Attachment 1_SOW.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For

Consumable Medical Supplies (CMS) (Replenishment/Steady State/ Emergency Response)

June 5, 2025

1.0 BACKGROUND:

Historically, there has been an absence of adequate and appropriate shelter support and care for sheltered disaster survivors who require Consumable Medical Supplies (CMS) resources. The provision of Consumable Medical Supplies (e.g., medications, diapers, and bandages) are medical supplies which may be ingested, injected, or applied and/or are one-time usage. The CMS list herein has been developed by the Federal Emergency

Management Agency (FEMA) Mass Care Functional Needs Support Services (FNSS) review group.

This document identifies the basic consumable medical supplies necessary to sustain and support a 100 person shelter for a 72 hour period, which FEMA may provide as supplemental assistance to shelter providers when requested by a State; pursuant to

Section 403 (b) of the Robert T. Stafford Disaster Relief and Emergency Assistance Act

(Public Law 93-288) as amended.

2.0 OBJECTIVE:

FEMA desires to establish an Indefinite Delivery Indefinite Quantity (IDIQ) contracting vehicle to procure a completely kitted and packaged CMS Kits and ala carte items, as identified in Attachment 1.

DEFINITIONS:

• Steady State: Commodities required for stock replenishment during normal operations in preparation for emergency response operations requiring a response time of forty-five (45) days.

• 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 requiring a response time of forty-eight (48) hours.

• Federal Holidays: The following are federally observed holidays.

o New Year's Day - 1 January o Luther King's Birthday - Third Monday in January o Washington’s Birthday - Third Monday in February o Memorial Day - Last Monday in May o Juneteenth – 19 June o Independence Day - 4 July o Labor Day -First Monday in September o Columbus Day - Second Monday in October o Veterans Day - 11 November (or as observed) o Thanksgiving Day - Fourth Thursday in November o Christmas Day - 25 December

3.0 SCOPE:

The Contractor must assemble and deliver CMS complete kits CLIN-0001, and/or individual Consumable Medical Supplies listed on an ala carte basis CLINs 0002-0109, as requested by FEMA in both steady-state to maintain stock levels, and for Emergency

Response/Surge operations to Distribution Centers, Incident Support Bases, Federal

Staging Areas, Point of Distribution and shelters within the Continental United States

(CONUS) and Outside the Continental United States (OCONUS). FEMA Distribution

Centers are listed on pages 6-7. Incident Support Bases, Federal Staging Areas, Points of

Distribution, and shelters will be determined at the time of an emergency declaration.

Specifically, the Contractor must:

• Replenish the perishable/ non-perishable items within the Consumable Medical Supply Kits, stored at FEMA Distribution Centers during steady state.

• Deliver complete kits (CLIN-0001) or ala carte orders (CLINs 0002-0109) during Emergency Response/Surge Operations to Incident Support Bases, Federal Staging Areas, Point of Distribution and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS).

4.0 Period of Performance

The IDIQ period of performance will be one (1) Base Year (12 months) and four (4) Option Years (12 months each). The period of performance for each Delivery Order must be established at the Delivery Order level.

5.0 Steady State - Requirements, Deliverables, and Delivery Schedule:

• The Contractor must assemble and deliver complete CMS kits (CLIN-0001), as described in Attachment 1, to each FEMA Distribution Center located in the Continental US (CONUS) and outside the Continental US (OCONUS), within 45 days of delivery order award. Perishable commodities (highlighted on Attachment 1) Must be separated in kits and identified properly with packing slip and shelf-life information which includes the manufacturer, lot number & expiration/use by date. No substitutions or partial deliveries will be permitted without the prior approval by the FEMA Contracting Officer (CO).

• The Contractor must deliver replenishment components of the CMS kit in the quantities requested by FEMA, to the respective FEMA Distribution Center/s located in the Continental US (CONUS) and/or outside the Continental US (OCONUS) for delivery within 30 days of the request.

