PWS - CrossDock & ISB Support.pdf

Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

National Cross Dock & Incident Support Base Services

Indefinite Delivery/Indefinite Quantity (IDIQ)

Performance Work Statement (PWS)

October 2019

1. BACKGROUND

A critical task of FEMA Logistics Management Directorate (LMD) is to ensure delivery of the right resources, at the right place, and at the right time to support state, local, tribal governments, and territories. LMD delivers these necessary resources to include commodities and manufactured housing units to provide support during disaster operations. Previous disasters have demonstrated challenges with trailer operations that have resulted in high detention cost and trailer accountability, which impacted returning trailers back to carriers and closure of key FEMA logistic locations. To reduce any reoccurrence in future disaster operations, a FEMA transportation working group within the LMD found that cross dock operations would significantly reduce trailer detention costs during disaster activation and would create mechanisms to better control and track leased resources. Instead of shipping directly to the Incident Support Base (ISB)/ Federal Staging Area (FSA), non-DHS trailers will be cross docked to a fleet of trailers equipped with GPS-enabled In Transit Visibility (ITV) and managed by a single contractor with an issued task order. The LMD will be the primary provider of the cross dock operation and/or will supplement regional cross dock operational capabilities when needed.

In addition to cross dock site support, FEMA is in need of empty trailer yards (ETY) to help to alleviate trailer backlogs and congestion at ISB / FSA locations. Trailer volume shall be the primary factor when determining yard size. An ETY provides additional space for trailer staging and creates flexibility in scheduling the movement of loaded and empty trailers.

Lastly, FEMA is in need of contractor staffed ISBs. FEMA manages the ISBs or FSAs during disaster operations. At times, the FEMA ISB/FSAs are not sufficient to accept the incoming Initial Response Resources (IRR) packages or resources needed for the survivors. Therefore, FEMA requires a contractor support team and equipment to receive, stage, ship and account for those resources that may come directly from carriers or a FEMA cross dock site.

FEMA will issue competitive task orders to fulfill requirements that have been requested by the regions and/or FEMA HQ. FEMA will consider activating cross dock and/or empty trailer yard lot functions for Level 1 or 2 disasters, or when the conditions of a small disaster dictate the need for these services. FEMA may consider activating contractor staffed ISB when the federal bandwidth has reached capacity. Supplemental services from the contractor for a FEMA staffed FSA/ISBs can be requested at any time during the emergency response via task orders.

2. SCOPE OF SERVICES

FEMA requires transportation service providers who possess the ability to develop and employ a network of transportation and emergency cross dock/freight forwarding service operation centers, along with disaster staging area support services, throughout the Continental United States, (CONUS). As national emergency situations occur, the need for transportation and providing logistics services to the impacted areas are most critical. An efficient, reliable and highly flexible operation is needed to provide State, Local, Tribal, and Territorial (SLTT) governments the life sustaining supplies needed to deliver relief to survivors in the affected areas. Therefore, transportation service providers shall possess an adequately controlled infrastructure, including transportation resource fleet, personnel, and material handling equipment (MHE), as well as the information technology capability to efficiently transload, transport, manage, track, communicate and process various levels of supplies into the impacted area.

The contractor shall provide all personnel, training, equipment, tools, materials, supervision and all other items, unless specified as Government furnished, to manage and perform key logistical aspects and support for either a cross dock site (CDS), empty trailer yard (ETY), and/or an ISB, or both CDS and ISB at the same location, as set forth in task orders. The contractor shall also be able to provide these same support services on a supplemental basis at FEMA managed ISB/FSAs.

FEMA may activate a cross dock site, empty trailer yard, and/or an ISB at any phase of the disaster response.

3. REQUIREMENTS

3.1. Cross Docking

3.1.1. Location & Requirements

The cross dock site shall be located within a 50 mile radius of the supported FEMA ISB/FSA.

The Contracting Officer (CO) may authorize the cross dock site to be located farther than 50 miles if necessary, such as if a disaster occurs in a remote area with no area for a cross dock site.

By exception only, the FEMA CO reserves the right to direct the contractor to an existing Government site to execute cross dock services based on FEMA’s organizational mission needs.

In such cases, the contractor will not be able to charge FEMA for any associated cross dock site cost.

The cross dock site shall have the capability to support FEMA’s requirements, which begins when FEMA projects the need for commercial trailers support during Phase 3 of FEMA’s disaster response effort – see section 3.1.3 below for Phase 3 explanation.

