Cross Dock - ISB Industry Day Final _ 06-27-24 (002).pdf

Federal Emergency Management Agency 1

FEMA LOGISTICS MANAGEMENT DIRECTORATE (LMD)

TRANSPORTATION MANAGEMENT DIVISION (TMD)

NATIONAL CROSSDOCK / INCIDENT STAGING BASE

INDUSTRY DAY PRESENTATION

Federal Emergency Management Agency 2

• How To Do Business With FEMA – Industry Liaison Program Office

• LMD/TMD Mission, Goals, and Objectives - Dewayne Corbett, TMD Program Office

• The Cross Dock / ISB Contract Recompete and Contract Task Order Award process – Williford Thomas, TMD Program Office

• The Cross Dock and ISB Operations and Functions – Emmett Long, TMD Program Office

• Empty Trailer Yard Operations and Functions – Julie Nato, TMD Program Office

AGENDA

Doing Business with FEMA

Industry Liaison Program

About Industry Liaison Program (ILP)

• ILP Establishes strategic relationships between suppliers and stakeholders.

• ILP Serves as an information provider for suppliers seeking to do business with FEMA.

• ILP Connects suppliers with program offices in support of FEMA’s mission.

Step 1: Consult with APEX Accelerators and Other Local Resources

• APEX Accelerators are Nationwide network of procurement professionals with expertise in Federal, State, and Local government contracting, supported by the Department of Defense (DOD) Office of Small Business Programs (OSBP),

• You can search by state to find your local center.

• Consult Local Resources include:

– Minority Business Development Agency (MBDA) Business Centers

– National Minority Supplier Development Council (NMSDC) Regional Affiliates.

https://www.apexaccelerators.us/#/ https://urldefense.us/v3/__https:/urldefense.proofpoint.com/v2/url?u=https-3A__www.mbda.gov_mbda-2Dprograms&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=doT7l1ow0KxOUL8L-gNfbuHsZfQFv3LRd1z0nZp3mdY&m=Gxky6wFPL6oXl76iHD0JQI4ler4UmPthomM2XRZhW94pKoXZmqfY-zZZYuwySP4M&s=GCzwZ8DbX_QIsu0A8gDxI-3FzhMSBMFH72hRohBUImk&e=__;!!BClRuOV5cvtbuNI!FcpX-QpB2BsUX7cgaCU4-rHBSdbUydlky4oy4Gm5X_foZzvN_MPaXkE7W0hQkbmSHTlSIL7pzWmoa-gfL6Jfp50E-4Pl$ https://urldefense.us/v3/__https:/urldefense.proofpoint.com/v2/url?u=https-3A__nmsdc.org_about_regional-2Daffiliates_&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=doT7l1ow0KxOUL8L-gNfbuHsZfQFv3LRd1z0nZp3mdY&m=Gxky6wFPL6oXl76iHD0JQI4ler4UmPthomM2XRZhW94pKoXZmqfY-zZZYuwySP4M&s=I1pct6DLKB_EtYB12N5yjsVLelksELRvveD3rFpUyvw&e=__;!!BClRuOV5cvtbuNI!FcpX-QpB2BsUX7cgaCU4-rHBSdbUydlky4oy4Gm5X_foZzvN_MPaXkE7W0hQkbmSHTlSIL7pzWmoa-gfL6Jfp7jlkB6E$

Step 2: Register in System for Award Management (SAM.gov) SAM.gov is an official website of the US Government. SAM.gov registration is FREE.

Registration has three parts:

Create an individual account

Validate your business to get a Unique Entity Identifier (UEI#)

Register your business to get a CAGE code

View the registration summary.

For questions, call the Federal Service Desk at 1-866-606-8220 or Live Chat online.

You need a Taxpayer Identification Number (TIN) – Request by visiting www.irs.gov.

Update/check your registration annually to maintain eligibility https://sam.gov/content/home https://sam.gov/content/entity-registration https://www.fsd.gov/gsafsd_sp http://www.irs.gov/

Step 2: Register at SAM.gov Cont’d

Once you have an account, login and click “Get Started” on the home page.

https://sam.gov/content/home

Step 2: Register at SAM.gov cont’d Validate your business entity vs Registering your entity on www.SAM.gov

The checked entity has a UEI # and a CAGE code and thus is registered.