• The Contractor must provide a minimum shelf life of 13 months from date of delivery to all applicable items. Any item not in compliance with the shelf-life terms must be replaced at the contractor’s expense with a new product which meets the minimum shelf-life requirement of 13 months. The Contractor must ship the replacement items and advise FEMA whether to return the expiring material (with the contractor’s prepaid return postage) or to donation to a non-profit organization on the contractor’s behalf.

**Note: Brand Name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with USDA/CPSC and FDA requirements for product safety.

6.0 Emergency Response/Surge Operations - Requirements, Deliverables, and Delivery Schedule:

The Contractor must deliver up to 200 complete CMS kits and/or individual ala carte CMS items as described in Attachment 1 for delivery within 48 hours of task order, to any location within the CONUS or OCONUS (U.S. territories) specified by FEMA. The Contractor must have a tracking system to provide real time tracking of commodities during a disaster response.

The Contractor must assemble and deliver complete CMS kits (CLIN-0001), as described in

Attachment 1, to FEMA Distribution Centers, Emergency Response/Surge Operations to

Incident Support Bases, Federal Staging Areas, Point of Distribution and shelters within the

Continental United States (CONUS) and Outside the Continental United States (OCONUS) within 48 hours of request. Perishable commodities (highlighted on Attachment 1) Must be separated in kits and identified properly with packing slip and shelf-life information which includes the manufacturer, lot number & expiration/use by date. No substitutions or partial deliveries will be permitted without the prior approval by the FEMA Contracting Officer (CO).

The Contractor must deliver replenishment components of the CMS kit in the quantities requested by FEMA, to the respective FEMA Distribution Centers, Incident Support Bases, Federal Staging Areas, Point of Distribution and shelters within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) within 48 hours of request.

FEMA requires a minimum shelf life of 13 months from date of delivery. Any item not in compliance with the shelf-life terms must be replaced at the contractor’s expense with a new product which meets the minimum shelf life requirement of 13 months. The contractor must ship the replacement items and advise FEMA whether to return the expiring material (with the contractor’s prepaid return postage) or to donation to a non-profit organization on the contractor’s behalf.

7.0 PACKAGING AND LABELING:

Steady State and Emergency Response operations, commodities often experience multiple movements, CMS Kits must be delivered as complete packaged kit. Each kit must contain a packing slip that details the components CLIN number (example CLIN-0001), quantity and shelf-life information for perishable components-highlighted on Attachment 1 (Shelf-life information includes the manufacturer, lot number & expiration/use by date).

The CMS kits must be packaged in tri-wall containers. The tri-walls must be labeled to identify the kit number, contents, quantity of each item and shelf-life information for perishable components. Components requiring shelf-life information (highlighted on

Attachment 1) must be packaged together. The tri-walls must be on a 48LX40W four-way pallet and have a height no higher than 30”. Each tri-wall must be secured to the pallet.

8.0 RECORD KEEPING AND ACCEPTANCE:

8.1 A FEMA representative must sign for receipt of items at each delivery location. Such signature acknowledges delivery only and does not imply inspection or acceptance.

8.2 Final inspection will be conducted at the destination. Any defects or latent discrepancies must be reported immediately to the CO or Contracting Officer’s Representative (COR).

The Contractor must maintain accurate records of all shipments and ensure that proper, legal, and legible signatures (not generic entries such as “FEMA Received”) are obtained for tracking and accountability in accordance with government regulations.

9.0 QUALITY CONTROL:

Upon notification from FEMA or other authoritative sources (i.e. Food and Drug

Administration, Food and Safety Investigative Service, Consumer Product Safety

Commission, etc.) of a mandatory or voluntary Contractor/manufacturer initiated recalls of any kit components; the Contractor(s) must be responsible to perform the replenishment of the affected products at the designated locations of the kits and will be responsible for the disposal of the affected products. During emergency response operations, the replenishment timeframe of the affected items must not be later than 48 hours from notification. During steady state operations, the replenishment timeframe must not be later than 10 calendar days from notification.