The contractor must have the capability to meet these cross dock site requirements:

a. Fluid and accessible ingress and egress for trucks and equipment to maneuver.

b. A minimum of 10 inbound dock doors and 10 outbound dock doors with a distribution center ergonomically designed and applicable for cross dock; and/or able to facilitate an operational tempo for transloading at least 7-10 trailers per hour.

c. Viable yard space for staging up to 125 inbound trailers at one time to be cross docked, as well as staging 125 of contractor provided empty trailers prior to activating the cross dock operation and/or while trailers are waiting to be transloaded.

d. The contractor shall have the capability to provide a maximum of 500 trailers, to include fuel.

e. Viable operating room to substantiate fluid ingress and egress for up to 250 incoming / outgoing truck traffic at any given time during the operation.

f. The contractor shall provide 24 hour availability of office space/area for at least 10 FEMA operational personnel to utilize at the cross dock site during cross dock operation.

This would include functioning and reliable electrical power, lights, water supply, and internet access capability.

g. The contractor shall provide all Material Handling Equipment (MHE) necessary to run the site. This shall include: yard hostler or yard dogs, forklifts, vehicles, etc., based on operation size, to be determined at task order level, to include fuel.

h. The contractor shall be required to provide wraparound services at various levels to include: bathroom facilities (Port-a-potty minimum), wash stations, yard dumpsters, generators, light towers, etc., capable of servicing potentially 10 FEMA operational personnel, contractors, and drivers per shift.

i. Security – the cross dock site shall be fenced and/or have controlled access to keep unauthorized personnel out. The site shall be under 24 hour security and surveillance for the complete control over access to the operation. Entrance and exit gates shall be under the operational control of the contractor’s Site Manager. The contractor is fully responsible for the cost and implementation of these services.

j. The contractor must be capable of maintaining 24 hour operational sustainment.

Operational hours of 12 hours or 24 hours a day will be specified in the task order.

k. The contractor must possess ability to scale shuttle fleet missions up or down, to meet FEMA’s operational tempo within 12 hours as directed by the FEMA CO.

l. The contractor must possess ability to perform minor trailer repair, tire service, and trailer maintenance on site, or on call (must be able to complete approximately 10 minor repairs a day);

m. In Transit Visibility (ITV) of contractor’s trailers and commodities is required.

3.1.2. Operations

Most FEMA shipments during a disaster are full trailer load shipments. The goal of the cross dock concept is to quickly transfer those full loads from commercially leased trailers to trailers governed by this contract and move them to the ISB/FSA for staging and/or unloading and/or onward movement to a FEMA point of distribution (POD). The Contractor will provide shuttle truck operations under this contract to facilitate the movement of trailers from the cross dock site to the ISB/FSA, and from the ISB/FSA to the PODs, as well as removal of empty demobilized trailers.

Performance requirements for the cross dock operational tempo are as follows:

a. Once a commercially leased trailer gains entry to the cross dock site, it must be physically cross docked within 1 hour and the cross dock contractor trailer must depart for the ISB/FSA within 1.5 hours (from initial arrival).

b. FEMA Contracting Officer’s Representatives (COR) located at the cross dock site and ISB/FSA will prioritize trailer departures based on the loaded commodity and provide that information to contractor site manager and/or management level representative.

FEMA changes to prioritization will not affect the contractor negatively in the Key Performance Parameters (KPP) for 1.5 hour departure time.

c. All trailers that arrive at, and depart from, the cross dock site must be properly accounted for in FEMA’s Logistics Supply Chain Management System (LSCMS). Because the contractor will not have direct access to LSCMS, the contractor will work in concert with FEMA personnel to ensure LSCMS accountability is achieved. FEMA personnel will notify the contractor’s site manager when trailers have been properly accounted for and can be moved to the next location.

The data transfer of information will consist of the following:

• Receiving Sequence Number (order unit arrived at the cross dock entrance gate)

• Date and time received

• Name and phone number of driver

• Tractor number

• Trailer number (Nose number, not tail number)

• Transponder ESN

• Trailer Seal number

• Commodity type

• BOL number and BOL/trailer commodity quantity

• Dock Door assigned

• Outbound trailer number

• Outbound trailer Dock Door number

• Outbound Transponder ESN

• Outbound Trailer Seal number

• Commodity verification

• Cross docked by: (name)

• Cross dock date and time

• Destination

The above information needs to be collected appropriately and transmitted electronically to the FEMA COR and FEMA LSCMS subject matter expert. Excel format is strongly recommended. Other formats may be acceptable with prior FEMA approval.

d. The contractor is responsible for any damage to commodities from the time the commercial trailers are offloaded at the cross dock site and commodities are loaded into the contractor trailers; until commodities are delivered to ISB/FSA/PODs. Prior to unloading of any trailers arriving at the cross dock site, the contractor must conduct a visual inspection of commodities, and if commodities are damaged, the contractor must notify the designated FEMA Technical Monitor immediately who will then fill out a damaged commodities report. The FEMA COR will begin a subsequent investigation to determine which party is at fault for damages.