The other entity only has a UEI # and thus is validated but not yet registered.

http://www.sam.gov/

If you are already registered in SAM.gov:

• Please continually monitor SAM.gov for open opportunities such as Industry Days, Vendor Outreach, APFS and Advance Contracts and respond to RFIs when sources are being sought.

• Complete a FEMA/ILP Vendor Profile Form (VPF). Be sure to include detailed information to describe your company capabilities and/or commodities.

• If the purpose of your VPF submission is a Vendor Presentation Meeting (VPM) request, please indicate any specific program of interest. This assists the ILP Section with connecting you company to the correct FEMA program office for review and consideration.

Step 3: Understand FEMA’s Mission and Goals FEMA’s mission is to help people before, during, and after disasters.

FEMA’s legal authority is the Robert T. Stafford Act. Regulations for implementing the Robert T. Stafford act indicate that, when practical and feasible, FEMA’s goal is to seek local companies within the disaster area for goods and services related to that specific disaster.

References for the Use of, Transition to, and Determination of Local Vendors:

• Stafford Act: Sec. 307 Use of Local Firms and Individuals

• Federal Acquisition Regulation (FAR) Section 26.2, Major Disaster or Emergency Assistance Activities, specifically FAR: 26.202 Local Area Preference and FAR: 26.203 Transition of Work.

• FAR: 52.226-3 Disaster or Emergency Area Representation.

https://www.fema.gov/about https://www.fema.gov/disaster/stafford-act https://www.fema.gov/sites/default/files/2020-03/stafford-act_2019.pdf https://www.acquisition.gov/far/subpart-26.2 https://www.acquisition.gov/node/30417/printable/pdf https://www.acquisition.gov/node/30420/printable/pdf https://www.acquisition.gov/node/32134/printable/pdf

Step 4: Monitor Contracting Opportunity Sites

System for Award Management: www.SAM.gov

• A free web-based portal which allows vendors to review Federal Procurement

Opportunities. For inquiries, call the Federal Service Desk (FSD) at 1-866-606-8220 or Live Chat online.

Unison Marketplace: (www.unisonglobal.com/product-suites/acquisition/sourcing/marketplace/)

• A fully managed online marketplace connecting Sellers to federal and commercial opportunities. For inquiries call 1-877-933-3243

DHS Acquisition Planning Forecast System: http://apfs-cloud.dhs.gov.

• Provides a forecast of future DHS contracting opportunities.

http://www.sam.gov/ https://www.fsd.gov/gsafsd_sp http://www.unisonglobal.com/product-suites/acquisition/sourcing/marketplace/ http://apfs-cloud.dhs.gov/

A Few Final Tips from ILP

Continue highlighting your capabilities and monitoring contracting opportunities.

Submit your company capabilities via the Vendor Profile Form .

*Note: Submission of the Vendor Profile Form is voluntary and does NOT:

- Place you on a preferred list of vendors as FEMA does not maintain such a list,

- Guarantee a contract award, nor

- Guarantee a meeting with FEMA Representatives.

https://www.fema.gov/business-industry/doing-business

Contact Us:

Industry Liaison Program

Website: www.fema.gov/business-industry/doing-business

Email: FEMA-Industry@fema.dhs.gov d http://www.fema.gov/business-industry/doing-business mailto:FEMA-Industry@fema.dhs.gov

LMD/TMD Mission, and Goals, and Objectives

Mr. Corbett

Sustain and scale LMD capabilities

Improve Supply Chain and Business, Industry & Infrastructure Integration

Posture for the Catastrophic

Improve Direct Housing Delivery

Helping people before, during, and after disasters

We are FEMA’s primary means for planning, scheduling and executing all modes of transportation for any operation.

Ensure that commodities, teams and equipment are delivered to the right place at the right time to support disaster survivors.