10.0 TRACKING:

In-Transit Visibility (ITV) and Tracking:

• The Contractor must use Electronic Data Interchange (EDI) when conducting business with FEMA.

• If EDI is unavailable during emergency situations, the Contractor may log into LSCMS

(e.g., Vendor Portal/Partner Gateway) directly to enter the Advance Ship Notice

(ASN) information. Use of this alternative requires prior consent from the COR.

• The following mandatory data must be transmitted immediately upon dispatch of a vehicle and before arrival at the FEMA destination:

• FEMA LSCMS Distribution Order (DO)

• Partner Reference Number

• Trailer Number or Container Number

• Trailer License Plate State

• Trailer License Plate Number

• Carrier Standard Carrier Alpha Code (SCAC)

• Origin Facility Identification sent on DO

• Destination Facility Identification sent on DO

• Estimated Delivery Date Time

• LSCMS Item Name (sent on DO)

• Shipped Quantity (Units)

• For items that contain a lot the Lot Number is required

• For items that contain an expiration date the Expiration Date is required

• For items that contain a manufacturer, the manufacturer is required

11.0 Place of Performance

1. Contractor must be able to support the following geographical areas:

FEMA

Regions

States and Territories

1 Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont

2 New Jersey, New York, the Commonwealth of Puerto Rico, the U.S. Virgin Islands

3 District of Columbia, Delaware, Maryland, Pennsylvania, Virginia, West Virginia

Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee

5 Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin

6 Arkansas, Louisiana, New Mexico, Oklahoma and Texas

7 Iowa, Kansas, Missouri and Nebraska

8 Colorado, Montana, North Dakota, South Dakota, Utah and Wyoming

Arizona, California, Hawaii, Nevada, the territories of Guam, the Commonwealth of the Northern Mariana Islands, and American Samoa

10 Alaska, Idaho, Oregon, Washington

2. Delivery Locations – Distribution Centers & Receiving Hours

For Steady State, the Government will require delivery to the following Distribution Centers (DCs) and/or warehouses:

Distribution Centers / Warehouses Address line 1 Address line 2

Operating Hours (Local Time)

Greencastle 12316 Molly Pitcher Hwy

Greencastle, PA 17225

08:00 – 14:00 Mon- Fri

Fort Worth 501 W Felix Street Bldg 12 Fort Worth, TX 76115

08:00 – 14:00 Mon- Fri

Atlanta 3780 South Side Industrial Court

Atlanta, GA 30354

08:00 – 14:00 Mon- Fri

Tracy 1547 East Grant Line Road

Tracy, CA 95304

Guam Bldg 100

FEDAAC 70X454

Barrigada, GU 96913

Hawaii 99-1269 Iweana Street

FEDAAC 709242

Aiea, HI 96701

East Range Annex

1980 Higgins Road Building 6043 Wahiawa, HI 96786

0800-1400 Mon-Fri

East Range Annex West

1944 Higgins Road Building 6041 Wahiawa, HI 96786

0800-1400 Mon-Fri

SSMO Annex Lyman Road Building 2071

Schofield Barracks, HI 96857

0800-1400 Mon-Fri

Caribbean Industrial Park PR-1, KM 25.1 Caguas, PR 00725

08:00 – 14:00 Mon- Fri

Ponce 1000 Carr 505 Building A, Cotto Laurel Ponce, PR 00780

08:00 – 14:00 Mon- Fri

Bayamon

Hato Tejas Industrial Park Lot 2 – Barrio Hato Tejas, Calle A Bayamon, PR 00959

08:00 – 14:00 Mon- Fri

Cayey

Eleora, LLC (Forma Amcor) Carr #1 KM 56.3 Bo. Montellano Cayey, PR 00736

12.0 Other Requirements

1. Partial Termination and Restocking Fee:

The pre-negotiated termination and restocking fee may apply if the ordered quantity is either reduced or the order is cancelled before receipt by the Government via termination. The fee covers the costs of restocking the decreased or canceled order to the Contractor.