e. The Contractor shall containerize and/or cross dock FEMA-delivered supplies into 20, 40, or 53 foot containers, and provide the necessary chassis/flatbed trailers to move the containers to the port for loading. FEMA, in concert with the contractor, will inspect the containers and/or trailer contents, provide a Bill of Lading (BOL), seal the container, and affix a FEMA approved transponder (after any cross-dock has occurred). The transponder will allow for in-transit visibility while the containers and/or trailers are under FEMA control. The contractor will also plan for a staging area, reception, material handling, and loading of breakbulk cargo to include pallets, wire reels, and poles. Prior to loading, the contractor shall provide a detailed yard report of containers, breakbulk, and rolling stock under their control at the cross dock facility. This can be accomplished by either inputting them into FEMA’s system of record LSCMS via the Vendor Portal, or by completing an Advanced Shipping Notice (ASN) Spreadsheet detailing the information, and thereafter submitted to FEMA. If the ASN Upload Spreadsheet is utilized, the information below is required (The information below is not all inclusive, additional details may be requested):

• Distribution Order (DO) = (FEMA will provide)

• Trailer Number = If not a physical 53’ trailer, the container number shall be inserted here

• Origin site = The site code or location from where the items originate

• Destination = The site code or location of shipped item’s destination

• Estimated Delivery Date/Time = Formatted: MM/DD/YYYY 24:00 (Destination site

Time Zone)

• Item Name = Refer to DO

• Shipped Quantity (Units)

In order to access LSCMS via the vendor portal, the contractor shall need to pass the Vendor Portal Training or the Logistics Carrier Gateway Training. Until that access is granted, providing the information via spreadsheet is acceptable. A third option, involving Electronic Data Interchange (EDI) between systems may also become available during the course of performance. FEMA must receive this information no later than 24 hours after transloading the commodities into the contractor’s assets, as visibility of cargo/contents is a top priority.

f. Once commodities have been transloaded onto the contractor’s trailers, the contractor must conduct another visual inspection and verify that the number of pallets matches the quantity of commodities on the ASN/ Property Transfer Record (PTR) and that there is no damage to the outbound commodities or trailers.

g. Surge & OCONUS Support – In some instances, FEMA will require the contractor’s supplies and resources to support locations not in the CONUS. For example, the territories of Puerto Rico and the US Virgin Islands. FEMA may need to rent trailers for shipment to OCONUS locations, and also will need Shuttle Services and Drivers as well.

3.1.3. Activation Process

It is the intent to activate the cross dock contract upon determining that a Level 1 or 2 disaster has occurred. There will be circumstances where FEMA will transition to a cross dock operation after a disaster response is already under way. Generally, FEMA’s disaster response operations with cross dock implementation will consist of three phases:

• Phase 1: Power Only Mission to deploy FEMA’s preloaded (IRR) or other mission essential packages;

• Phase 2: Power With Trailer Mission to deploy FEMA’s sustainment IRR loads or other mission essential items; and

• Phase 3: Cross Dock. FEMA will consider activating a cross dock operation when the disaster response is projected to exceed the capabilities in Phase 1 or 2. Therefore, it would only be under Phase 3 that task orders for this requirement would be issued.

Based on the distance from the impacted area, geographical constraints, infrastructure outages, and guidance received from key FEMA senior leadership, the cross dock activation process is as follows:

a. The FEMA Contracting Officer (CO) and the FEMA Contracting Officer Representative (COR) will notify the selected contract awardee(s) via email when disaster operations are underway. Awardee(s) are not required to begin preparing for a cross dock operation until the task order is issued. FEMA will do its best to ensure awardees maintain situational awareness throughout the process.

b. The FEMA CO will send the contract awardee(s) a task order Request for Quote (RFQ).

The RFQ will include FEMA’s ISB/FSA location(s), estimated minimum number of trailers required, hours per day the sit must be operational, and the anticipated duration of the cross dock operation.

c. The awardee’s response must include the exact location of the cross dock site (not to exceed 50 miles from the ISB/FSA), the activation timeline to stand up the cross dock site, the specific rates for the cross dock site and other CLINs, operational processes for managing the cross dock site, trailers, contractor personnel, trailer retrograde process, and shuttle missions. The specific requirements for each component of the concept is discussed in later sections of this document.

d. FEMA will inform the awardee(s) if a task order will be issued from their quote.

e. The contract awardee(s) shall initialize operations within 12 hours after being awarded a task order. Initializing operations means establishing the site or facilities where the cross dock operation will be activated. In addition, personnel, MHE, trailers, and shuttle drivers will all be positioned to operate at 25 percent capacity by hour 12. For example, in a requirement of 500 trailers, the contractor shall have the capacity or the ability to support 125 trailers within the first 12 hours of operation.