Mission

FEMA Transportation Division

Goal

The Cross Dock / ISB Contract Recompete and Contract Task Order Award Process

Mr. Thomas, TMD Program Office

FEMA/ LMD/ TMD

NATIONAL CROSSDOCK / INCIDENT STAGING BASE

CONTRACT OVERVIEW

TOPICS TO COVER

Acquisition Documents Statement of Work (SOW)/Performance Work

Statement (PWS)/ Statement of Objectives

(SOO)

Market Research Report

Independent Government Cost Estimate (IGCE)

Acquisition Planning Forecast System (APFS)

DHS Inherently Governmental And Critical Functions Analysis

Evaluation Criteria

Other Documents

Other COR Duties Task Order / Delivery Order

Contract Administration

Close-Out of Contract Actions

PRE-AWARD DUTIES

REQUIREMENT DEVELOPMENT & ACQUISITION PACKAGE

DEPARTMENT OF HOMELAND SECURITY ACQUISITION MANUAL

(HSAM) 3004.7101 DOCUMENTATION REQUIREMENTS

HSAM 3004.7101 - MINIMUM DOCUMENTATION REQUIREMENTS

(1) Acquisition Plan (See HSAM 3007.103(e));

(2) Approved APFS record (See HSAM See HSAM 3007.172(a));

(3) Statement that none of the functions to be performed are inherently governmental. The statement shall be supported by a signed Inherently Governmental and Critical Functions analysis, as applicable;

(4) Certified funds (See HSAM 3032.702-70(a));

(5) Market Research Documentation (See HSAM 3010.001-70(d)(9));

(6) Statement of Work/Statement of Objectives/Performance Work Statement or product specification, as appropriate;

(7) Independent Government Cost Estimate (See HSAM 3014.404-70);

(8) Quality Assurance Plan when a Statement of Objectives or Performance Work Statement is contemplated, as applicable;

(9) Evaluation criteria/factors 22

FUNDING – “FEMA FORM 146” OR “PURCHASE REQUEST / PR”

Program Funding – Throughout Fiscal Year (Blue Sky)

READINESS (6R) – commitment available on the projected month based on annual spend plan

Anticipated New Contract Award

Exercise Option Year

Unfunded Requirements (UFR) (6R) – available based on OCFO fallout & LMD priority

Program funding request unfunded on annual spend plan

Disaster Support Funding – NRCC Activation (Gray Sky) or Post Activation Support

SURGE (06-7220SU) – calculate initial 7-days’ worth of acquisition cost, with an exception to cost line items which must be awarded. Base FEMA funding.

EM (06-XXXXEM) – typically Surge funding

DR (06-XXXXDR) – 25% cost share

Need Contracting Officer, Comptroller and COR coordination for funding commitment. CO needs to inform Comptroller he/she is near contract award/funding obligation.

REQUIREMENT DOCUMENT –

STATEMENT OF WORK / PERFORMANCE WORK STATEMENT

At a minimum, the document should tell the 5Ws (What, Where, When, Why, Who) and How.

Why does the government need this service/product Give a brief background of why we need this requirement fulfilled - For disaster XYZ (i.e. hurricane, fire, earthquake, pandemic) affecting a state

This will give the vendors context to potentially innovate and provide solutions in a way that we may not have considered

This will also provide justification for reviewers of the procurement action to:

• Approve funding

• Ensure that this action is not duplicative of other work

• Ensure that this is an appropriate use of Government funds

What is the scope? What product or service are in need?

Products – qualities, regulation guides, technical specifications, quantities (how many TRUCKS can DC/ISB accept per day?), brand name specific, shelf-life

Services - specific tasks to perform, deliverable needed such as daily reports, perform maintenance on equipment, contractors must travel, key personnel (qualifications/duties)

Where is the work being done or product being delivered to?

Provide specific address for deliveries/work

For services, is the work being done on Government property? At Contractor locations?

i.e. Delivery to an ISB/DC? Contractor deployment to JFO? Set up responder lodging within 50-mile radius of JFO?

When: Day, Duration, Time, Frequency Period of Performance of contract

Option Periods: 1-month base period, plus 2 option periods (3 months total)

Services – deliverables such as daily/weekly/monthly reports, labor hours, shifts

Products – Must deliver by, Deliver within xx days of award

Consideration for Federal Holidays, Weekends, Operating Hours vs 24/7 25

Who is the Government point of contact or product being delivered to?

Contracting Officer’s Representative

Project Manager

Delivery Acceptance – Technical Monitor (on-site)

How should the work be performed/deliveries be made?

List any requirements in terms of schedules to delivery locations (i.e. truckloads per day, delivery hours, etc.)

Any other special instructions that are crucial for mission performance

MARKET RESEARCH

Why is market research required for every acquisition package submission when it was just completed?