2. Contracting Required Training:

During the base year of the contract period of performance, and once again in future years if FEMA transitions to a new system, FEMA will require at least two (2) individuals from the Contractor’s staff to be trained in the agency’s inventory system of record: Logistics Supply Chain Management System (LSCMS). This training will allow Contractor to enter individual shipments for FEMA’s visibility. The training may take place in person at FEMA HQ, Washington, DC or virtually online. The training will last one business day.

13.0 Transportation Requirements

1. Deliveries made by Transportation Service Providers (TSP) and Trailer Detention:

See “Attachment 2 – Transportation Requirements” below for Emergency Response delivery requirements.

Attachment 1

CMS KIT

1.1– The complete Consumable Medical Supply kit consists of 108-line items (CLIN-0001) which includes CLIN line items 0002 through 0108. The complete CMS kit contains 38 perishable line items: CLIN-0004, CLIN-0015, CLIN-0016, CLIN-0019, CLIN-0020, CLIN-0025, CLIN-0026, CLIN-

0027, CLIN-0028, CLIN-0036, CLIN-0058, CLIN-0059, CLIN-0061, CLIN-0062, CLIN-0063, CLIN-

0064, CLIN-0065, CLIN-0066, CLIN-0071, CLIN-0072, CLIN-0073, CLIN-0074, CLIN-0075, CLIN-

0076, CLIN-0079, CLIN-0085, CLIN-0086, CLIN-0087, CLIN-0088, CLIN-0089, CLIN-0090, CLIN-

0092, CLIN-0093, CLIN-0094, CLIN-0095, CLIN-0104, CLIN-0105, CLIN-0108. All applicable items must require minimum 13 months shelf life.

**Note: Brand Name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with USDA/CPSC and FDA requirements for product safety.

Consumable Medical Supplies (CMS)

CLIN ID # Item Description Quantity (Min/Max)

Location of Commodities

1. Items in this list may be ordered as a kit or à la carte using Just-In-Time (JIT) via the Indefinite Delivery/Indefinite Quantity (IDIQ) contracts.

2. One CMS kit will provide the basic consumable medical supplies necessary to sustain and support a 100-person shelter for a 72-hour period.

3. Perishable items are identified with an asterisk (*)

4. Items CLIN-0004 should be dispensed by shelter health services staff, could also be administered by parent/guardian, CLIN-0026, and CLIN-0027 should be dispensed by shelter health services staff.

0001 To order entire Pre-Staged (CMS) Kit of items #CLIN-0002 thru CLIN-0108

Antibacterial Cleansing Wipes

Travel pack of 15

100 each Distribution Center

(DC)

Tall Kitchen Bags, Plastic

13-Gallons 100 each DC

Nutritional Supplemental Drinks for children (over 12 months of age), ready to drink (e.g., Pediasure, Boost Kids Essentials) *

32 fl. oz. daily per infant for two infants

56 each (8 fl. oz.

bottles) 448 fl. oz.

per week

DC

Magnifying Glass

Classic, three inches with 5X Magnification

Two each DC

Lids with Holes for Straws

Plastic for 12 oz. paper cups

One case of 2,500 each

DC

Flexible drinking straws

100 per pack (Vendor pack qty = 400/PKG (2,800 each))

25 packs DC

0008 Duct tape 2 inches x 60 yards per roll 12 rolls DC

0009 CHUX pads Standard size, 17 inches x 24 inches

One box of 25 each

DC

Non-latex Gloves

Non-powder, disposable, Large

One box of 100 each

DC

Bio-Hazard Waste Bags

10 Gallons regulated medical waste system

Two cases of 100 each

DC

0012 Bleach One Quart 20 bottles DC

0013 2 Buckets, plastic Five Gallons 10 each DC

Paper Towels, One Ply (e.g., Scott)

11 inches x 8.¾ inches, 120 Sheets per roll (Vendor CS qty = 30 rolls per case (210 total)

10 cases with 20 rolls each

Hand Sanitizer, Large *

8 fl. oz. each with pump

One case of Six each

DC

Hand Sanitizer, Small *

2 fl. oz. each 100 each DC

Baggies, Clear Plastic, Resealable

Quart Size (Range in box size:

20-40 count)

100 each Quart 100 each Gallon

Baggies, Clear Plastic, Resealable

Gallon Size (Range in box size: 20-40 count)

0019 Instant Ice * Self-Contained, break to use

Package of 12 each

DC

0020 Instant Heat * Self-Contained, break to use

Package of 12 each

DC

0021 Emesis Basin Shallow, Plastic, 8.5 inches

12 each DC

0022 Bedpans Disposable without cover;

350 lb.