f. The contractor will have a total of 72 hours to reach full operational capacity (FOC) after being awarded a task order. Full operational capacity means having the site or facilities where the operations will be activated and operating at the full capacity, as specified in the task order RFQ. In addition, personnel, MHE, trailers, and shuttle drivers will all be positioned to operate at 100 percent capacity, with the minimum number of trailers specified in the task order, to be on site and available for transloading of commodities and/or assets by hour 72 after the award of the task order.

g. FEMA reserves the right to cancel the cross dock requirement at any time before the award of the task order. Contractors under this IDIQ will not be reimbursed for the costs associated with preparing a response to the RFQ.

h. The FEMA CO may adjust the response timeline following a task order award as necessary due to the circumstances of the specific disaster, including when the disaster occurs in a remote area, etc.

3.2. Empty Trailer Yard (ETY)

3.2.1. Location & Requirements

In a task order, FEMA may require the contractor to provide secure drop / retrograde trailer lots, to be referred to herein as Empty Trailer Yards (ETY). The ETY must provide 12 hours a day, 7 days a week access and an organized plan to store commercial trailers, FEMA organic/owned trailers and generators. The ETY shall be a paved, clean well-lit secure yard to ensure property is kept safe from theft and vandals. In many circumstances, an ETY creates efficiencies for all parties involved in moving freight, including shippers, consignees (receivers) and carriers. These lots can be individually tailored for all trailer types and assets but are primarily for dry vans, flatbeds and temperature controlled trailers. Trailer volume will be the primary factor when determining lot size. Initializing an ETY will significantly help to alleviate trailer backlogs and congestion at ISB / FSA locations. An ETY provides additional space for trailer staging and creates flexibility in scheduling the movement of loaded and empty trailers. FEMA seeks the most cost effective and physically and technologically secure network of trailer parking, container storage, and Intermodal logistics. FEMA will require ETY to have at a minimum:

• 24/7 Security: the empty trailer yard site shall be fenced and/or have controlled access to keep unauthorized personnel out. The site shall be under 24 hour security and surveillance for the complete control over access to the operation. Entrance and exit gates shall be under the operational control of the contractor’s Site Manager. The contractor is fully responsible for the cost and implementation of these services.

• 24/7 Log-in and Log-out Gate Record manifests;

• 24/7 hostler assisted staging;

• inventory asset control entering and exiting the yard;

• dispatch controlled release protocols for loaded and empty trailers;

• assigned dedicated parking with no stacking delays;

• minor trailer repair, tire service, and trailer maintenance on site or on call (must be able to complete approximately 10 minor repairs a day); and

• reefer fuel and temperature monitoring daily or as per request.

The empty trailer yard must be located within a 50 mile radius of the supported FEMA ISB/FSA.

If the disaster occurs in a remote area, FEMA CO may modify the task order to expand the acceptable distance/area for the empty trailer yard. By exception only, FEMA CO reserves the right to direct the contractor to a Government site to execute ETY services based on FEMA’s organizational mission needs. In such cases, the contractor will not be able to charge FEMA for any associated ETY cost.

3.2.2. Activation

Based on the distance from the impacted area, geographical constraints, infrastructure outages, and guidance received from key FEMA senior leadership, the empty trailer yard activation process is as follows:

a. The FEMA CO will send the contract awardee(s) a task order Request for Quote (RFQ).

The RFQ will include FEMA’s ISB/FSA location(s), estimated minimum number of trailer volume, and the anticipated duration of the ETY operation.

b. The response must include the exact location of the ETY (not to exceed 50 miles from the ISB/FSA), the activation timeline to stand up the yard, the specific rates for the ETY and other CLINs necessary, and operational processes for managing the ETY.

c. FEMA will inform the awardee(s) if a task order will be issued from their proposal.

d. The winning awardee, or contractor, will have 12 hours to initialize operations after being awarded a task order. Initializing operations means establishing the ETY. In addition, personnel, MHE, trailers, and shuttle drivers will all be positioned to operate at 25 percent capacity by hour 12. For example, a trailer volume of 500 means the contractor shall have the capacity or the ability to support 125 trailers within the first 12 hours of operation.

e. The contractor will have a total of 72 hours to reach full operational capacity (FOC) after being awarded a task order. Full operational capacity means having the site or facilities where the operations will be activated and operating at the full capacity specified in the task order RFQ. In addition, personnel, MHE, will all be positioned to operate at 100 percent capacity, with the minimum number of trailers specified in the task order on site and available for transloading of commodities and/or assets by hour 72.

f. FEMA may cancel the ETY requirement after requesting proposals, but prior to selecting an awardee for the task order. The awardees will not be reimbursed for any costs prior to receiving an award as part of their proposal submission.

g. By exception only, the FEMA CO may adjust the timeline following a task order award as necessary due to the circumstances of the specific disaster, including when the disaster occurs in a remote area, etc. If such circumstances arise, FEMA could increase the original timeline of 72 hours.