The FAR requires agencies to conduct market research: FAR 2.101 - “collecting and analyzing information about capabilities within the market to satisfy agency needs”

Conduct on-going market research - to determine the best approach to acquiring

FAR 10.002(b)(1): “…The contracting officer may use market research conducted within 18 months before the award of any task or delivery order if the information is still current, accurate, and relevant….”

As SMEs, provide clear recommendations as to what the results of the market research are – it will help the contracting officer with options on what strategy will work best to minimize time to award

Buy-in on acquisition plan with the Contracting Officer

Sign your Market Research Report before sending your package to OCCPO

INDEPENDENT GOVERNMENT COST ESTIMATE (IGCE)

Contract Line Item Numbers (CLINs) should be utilized for uniform pricing comparisons and to ensure what goes in the contract is what you intend

Keep CLIN descriptions high level (avoid using quotes from market research word for word as IGCEs)

For product deliveries, factor transportation costs into unit costs

Include diversion and detention for disaster response deliveries to ISBs

IT purchases: consider warranty cost, licensing cost

Sign you IGCEs before sending package to OCCPO

Be proactive and creative. Incorporate options (quantity/time)

ACQUISITION PLANNING FORECAST SYSTEM (APFS)

Procurements over Simplified Acquisition Threshold (SAT) must have an APFS completed and routed to appropriate contracting office.

APFS # P2024065559 applies to the National Cross Dock / ISB Recompete Action.

For Government requirements’ publications to garner interest and boost small business participation.

Is required by DHS (HSAM 3007.172)

DHS INHERENTLY GOVERNMENTAL AND CRITICAL FUNCTIONS

ANALYSIS

Completed for services over SAT

Why it is required Ensure that contracted work is not specifically supposed to be done by government employees FAR 7.503(a): “Contracts shall not be used for the performance of inherently governmental functions.”

Government officials have responsibility to the taxpayer.

TECHNICAL EVALUATION & CHECKLIST (LPTA)

When feasible, create a checklist of benchmarks the proposal must meet in order to be deemed technically acceptable

This makes it easier/quicker to make awards

Creates a clear record of why a proposal was acceptable

Basis of contract award – What is the best value to the Government?

Lowest Price Technically Acceptable (LPTA) vs. Best Value Tradeoff

DHS policy is to utilize Tradeoff primarily, however LPTA can be used if OCCPO determines that it is acceptable.

LPTA – when price is the most important consideration

Tradeoff – when technical aspect is the most important consideration of the work and the Government is willing to pay reasonable price for a better product

TECHNICAL EVALUATION & CHECKLIST (LPTA)

POST AWARD DUTIES

Please review the contract award document!

CONTRACT ADMINISTRATION

Monitor the contract ceiling and burn rate

Especially on service contracts, how much have been billed and paid on the contract?

What is the balance remaining? Make sure expenditure does not go over the obligated amount

Period of Performance (POP)

Deliveries/services made after POP ended

Do you know when you need to exercise the options?

Keep line of communication open with Contracting Officer (C/O) and the Contracting Officer Representative (COR) regarding performance, contract deliverables and contract invoicing concerns/issues.

OPTION EXERCISES

Contractor will be notified by the CO with a Notice of Intent.

Contractor’s CPARS will be completed by the COR and sent to CO.

CLOSE-OUT OF CONTRACT ACTIONS

When final invoices are paid out, work with the primary and task order CORs to ensure closeout of contract.

COR will complete the contractor’s evaluation is the Contract Performance Assessment Reporting System (CPARS)

Will be completed for every contract and/or order.

Contractors’ past performance is important in their chance of winning future awards. It is important to inform the next potential government agencies about contractors’ strong and weak areas for award consideration.

COR will ensure that the CPARS is completed in a timely manner.

• Annually – Interim contractor performance evaluations.

• Upon completion of contracted work.

QUESTIONS?

ISAAC CHAPPLE, OCCPO CONTRACT OFFICER: ISAAC.CHAPPLE@FEMA.DHS.GOV

EDWARD RUUD, OCCPO CONTRACT SPECIALIST: EDWARD.RUUD@FEMA.DHS.GOV

mailto:ISSAC.CHAPPLE@FEMA.DHS.GOV mailto:EDWARD.RUDD@FEMA.DHS.GOV

The Cross Dock / ISB Operations and Functions

Mr. Long, TMD Program Office

National Cross-Dock Contract Recompete 2025

Cross-Dock Facility

Empty Trailer Yard Contracted ISB

Purpose and Origin of Cross Dock Creation

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 response operations.