Two each DC

0023 Bedpans Disposable without cover;

250 lb.

10 each DC

Urinals, Male Plastic with cover;

14 inches L x 11 inches W x

2.5 inches D

Eight each

Distilled Water (for Humidifiers)

One Gallon Size

10 each

Nutrition Drink for Diabetics (e.g., Glucerna)

Plastic bottles, 8 fl. oz.

48 bottles

Nutrition Drink, High Protein (e.g., Ensure) *

Plastic bottles, 8 fl. oz.

48 bottles

Tracheotomy Care Tray *

Two vinyl gloves Water-resistant Drape packet of 3% Hydrogen Peroxide Two cotton-tipped applicators Tracheotomy brush Two pipe cleaners Four gauze pads, 4 inches x 4 inches Tracheotomy dressing Twill tape, ½ inch x 36 inches

Two each

0029 Scissors Blunt end, 5 inches – 6 ½ inches

Two each DC

0030 Scissors Sharp and curved, 4.½ inches – 5.½ inches

Two each DC

Back Support

Universal size with lightweight belts worn around the lower back to provide support to the lumbar area

Cervical Collar, Universal

Supports cervical portion of spinal cord / head

Four each DC

1 Blood Pressure Cuff / Standard Adult

Automatic with batteries

Pressure Cuff / XL Adult

Automatic

2 each

Pressure Cuff / Child

Automatic

2 each DC

Saline Solution

Sterile .9% Saline Solution to wash wounds, 7 fl. oz. size

12 each

0037 Pill Crusher Standard Six each DC

0038 Pill Cutter Standard Six each DC

0039 Diapers, Adult XL 80 each DC

0040 Diapers, Adult Large 80 each DC

0041 Diapers, Adult Med 80 each DC

0042 Diapers, Adult Small 80 each DC

Pull-Up Adult Diapers (e.g., Prevail adjustable underwear)

Small

20 each

Pre-moistened Wipes (e.g., Wet-Nap)

Pre-moistened individually wrapped towelettes;

100 wipes per bag

One bag of

0045 Sterile Gauze 4 inches x 4 inches, 100% cotton

Two boxes of 100 each

DC

Sterile Gauze Sponges

2 inches x 2 inches, 100% cotton

Two boxes of

ABD Pads Sterile wound pads, 8 inches x 10 inches

One case (approx.

200 each)

Ace Bandages (2 inches)

2 inches x 5 Yards per box Two boxes DC

Ace Bandages (3 inches)

3 inches x 5 Yards per box Two boxes DC

Ace Bandages (4 inches)

4 inches x 5 Yards per box Two boxes DC

Ace Bandages (6 inches)

6 inches x 5 Yards per box Two boxes DC

Applicators, 6“(i.e., Q-tip)

Cotton Tipped; 100 per box

Two boxes DC

Bandage Gauze Roll-2 inches

2 inches x 10 Yard per roll 72 Rolls

DC

Bandage Gauze Roll-4 inches

4 inches x 10 Yard per roll 72 Rolls

0055 Cotton Balls 100% Cotton Four bags of

Colostomy Appliance

Cut to fit Stomahesive with tape collar; with 1-sided comfort panel, 12 inches; Tail clip by Convatec

Colostomy Wafers

Individually wrapped, 4 inches x 4 inches

Two boxes of 10 each

DC

Colostomy Paste

Ostomy paste, 2 oz. tubes

Four tubes DC

Colostomy Skin Preps *

Protective barrier wipes One box of 50 wipes

Colostomy / Ileostomy Bags

11 inches Drainable bag cut to fit

One box of 10

Telfa Dressings, Sterile *

3 inches x 4 inches Two boxes of 10 pads

General antiseptic cleansers (e.g., BZK Towelettes)

Non-Alcohol, 5 inches x 7 inches, Latex free

Two boxes of

Alcohol Prep Pads, two ply *

100 per box Four boxes of

DC

0064 K-Y Jelly * 4 oz.

(Size range: 2 oz. – 4 oz.)