3.3. Incident Support Base (ISB)

3.3.1. Location & Requirements

FEMA managed ISB/FSAs are not always sufficient to accept the incoming IRR packages or resources needed for the disaster. Therefore, FEMA requires a contractor support team and equipment to receive, stage, ship, and account for those resources that may come directly from carriers or a FEMA cross dock site.

FEMA LMD must ensure that all ISBs will be located as close as practical to the impacted area in order to reduce response and turnaround time. A contractor managed ISB is not to exceed 50 miles from the nearest Federal ISB/FSA. The size of the ISB will be tailored to meet the operational requirements of the specific event. The number of resources and duration required to support the mission are all important considerations in determining the footprint.

The contractor ISB should have the appropriate number of deployable personnel (approx. 22 per fully operational ISB), operations/safety equipment and communications equipment to manage the ISB/FSA up to 24 hours a day. The contractor shall control all management and operation of their ISB/FSA. They shall have accountability of FEMA equipment & commodities. Any Government Furnished Equipment (GFE) will be specified at the task order level. They will work with FEMA LMD LSCMS Specialists to ensure this information in input correctly into FEMA’s logistics systems: Logistics Supply Chain Management System (LSCMS) & Sunflower Asset

Management System (SAMS). The contractor must have the capability to stage and organize commodity and equipment trailers for rapid dispatch as directed by the responsible FEMA command and control.

The contractor ISB shall be responsible for the following minimum requirements:

a. Capable of 12 or 24 hour operational capability.

b. Security – Site should be fenced and/or controlled access to keep unauthorized personnel out of the ISB site; and to provide complete control over access to the operation up to 24 hours a day. Entrance and exit gates will be under the operational control of the contractor Site Manager.

c. Functioning and reliable electrical power and water supply.

d. Fluid and accessible ingress and egress for trucks and equipment to maneuver. A single inbound and outbound gate is acceptable. Provide enough space for inbound trucks to stand waiting on check in and check out. This is to keep waiting trucks off of the roadway and out of the main staging areas. Flow of outbound trucks must not interfere with receiving; eliminate cross traffic.

e. Viable yard space for staging up to 200 inbound trailers at one time to receive and review.

f. Contractor shall provide a yard dumpster (to including emptying), yard hostlers, forklifts, and all (MHE) they deem necessary to complete the operation. (Dumpster minimum size 8' W X 13' L X 3' 6" H 10 cubic yards).

g. Contractor shall allot a space for fleet vehicle light maintenance & repair.

h. The contractor shall be required to provide wraparound services to include: bathroom facilities (Port-a-potty minimum), wash stations, generators, light towers, etc., capable of servicing potentially 5 FEMA operational personnel, contractor personnel, and drivers per shift.

i. A covered office space area with telephones service and internet access capability for at least 5 FEMA operational personnel.

j. Support personnel necessary to run the site, to include ground support personnel, general logistics support personnel, and dock laborers. General duties shall include, but not be limited to:

i. Ground Support: Establishes the layout that includes: parking, fueling, maintenance, loading/unloading of heavy equipment and personnel, incident location traffic flow pattern, space for expansion, shelter, etc. Provide ground transportation of resources and supplies based on anticipated needs, priorities, and requests. One year of experience is required.

ii. Logistics Support: Moves and transports goods in a timely manner to the location directed. Reconciles items accurately including; bill of lading, shipping documents, inventory lists, and property transfer reports. Follows routes as directed; move and lift bulky items properly. Loads /unloads trucks and assists with the maintenance of the facilities. Helps setup, breakdown offices, including furniture, shipping, creates inventory lists and property transfer reports and reports any discrepancies in the bill of lading. One year of experience is required.

iii. Dock Laborers: Loads /unloads trucks and assists with the maintenance of the facilities. No experience is required.

k. The contractor must maintain commodities separately. Size the commodity areas based upon projected demand. Consider room for expansion as the mission requires.

l. Provide a separate area for generator missions when required. This can be an adjacent site, or a dedicated area of the hardstand. Leave adequate space for not only the generators, but support and maintenance equipment, USACE Deployable Tactical Operations System (DTOS) units and their various contracts.

m. Additional areas/space may be required for more complex additions such as fuel missions, Urban Search and Rescue (US&R), survivor processing, infant toddler kits, etc.