Previous disasters had 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 docking 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 Staging 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.

Disaster Response Timeline Cross-Dock

1. Submit TO for Cross-

Dock Contract

(include ISB if required) and alert

Contractors

12. Establish empty trailer yard

3. Alert STOS carriers

4. Identify

MCU/MCT

personnel for critical nodes

6. Award TO to

Contractor

7. Contractor

IOC

10.STOS

movements of resources

9. ISB

established

5. Submit Strat Air (if required)

I-24 Hrs

11. Begin receiving cargo at cross-dock site

14. Resume cross-dock operations

I-Day I+2 Day

I+30 Day

I+3 Day

I-96 Hrs

I-120 Hrs

I-48 Hrs

I+1 Day

I+4 Day

I-72 Hrs

I-144 Hrs

Event

Transportation Assessment of nodes must be completed before delivery of requirements

Opns Resume

Opns Pause

Monitor & Track Storm

Begin receiving cross-dock trailers

2. Refine RPP (If developed)

Key Decision Point

8. Deploy

MCU/MCT

(priority to cross-dock site)

I+5 Day

15. Resume

ISB

operations

Continue receiving cross-dock trailers

13. Contractor

FOC

Cross-Dock site with authorization can exceed the

50-mile requirement from

ISB

1. Mission Analysis of potential incident.

2. Warning Order or Operations Order Alerting FEMA of support for the incident.

3. Identify ISB or other sites to support the incident.

4. If assessment indicates transportation support requirement is minimal (Level 3 disaster), then the primary business process and internal assets are used to support the incident.

5. If the assessment indicates a Level 1 or 2 disaster, the incident exceeds 30 days or based on a unique situation and requires the use of 150 plus trailers (100 or more carrier trailers), then cross-docking operations is recommended for activation.

6. LMD AA in coordination with Region Administrator, and Region Comptroller approves the activation of a cross-dock operations.

7. Prior to contract activation, FEMA transportation receives taskings to begin movement of resources (IRR packages/other equipment) to the ISB.

8. Contractor initializes operations within 12 hours after being awarded a task order. Contractor establishes the site/ facilities along with personnel, MHE, trailers, and shuttle drivers positioned to operate at 25 percent capacity by hour 12.

9. Internal assets are used until the cross-dock contractor notifies the COR that cross-dock operation is ready to receive trailer operations.

10. Once trailers are empty, carriers are notified to recover their empty trailers from the ISB within 72 hours of notification. Organic FEMA trailers are processed for movement through LMD or NRCC back to the home DC.

PHASE 1

Assessment of Incident

ISB/FSA

Cross-Dock

CONOPS

initiated during pre-planning activities

DC

PHASE 2a

1. Upon notification, Contractor has 12 hours to initialize a cross-dock operation. 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.

2.Transportation Support Unit Leader (TSUL), Logistic Systems Manager(LYMG) Accountable Manager(APMG) will arrive at the cross-dock and/or empty trailer yard facility within 12 hours of task award to link up with the contractor to ensure resources cross-docked are properly documented. ISB personnel will arrive at the contracted ISB.

2. The cross-dock operation will be at a full operating capability within 72 hours of notification.

3. At approximately 48 hours pre-storm, STOS, contracted commodities, and other trailers requiring cross-dock will arrive at the cross-dock facility. Once cross-docked, commercial trailers are released/returned to the owner. Optimally, commercial trailers to be live offloaded.

4. The cross-dock and empty trailer yard are managed by TMD and designates a COR and TM for this operation. The ISB is managed by Log Operations and will designate a COR and TM.

5.The contractor is responsible for ISB, cross-dock, and empty trailer yard operations. Each site will be self-sustaining. Contractor is responsible for identifying /selecting ISB, cross-dock, and empty trailer yard. The contractor will provide all the MHE/CHE, shuttle trucks and trailers to support the designated sites.

6. The contractor shuttle trucks on the ISB will receive taskings from ISB leadership in coordination with the COR for all trailer movements on and off the ISB.