Four tubes DC

Hydroge n Peroxide , Topical

16 fl. oz.

(Size range:

8 fl. oz. – 16 fl. oz.)

Four bottles

Betadine scrub solution *

16 oz.

(Size range: 8 oz. – 16 oz.)

Four bottles DC

Adhesive, non-allergic

1 inch x 11 yards Paper tape

Six each DC

Adhesive, non-allergic

2 inches x 11 yards Paper tape

Six each DC

Safety Pins, closed

Nickel plated,

1.74 inches (Size 2)

One box of 1,440 each

0070 Medicine Cups 1 oz.

Two packages of 100 each

DC

Hand Asepsis Towelettes *

Antimicrobial hand wipe;

160 per pack

Four packages of 160 each

DC

Batteries – AAA

AAA 24 each DC

0073 Batteries – AA * AA 24 each DC

0074 Batteries – C * C Eight each DC

0075 Batteries – D * D Eight each DC

0076 Batteries – 9-volt *

9 volts Eight each DC

Spray Bottle, Plastic

6 oz. Four each DC

Blood Glucose Meter Kit

Includes meter, Carrying case, Lancing device, 10 Lancets, Control solution normal and Alt site test cap

Four each

Test Strips – Diabetic (Compatible with CLIN- 0078 Blood Glucose Meter Kit) *

50 Strips per box

Two boxes

Velcro, Double Sided (Loop and Hook)

1 inch x 50 yards Two rolls of each size

2 inches x 50 yards

4 inches x 50 yards

Nebulizer

350 ml capacity;

FIO two settings adjustable from 35-100% with ports for a feed set and immersion type heater

Isolation Mask

Basic with ear loops;

fluid resistant with Polypropylene outer facing

One box of

0085 Foley Catheter * All silicone, 12Fr 5Cc

10 each DC

Intermittent Catheter, Male

Cath Intmt Rdrbr 8Fr 16 inches w/ funnel end and round, hollow tip.

Two opposing eyes. sterile.

SizeA~16”^SizeB~8 Fr^

25 each

Condom Catheters, Male

Cath External Tex Ltx 2-Pc W-Fm. with 5.½ inches L x ¾ inches with foam strap

Intermittent Catheter, Female *

Intmt Pvc Pls Cath F 14 Fr

6.5 inches. Sterile. clear Polyvinyl Chloride with matte finish, smooth rounded tip, funnel end.

SizeA~6½”^SizeB~14 Fr^

External Catheter, Male

Cath Ext Tex Ltx 2-Pc W-Fm.

with 5.½ inches L x ¾ inch W foam strap

Spray, Medical Adhesive *

3.2 oz. 25 each DC

Adhesive Remover, Universal

Remover wipe One box = 5 cans of 50 wipes

Leg Bags, Soft, Vinyl Bags with Flutter Valve and Velcro Strap *

500ml (Small)

Three bags

Vinyl Bags with Flutter Valve and Velcro Strap Perishable *

600ml (Medium

Vinyl Bags with Flutter Valve and Velcro Strap *

950ml (Large)

Cannulas Nasal Oxygen Tubes (Disposable)*

Extra soft, curved tip with seven feet crush resistant tubing

Five each

Regulators, Oxygen

Oxygen regulator with overall length less than 4 inches;

Weight: 6.9 oz.

downward facing outlet port

Bedside Drainage Collectors

2000 cc Bag with drip chamber, sample port and universal hanging device

Three each

0098 Power Strips Six feet length Five each DC

0099 Battery Chargers For wheelchair batteries (Cirrus Plus EC Power)

Two each DC

0100 Extension Cords 50 feet length Three each DC

T.E.D.