These sites need to be close to the main mission, but provide separate entrances, exits, and work areas whenever possible. Fuel missions need Hazardous Materials (HAZMAT) support. Infant Toddler kits require temperature controlled storage.

n. If co-located with a cross dock operation, provide a staging area for empty trailers. The empty trailer staging area must be near the cross dock site and have easy access for trucks feeding empty trailers and yard dock access. Factor the empty trailers into the equation determining the overall size of the ISB/FSA. Apply FEMA provided transponders and record the ENS numbers at the Receiving gate prior to use of the trailer.

o. Provide a frustrated cargo area near the reception area for inbound trucks waiting to check in that have issues.

p. Establish a command and control area and keep it close to the receiving/check-in area in order to facilitate the collection and processing of BOL, Property Transfer Requests (PTRs), and Packing Slips. Placement of the command and control area should not hinder traffic flow and should not interfere with ground operations.

q. If there are refrigerated trailers at the ISB, the contractor must provide a fueling service.

Refrigerated trailers are parked so that it’s easy to refuel them.

r. Be capable of performing minor trailer repair, tire service, and trailer maintenance on site or on call (must be able to complete approximately 10 minor repairs a day).

s. Contractor must possess ability to scale ISB operations and shuttle fleet missions up or down, to meet FEMA’s operational tempo within 24 hours as directed by FEMA COR and approved by FEMA CO.

3.3.2. Activation

The following shall be the activation/mobilization procedures for a task order awarded for contractor operated ISB/FSAs:

a. FEMA Contracting Officer (CO) and the FEMA Contracting Officer Representative (COR) will notify the awardees when disaster operations are underway and maintain situational awareness with them.

b. When contractor services are needed, the FEMA CO will send the awardees a Request for Quote (RFQ) that will include either the assigned FEMA ISB/FSA locations, or the approximate ISB desired location(s) from which the contactor can select, the estimated minimum number of resources required, and the anticipated duration of the support.

c. Prior to final determination of a site location the awardees will be responsible for the coordination with the Contracting Officer (CO) or Contracting Officer Representative (COR) and the Regional Logistics Chief to provide a Mobilization Plan, as part of their RFQ response. The Mobilization Plan must include at a minimum:

i. Who the contractor Site Manager will be on the ground.

ii. How long it will take for contractor to arrive at the site location, and the timeline to get up to full operational capacity.

iii. The mode of transportation for equipment and personnel.

iv. How many contractor employees will be utilized to support the base/operation

v. Information on the potential ISB/FSA site, including location and any other factors the contractor deems relevant.

vi. Plan for coordinating with FEMA with respect to:

1. Potential changes in mission requirements

2. On-site resource requirements

3. Operational requirements (i.e., equipment service contracts)

d. The awardees will respond to the RFQ with their Mobilization Plan.

e. The CO/COR will approve or disapprove the Mobilization Plan within 24 hours and issue a task order to the selected awardee.

f. After award of the task order, the contractor will have a total of 72 hours to reach full operational capacity (i.e. site must have a minimum capability of providing support and receiving 200 53’ trailers on site available for trans-loading of commodities and/or assets, per day).

4. PERSONNEL AND EQUIPMENT (Applies to Cross Dock, Empty Trailer Yards, and

ISB)

Contractor staffing levels and MHE densities are at the discretion of the task order contractor;

however, staffing and MHE levels must meet the mission operational tempo. FEMA will be monitoring performance and will require the contractor to provide additional personnel and/or MHE if not meeting FEMA requirements. Key Performance Parameters (KPP) will be defined in FEMA’s Quality Assurance Surveillance Plan (QASP) to monitor and measure the quality of the contractor’s performance. All facilities may operate 24/7 and cannot pause to replace inoperable equipment or account for a shortage of personnel. The contractor must be in compliance with all federal, state and local laws and regulations to include being OSHA compliant. The contractor will have Key Personnel identified on this contract.

The designated Key Contract Personnel, duties and responsibilities and minimum qualifications are listed below:

Key Personnel: Operations Project Manager

Qualifications: The Contractor Operations Project Manager must possess at least 7 years of experience in logistics and transportation operations and must demonstrate experience in all facets of the logistics, transportation and supply chain management arena. Demonstrates strong analytical, communication and problem solving skills. Must demonstrate solid government and / or commercial experience in managing multi-faceted, multi-operational logistics projects.

Experience managing logistical projects directly related to business planning processes that drive improvements in task order execution, service, cost, scope, scheduling, ITV and other areas as deemed necessary. Demonstrates experience in process analysis, root cause analysis, risk management and preventative action measures. Experience in large scale emergency and disaster response and recovery initiatives with emphasis on logistical planning is a plus.

