1.1.4 Draft SOW 2.20.24 DW Updated.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For

Self-Help Fire Retardant Tarps 2/20/2024

A. REQUIREMENT/PURPOSE:

The 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. The attached detailed tarp specifications, takes into consideration all past specifications used in similar procurements.

B. SCOPE

The Contractor shall furnish all professional, technical, and clerical services as well as materials, equipment, and facilities to meet the stated specifications and the project 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:

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.

c. 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

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 Pass Ultraviolet Violet Resistance Tested = 80% after 200 hr. per ASTM D7238- 06 (2017) (ASTM WK68623 – updated 2019) Standard Test Method for Effect of Exposure of Unreinforced Polyolefin Geomembrane Using Fluorescent UV Condensation Apparatus.

Flame Retardancy Testing

Pass Fire Retardant Test = IAW Class A ASTM E84-11 Standard o National Fire Protection Association (NFPA 701): Standard Methods of

Fire Tests for Flame Propagation of Textiles and Films Fabric certified as flame retardant is certified to have been tested and passed the NFPA 701 test.

Specification Minimum Requirement o CPAI 84 (Canvas Products Association International) is a standard for flammability of recreational tents. It was set by the Industrial Fabrics Association International. CPAI-84 is a testing method used specifically for confirming the flame resistance of fabric used in manufacturing camping tents. Suppliers must submit sample tarp to a third-party organization licensed to perform the required CPAI-84 flame retardancy testing.

All results must pass both:

the 60 hours of weathering testing for both tentage (wall) and flooring material = Accelerated Weathering (QUV) ASTM G154, ASTM D4329, ASTM D4587, ISO 4892 Accelerated weathering simulates damaging effects of long-term outdoor exposure of materials and coatings; and the 72 hours of leaching testing for both tentage (wall) and flooring material.

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

Delivery of the initial order may occur within 30 days of award. More specific delivery times shall be specified in the task orders. Delivery shall be to one (1) or more of the locations identified in Section H. Place of Performance.

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.

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.

2, Packaging, Packing, Marking, and Labeling Requirements:

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

Each Tarp must be packaged in a cardboard box with two (2) 100’ lengths of 550-pound test parachute cord.

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).

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.

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

3. 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 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. At a minimum the electronic spreadsheet must provide these details: Load number, BOL number, nomenclature and units shipped, carrier, truck number, trailer number, place of origin, and destination.

4. Diversion:

Diversion Mileage (CLIN XXXX) - 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. Drop Trailers:

During an emergency response, the 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 a minimum of 30 days, with longer periods expected. The contractor will retrieve the trailer(s) within 24 hours once FEMA’s Contracting Officer notifies them it has been unloaded.

Trailer Recovery (CLIN XXXX) - 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.”

Option for Agency to Purchase Trailer for Fair Market Value (CLIN XXXX)

- 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 US GOVERNMENT, detention costs will cease, and US GOVERNMENT will have the option to pay the carrier the fair market value of the trailer when detention exceeds the fair market value of the trailer. Detention fees paid prior to the date of payment of full market value will be credited to that payment.

Tracking: 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.

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)

Reverse Detention (CLIN XXXX) o 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.

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 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 shall be one (1) base year followed by four (4) one-year option periods.

H. PLACES OF PERFORMANCE

The Contractor shall deliver to the following FEMA Disaster Centers (DC) during steady state.

Additional CONUS and/or OCONUS disaster areas places of performance could be identified during an emergency response.

DC Atlanta 3780 South Side Industrial Court

FEDAAC 704331

Atlanta, GA 30354

DC Greencastle 12316 Molly Pitcher Highway Greencastle, PA 17225

DC Fort Worth 501 West Felix Street Bldg. 12 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