Shaping the Operation

ISB/FSA

Empty Trailer Yard

Includes contracted ISB

Cross Dock Ops

Intent is live offload avoiding detention fees

DC

PHASE 2b

1. Strategic Partners (DLA/USACE/others) provide the Movement Coordination Center (MCC) with movement details and upload ASN information as required into LSCMS.

2. FEMA contractors (i.e. Lipsey/Sopacko) provide ASN information via LSCMS upload and movement details to the MCC and cross-dock location.

3. Prior to movement of a partner resource, a RRF is submitted providing an item description (weights, dims, vin#, quantity, etc). The NRCC will create a Distribution Order and create an item description in LSCMS.

4. Strategic Partner trailers arrive at the cross-dock location.

Resources are removed from partner trailers and placed in a cross-dock trailers.

5.The ASN information is captured in LSCMS and then a transponder is placed on the cross-dock trailer for tracking.

After resources are removed, the partner trailer is released or moved to the empty yard. The cross-dock trailer is sent to the ISB or State Staging Area(SSA).

Strategic Partner Trailers

ISB/FSA/CPOD

Empty Trailer YardCross

Dock Ops Strategic Partner trailers arrive at the cross-dock location. Resources are removed from partner trailer and placed in a cross-dock trailer.

Strategic Partners

PHASE 3

1. Retrograde Operations will begin when commodities are no longer needed and must be returned to DCs or other locations outside the incident area. Retrograde can begin in Phase 1.

2. Supply Chain Integration Branch (SCIB) will identify the retrograde location for commodities.

3. DHS trailers/containers identified for retrograde from an ISB can be moved by MCC/TMD or Shuttle drivers if the home station is within the allotted driving range. A retrograde distribution order is created identifying trailer numbers and TMB or shuttles are scheduled for movement.

4. Commercial trailers dropped at the ISB are transferred to the to the cross-dock facility (under a Region Transfer DO).

These commercial trailers are offloaded and sent to the empty trailer yard. Commodities are cross-docked into available DHS assets or DHS leased assets. LSCMS maintains ASN numbers and commodity accountability. Transportation Managers maintain trailer accountability to ensure right commodities are being returned in the right trailer going to the right place. A retrograde distribution order is created identifying trailer numbers and can be shipped via TMB or shuttle/other to locations specified by SCIB.

5.Commercial trailers that cannot be cross-docked are retrograded by trailer owner to a selected DC.

6. Once trailer arrives at the DC, the commercial trailer is live offloaded and released, the DHS trailer is dropped.

Retrograde

Cross Dock Ops

Cross Dock trucks and trailers will pick up commodities/retrograde at PODS, ISB/FSA and Cross Docking facilities and return them to the DC or other defined locations.

ISB/FSA

DC/Strategic Partners

Empty Trailer Yard Operations Functions

Ms. Nato, TMD Program Office

Federal Emergency Management Agency 86

Overview – Statistics for Empty Trailers Through the Years

Event Number of Empties

Location

Hurricane Ian 2022 1,050 Lake Park – Contracted empty and cross dock

Hurricane Ida 2021 1,200 Sherwood Forest – FEMA personnel Eisler Field – part of the ISB Craig Field, AL – part of ISB Shreveport – Contracted Empty Yard and cross dock

Winter Storm 2021 850 Seguin, TX ISB – contracted yard on ISB Dallas, TX ISB – contracted ISB and cross dock Alexandria, LA MHU yard used with FEMA personnel

Gulf Coast Hurricanes 2020 1,176 Texarkana, AR ISB - Contracted Empty Beaumont, TX State Staging Area Eisler Field, LA Empty yard – FEMA personnel Craig Field, AL former ISB

Dorian 2019 308 Newman, GA Empty Contracted Yard

Florence 2018 390 High Point, NC Empty Contracted Yard

Michael 2018 1,567 Atlanta, GA Empty Contracted Yard

Overview - Disaster Response Resource Flow National Level

Incident Support

Partial

Distribution Center

STOS trailers – DHS or commercial

Contracts OCPO trailers

ISB or

FSA

Trailers dropped State Staging

Area (SSA)

Points of Distribution

(POD)

SSA

SSA

POD

POD

POD

POD

Regional Level Incident Management

Field Level State Management

Full

Full

Empty Trailer Yard – return to vendor, carrier and /or returned to home

Distribution Center

State Warehouse

FEMA Shuttle

Full

Full

Full

LogX1 Loaded (Auto)