Duties: Manages on-site operations activities for a particular logistical project or subset of a larger project. Engages key stakeholders at project sites, defines, coordinates and manages operational activities, communicates changes and progress, and builds commitment and support change management. Responsible for optimal performance of work at all sites. Has full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The Project Manager or alternate must be available and actively engaged on a 24/7 basis pre-issuance of the task order while operations are ramping up as well as throughout the lifecycle of the task order as specified herein; to meet with government personnel on a 24/7 basis to discuss problems and strategize operational approaches to meet mission needs. The contractor's Project Manager and/ or alternate shall meet with the CO/COR as often as determined necessary during operations by the FEMA CO to maintain satisfactory performance and to resolve other issues pertaining to FEMA / Contractor procedures. Virtual meetings are acceptable and encouraged. At these meetings, a mutual effort will be made to resolve any problems identified. Written minutes of these meetings shall be prepared by the Contractor, signed by the Contractor's designated representative, and furnished to designated FEMA Official(s) within two (2) working days after the subject meeting. Performs analysis of contract task orders requirements and assists in the execution plans to support requirements for moderately complex to complex logistical projects.

Participates in all phases of risk management assessment to ensure mission success. Works in conjunction with the FEMA Transportation Manager and FEMA Federal Staging Area Unit Leader to ensure that all tasks are staffed with appropriate support personnel and transportation resources, and that any staff turnover or inoperable resources are managed and substituted with no disruption to the contract effort. Performs analysis of task orders, directs and assists in the implementation of task order deliverables in support of mission requirements for moderately complex to complex logistical projects ranging from empty trailer yards, cross dock initiatives, shuttle missions and ISB staffing augmentations. May participate in all phases of risk management assessments. Responsible for ensuring that FEMA disaster responses and recovery strategies and task order deliverables are synced to support all applicable customers, agency partners, industry standards, time lines and budgets. Manages multiple projects from inception to delivery on schedule and within budget, personnel and asset constraints including planning, design and execution in a multi-brand complex and austere environment, coordinating with logistics teams in the project’s implementation.

5. TRAILERS

5.1. Size and Physical Requirements

Trailers used for cross dock operations will be of various type and size as identified below. A maximum of 500 trailers is anticipated for a cross dock operation. Closed van trailers must be in good working condition (for example but not limited to: all required inspections up-to-date, no holes in the trailer, functioning drive systems, and well-maintained tires). FEMA will perform spot checks to ensure trailers are in an acceptable condition. FEMA may request special categories of trailers including flatbeds, step-decks, refrigerated trailers, and drop-decks, as required and will provide notification of the requirements as soon as possible. FEMA anticipates special category trailer quantities to be no more than 10% of the total full operational capacity

FOC amount of trailers required. Upon notification of special category trailers, contractor(s) will ensure that the proper load blocking and bracing equipment is ready and available with each special category trailer. Those trailers supporting FEMA’s power missions for generators and special category commodities will be deployed directly from a FEMA Distribution Center to the established ISB/FSA/POD. When notified of FEMA’s power missions and special category loads, the contractor will dispatch a suitable power unit and special category trailer directly to the specified distribution center for loading and transporting those commodities directly to

ISB/FSA/POD.

5.2. Purchasing Trailers

The task order contractor(s) are exclusively responsible for the movement, management, tracking and accountability of all resources associated with an issued task order, to include any and all trailers requested under the task order. If trailers are relocated by FEMA, without the consent and acknowledgement of the contractor(s), FEMA is responsible for the accountability of any said trailer. If any trailer, governed under the requirements of the task order, is moved by FEMA and is lost, stolen or damaged, FEMA has the right to purchase said trailer, at fair market value. The contractor must provide FEMA a complete list of un-returned trailers within 10 calendar days after cross dock operations have been demobilized.

6. TRANSPONDERS

All trailers used in these operations will have FEMA GPS-enabled ITV transponders attached before leaving the site. FEMA personnel will provide, for installation by the contractor, the transponders at the designated site. The task order contractor, in concert with FEMA LSCMS Subject Matter Expert (SME), will be responsible for, and work together to ensure that all trailers departing the cross dock site have transponders attached and retain their GPS-enabled ITV as they move forward to their final destinations. FEMA is responsible for ensuring GPS transponders are removed from trailer upon carrier/owner arriving to recover their trailer and departure from the FEMA site.

7. SHUTTLE SERVICE AND DRIVERS

a. A cross dock operation will require at least two sets of shuttle drivers, potentially more depending on scale of operation. One set of shuttle drivers will transport trailers between the cross dock site and the ISB/FSA. The second set of shuttle drivers will transport trailers between the ISB/FSA and the state points of distribution (POD). The task order contractor will determine the exact number of shuttle drivers per group; however, the contractor must be able to meet FEMA operational tempo requirements. FEMA will reserve the right to increase and/or decrease the shuttle service missions based on FEMA’s mission requirements; therefore, this aspect of the operation must maintain scalability. The general concept of the operation will be as follows: The first group of shuttle drivers will move contractor trailers from the cross dock site to the ISB/FSA and return with empty contractor trailers as they become available. The second group (optional-dependent upon requirements) of drivers will move FEMA and contractor trailers from the ISB/FSA to a POD and return empty contractor trailers to cross dock location and/or demobilize those trailers. Shuttle drivers will be responsible for moving empty FEMA trailers from the POD’s back to the ISB / FSA. FEMA will provide priority of the commodities and trailers moving between all locations to the contractor representative at the cross dock site and ISB/FSA for dispatching purposes. FEMA may also request Dual Drivers, a shuttle service and driver team which works a 24-hour shift.

