4 across and 7 high or 24 rolls stacked 4 across and 6 high; number of rolls per pallet determined by overall weight of pallet. Rolls will be supported each layer with cardboard or equivalent roll supports. Corner supports for top and side of the pallet will be added. Rolls are secured to pallet with four separate evenly spaced metal bands and machine wrapped with a minimum of 10 overlapping layers of heavy duty stretch wrap, rolls will be supported, strapped and wrapped in such a way as no shifting of rolls on pallet will occur. Stretch wrap shall extend over the top of the pallet by a minimum of 6 inches.

3. Pallet data: Sheeting rolls shall be shipped on industry standard sized pallets that are made of quality hardwood. The size shall be 48” x 40” and shall be a 4-way pallet able to be picked up from all four sides: 3 stringers / 7 deck boards / 5 bottom deck boards with screw type nails utilized.

4. Weight & dimension pallet averages: 1,980 lbs.; 48”x40”x55” (Pallet will be no more than 2000 lbs. total weight and not over 55” in max height).

The Contractor shall pack, mark, and label all plastic sheeting in accordance with the requirements outlined in the Specifications.

E. DELIVERABLES AND DELIVERY SCHEDULE:

The deliverables will be stated in the delivery orders to be issued against this IDIQ.

1) The Contractor shall have the following capability:

• The Contractor shall have a one-time surge capacity for each emergency response, to deliver 6000 rolls within 10 days after receipt of delivery order, 40,000 rolls within 30 days and a prolonged surge capacity of 40,000 every 30 days until all requirements are met.

• Due to many unknown circumstances which can 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.

• During an Emergency Response, the Contractor shall have the capability to deliver to any of the locations identified in Section H or directly to disaster locations as instructed by FEMA.

2) Tracking:

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.

Upon invoicing, the contractor shall provide an electronic spreadsheet showing details of commodity shipped from place of origin to destination.

3) Diversion:

FEMA may re-direct the Contractor plastic sheeting deliveries that have not reached their original destination. The Contractor will bill FEMA at a per mile rate for these diversions. The Contractor cannot charge diversion if they have not left the point of origin.

4) Drop Trailers:

Contractor might be required to drop trailer for upwards of 60 days or more. They will be billed at flat rate, Not to Exceed (NTE) $110.00 per day (box trailer) & $400.00 per day (refrigerated trailer), based on actual drop 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.

5) Tracking of Shipments

• The Contractor shall use Electronic Data Interchange (EDI) when conducting business with the Federal Emergency Management Agency (FEMA). If the Contractor is not EDI capable, then the Contractor shall use Vendor Portal. The FEMA Advance Ship Notice (ASN) spreadsheet shall be used only if EDI or Vendor Portal are not available. The Contractor shall provide via EDI, Contractor Portal or the ASN Upload Spreadsheet the below-listed mandatory data to be transmitted immediately upon dispatching a vehicle to a designated FEMA location. 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 task 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.

For vendors without EDI capability, it is FEMA’s secondary preferred method for vendors to submit the shipment information via Vendor Portal. During the base period of IDIQ, FEMA will require at a minimum two (2) individuals from the contractor’s staff to be trained in the agency’s inventory system of record, known as LSCMS. The training will teach each individual how to enter shipments in LSCMS’ Vendor Portal. Online training will be provided to awarded contractors.

a. FEMA Logistics Supply Chain Management System (LSCMS) Distribution

Order (DO)

b. Carrier

c. Partner Reference Number

d. Load number

e. Truck number

f. Trailer Number or Container Number

g. Trailer License Plate State

h. Trailer License Plate Number

i. Carrier Standard Carrier Alpha Code (SCAC)

j. Origin Facility Identification sent on DO

k. Destination Facility Identification sent on DO

l. Estimated Delivery Date Time

m. LSCMS Item Name (sent on DO)

n. Nomenclature

o. Shipped Quantity (Units)

p. Bill of Laden (BOL) number

F. 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.

G. PERIOD OF PERFORMANCE:

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

H. PLACE OF PERFORMANCE:

The Contractor shall deliver to the following FEMA Disaster Centers (DC) or any identified (Continental United States) CONUS and (Outside Continental United States) OCONUS disaster areas during an emergency response, as stated in the Delivery Order Request for Quote.

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 Tracy 1547 East Grant Line Road Tracy, CA 95304

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

I. ADDITIONAL CONTRACT REQUIREMENTS:

2. Trailer Recovery If the Contractor 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, the Government will impose a penalty on the Contractor. The penalty will accrue daily in an amount equal to the Drop Trailer rate rental or use fee that the Contractor 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 the Contractor fails to recover the unit within 120 hours of notification, the Government will consider the unit abandoned and will commence required procedures to dispose of the unit to local authorities.

3. Option for Agency to Purchase Trailer for Fair Market Value (CLIN 0009, 1009, 2009, 3009, and 4009)

The U.S. Government is responsible for detention of a carrier’s trailer/container after the specified free time expires and will continue to pay detention until the carrier receives notification the trailer/container 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 shall not pay detention fees in excess of $10,125.00 for any one (1) trailer/container. The U.S. Government will have the option to pay the carrier the fair market value of the trailer, based on the VIN number and other pertinent information, 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.

2. Diversion Mileage - 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.

3. Driver Hour– Once the Contractor arrives at the destination point, it may take up to four

(4) hours for trailer drop coordination. In case of gate delays inhibiting trailer drop off exceeding four (4) hours and fifteen (15) minutes, the Contractor is allowed hourly charge for the waiting period. The trailer’s real-time position must be verifiable via electronic tracking system to demonstrate that waiting period extended beyond 4 hours and 15 minutes. FEMA must be notified immediately if potential gate delays is expected.

The Contractor may bill at a minimum of one (1) hour for the waiting time.

4. Power Only to Transport Loaded Trailer – The Contractor will provide power only to a FEMA destination to transport a loaded trailer. This will be billed based on mileage from FEMA pick up point to drop off location. FEMA may change the drop off location up to 50 mile radius which will not incur additional mileage. If the drop off location changes beyond 50 mile radius, then diversion mileage rate will be incurred.

5. Power and Trailer to Transport Inventory – The Contractor provides power and trailer to move FEMA inventory from Distribution Center to event site. This will be billed on mileage from FEMA pick up point to drop off location. FEMA may change the drop off location up to 50 mile radius which will not incur additional mileage. If the drop off location changes beyond 50 mile radius, then diversion mileage rate will be incurred.

6. Restocking Fee – Applies if the initial ordered quantity either decreases or the order is cancelled before leaving the facility. The fee covers the costs of restocking decreased or cancelled order to the Contractor.

II. Optional Contract Requirement

Vendor Managed Inventory

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 a temperature-controlled environment to prevent product degradation.

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

3. All other aspect of the contract shall apply to this product.

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