LogX1 Shipped to State (Auto)

LogX1 Received by State (Auto)

(Site code change)

Cross Dock

Facility (Com TRLs Released)

Retrograde

Empty

Empty

DHS

Full

Empty Empty

Retrograde

Full State Shuttle

LogX1 Loaded (Auto) (Site code change)

Received as Empty (manual)

Owner notified (manual)

Released to owner (manual)

Federal Emergency Management Agency 88

Empty Trailer Management – 4 easy steps

1. In coordination with the TSMG, receive and document incoming empty trailer

2. In coordination with the TSMG validate in yard inventory and ownership using LogX1 and SCI

3. TSMG will notify owners that trailers are available to pick up

4. In coordination with the TSMG, document and release the empty trailer to the owner or return the DHS assets to home stations

Federal Emergency Management Agency 89

Receiving Empty Trailers

• Before receiving, coordinate with the Transportation Manager and validate that the trailer was deployed for FEMA

• Empty trailer form is used for every trailer entering site

• Completed forms are organized in folders by inbound date

• Ensure that trailer, plate and transponder numbers are accurate

• For DHS containers: Use container number as the trailer number; Use the transponder number on the container; Use the DHS license plate number on the chassis

• Inspection completed for every trailer

• Make note of any damage other than wear and tear

• Significant damage - talk with the driver, previous locations

• Take photos of damage (other than wear and tear) and make notes on the form

• Trailer is emptied of any debris

• Ensure wrap around services include a dumpster

• Excessive amounts of debris report to the MCU and MCC

Federal Emergency Management Agency 90

In Yard Validation

Upon intake of the empty trailer, the owner is identified by the Transportation Manager (TSMG)

In coordination with the TSMG attempt to organize the yard by ownership

• DHS trailers in one lane, Lipsey and other contracted carriers in another, Leased trailers in another, and other Vendors in another lane

Provide a map of the yard identifying trailer numbers in each spot

Coordinate with the TSMG so that the system reflects exactly what is in the yard at any given time

The physical total count should match your listing of trailers that are in empty and owner notified status If the physical count does not match the system, determine which category is missing (DHS, Leased, Commercial) and redo your yard count, adjust, and update the status of any trailers in LOGX1 until the numbers matches the physical yard count.

Federal Emergency Management Agency 91

Notifications for Commercial Assets

TSMG will obtain a list of all TSPs, contracted commodity trailers (Lipsey, Sopakco, etc) from

FEMA HQ with contact point of contact information.

TSMG will record notification date will be automatic with the SCI report

Any detention costs stop the day of notification – important to make notification same day it came into the yard

In the notification, clearly identify what is needed for a driver to retrieve a trailer

In the notification, clearly identify all detention and reverse detention charges

In the notification, clearly identify the consequences of not picking up a trailer in a timely manner

Federal Emergency Management Agency 92

Release / Return of DHS Assets

Before releasing any DHS assets ensure there are no cross-dock missions pending –

COMMUNICATION

NEVER REMOVE A TRANSPONDER FROM A DHS ASSET

Do not release DHS trailer one by one but wait until you have accumulated assets or need space in the yard Once home station is identified via LogX1, e-mail distribution center and contact APO to confirm Returning DHS assets via a shuttle (DC is within 500 mi radius) must complete a release form and upload to LOGX1 and ship with a straight bill of lading Returning DHS assets via the FEMA Standard Tender of Service, a release form must be completed and uploaded to LOGX1 and the vendor picking the trailer up must provide a bill of lading with the trailer number on it

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All outgoing trailers must complete the outbound Empty Trailer Form o Ensure names and numbers are legible o Ensure it is signed by FEMA personnel/representative – legibly o From your phone, pull up LOGX1 and the trailer number and go to the trailer detail page o Click on the Attachments tab and click Add

Attachment.

o Select your document type (empty trailer form), provide description (Outbound form), and click yes to make it visible.

o Click Take Photo and take photo of the completed

Outbound Empty Trailer Form.

DHS and Commercial Trailer Return

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In coordination with the TSMG provide a daily report summarizing the number of trailers in yard, the number of trailers received that day, and the number of trailers released that day along with the daily spreadsheet.

End of Day Report

QUESTIONS AND ANSWERS (Q&A)

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