b. An ETY or ISB/FSA will require shuttle drivers to transport trailers to various locations during the course of performance.

c. General Driver Requirements for all operations are as follows:

• Valid Driver’s License meeting the REAL ID Act requirement1.

• Clean driving record and must be able to pass a criminal back ground check.

• U.S. citizen.

• FEMA recommends that the task order contractor appoint drivers with sleeper cabs due to no accommodations for lodging at cross dock site or ISB/FSA. However, this determination will be made by the contractor.

• Lodging, meals, rest, driving logs and all other related care services are the responsibility of the contractor for all contractor employees and personnel. FEMA is not responsible for any of the aforementioned care services of any contract employee or their support staff.

• Must maintain active driver logs and follow all local, tribal, state and federal Department of Transportation (DOT) and Department of Motor Vehicle rules and regulations.

d. Contractors are fully responsible for any damage to any FEMA owned or FEMA leased trailers under the control of the contractor.

e. FEMA also possesses the right to contract with other selected carriers to obtain retrograde line haul services for FEMA owned or FEMA leased trailers located at the cross dock site, ISB/FSA/ POD for retrograde missions.

f. Fuel and Repairs - The selected contractor will be responsible for maintaining all power units and equipment associated with the shuttle services including providing fuel and maintenance.

8. DEACTIVATION

8.1. Site/Facility/Base Deactivation

FEMA may deactivate operations at any time as the disaster shifts from response to recovery and where fewer trailers are required. The FEMA Contracting Officer will notify the task order contractor as soon as FEMA leadership determines that either the site, yard, or base is no longer required. FEMA will provide a deactivation date and the contractor will have a minimum of 72 hours from that date to retrieve all its owned or leased trailers still at the cross dock site and/or the FSA/ISB/POD, as well as demobilizing all its MHE and personnel. The task order contractor is responsible for relocating its own personnel and resources associated with the operation.

8.2. Trailers and Shuttle Drivers

1 Information on the READ ID and READ ID ACT can be found at https://www.dhs.gov/real-id.

After the site has been deactivated, a limited number of contractor trailers and shuttle drivers will likely still be needed and be involved in the disaster recovery phase. FEMA will determine the exact number of each. Contractor trailers loaded with retrograde commodities located at the cross dock site and ISB/FSA/POD must be returned to FEMA distribution centers, FEMA designated donation sites, and/or FEMA partner distribution centers. FEMA will work with the contractor to ensure retrograde delivery priorities and delivery dates are reasonable.

9. BACKGROUND INVESTIGATIONS/SECURITY

9.1. Background Investigations

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel occupying positions or performing functions with a low risk designation and who do not require access to DHS or FEMA information systems shall undergo a Tier 1 (T1) background investigation which is equivalent to the previously identified National Agency Check with Inquiries (NACI). Either of these investigations must be supported by a separate credit check and must receive a favorable adjudication thereof from FEMA PSD prior to holder performing work under this contract. A favorably adjudicated NACI & C will remain acceptable for the purpose of reciprocity where a T1 investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Low Risk with Information System Access Contractor personnel occupying positions or performing functions with a moderate risk designation shall undergo a Tier 2 Suitability (T2S) background investigation which is equivalent to the previously identified Moderate Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated MBI will remain acceptable for the purpose of reciprocity where a T2S investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Moderate Risk Contractor personnel occupying positions or performing functions with a moderate risk designation shall undergo a Tier 2 Suitability (T2S) background investigation which is equivalent to the previously identified Moderate Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated MBI will remain acceptable for the purpose of reciprocity where a T2S investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

High Risk Contractor personnel occupying positions or performing functions with a high risk designation shall undergo a Tier 4 (T4) background investigation which is equivalent to the previously identified Background Investigation (BI), and must receive a favorable adjudication thereof from FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated BI will remain acceptable for the purpose of reciprocity where a T4 investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Background Investigation Process Contractors performing on this contract must be United States Citizens. Contractor applicants must also be 18 years of age or older to allow for the conduct of certain security related queries.

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

• the investigation was completed within the last 2 years;

• it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract;

• the contractor personnel have not had a break in employment since the prior favorable adjudication; and,

• FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email to the contractor personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the…