Compression Stockings (Under Knee)

Medium

One of each size

Compression Stockings (Under Knee)

Large

One of each size

Compression Stockings (Under Knee)

Extra Large

One of each size

Shampoo and Body Wash *

Hypoallergenic, chemical free, No Alcohol, contains aloe

8 oz. bottles

Wound Cleanser, Spray

No Rinse, Non-Irritating, with Acemannan hydrogel

8 oz. bottles

Air Pump

Pump for bicycle tires One each

DC

Paper Cups, 12 oz. 100 per sleeve

(Five sleeves per case)

Five cases

DC

Colostomy Bag

[Pediatric] * One box of 15

One box

DC

Perishable item Kits

Each

LSCMS Training

0110 LSCMS Training EA 1

0110 LSCMS

Training EA 1

Transportation

TL

Drop Trailer/Detention

DY

Trailer Diversion

MI

Driver Hour

HR

Attachment 2

TRANSPORTATION REQUIREMENT – EMERGENCY RESPONSE

1. Drop Trailer & Daily Detention

During emergency response operations, the vendors must be able to make deliveries where 53-ft trailers containing commodities are dropped at the delivery location (Federal Staging Area, Points of Distribution, Incident Support Base and/or commercial cross-docking site) for a minimum of 30 days. When prime vendor or the vendor’s Transportation Service Provider (TSP) trailers are detained, also known as “Dropped Trailer,” on government designated premises, or as close thereto, the TSP is subject to the following provisions:

Daily detention fees must be a fixed Not-To-Exceed amount $120 per day (plus a 3% escalation for the respective option years).

The Government reserves the right to relocate dropped trailers or containers as the agency deems necessary. If the Government relocates dropped trailers to another location, the contractor will be responsible for retrieving its drop trailers at the new location. The trailer relocation must not exceed the industry prevailing rate of $1.35 per hour (plus a 3% escalation for the option years) from the original drop point to the relocation point.

2. Vehicle and Trailer Condition

All vehicles, including trailers, must be able to pass entry checks of government installations and areas when arrived for delivery.

The Government will not pay any cost, fines, etc. levied against the prime vendor or its hired TSP in cases of DOT violation. All DOT regulations and compliance are the sole responsibility of the prime vendor and prime vendor’s TSP. All billing for charges accrued by vendor’s TSP will be invoiced by the vendor to which the Government has entered contract with.

All prime vendor’s TSP vehicles (including trailers) must be in good working condition (have passed all required Government inspections that are up-to-date, no holes in the trailer, functioning drive systems, and well-maintained tires) in accordance with Department of Transportation (DOT) regulations. FEMA will perform spot checks to ensure trailers are in an acceptable condition. FEMA (including proxy contracted third-party base support provider) will reject trailers deemed to not meet the DOT inspection list. Rejected trailers, or frustrated cargo, must not be considered as delivered. There will be no cost to the government for any deliveries rejected due to failed inspections.

The Government Installations Inspection Check List is available upon request.

3. Driver Hour

The prime vendor’s TSP must provide FEMA with 4 hours of free time for unloading freight at the destination. If the loading or unloading of freight is delayed beyond the four hours of free time (during normal business hours) due to no fault or negligence on the part of the TSP, the prime vendor will be allowed to charge $135.00/hour not to exceed $550.00 of detention time (plus a 3% escalation for the option years) per vehicle for each hour (60 minutes) of delay.

All deliveries to the Government designated facilities are done by schedule. If vendor or their TSP fails to establish a schedule for freight delivery with the destination or if the delivery arrives outside of the scheduled delivery time, the above mentioned $135.00/hour charge will not be authorized. TSP must check in with U.S. Government representative at delivery site and receive date and time stamp of arrival to substantiate the driver hour charge.

Time consumed in unloading freight will be computed from time of arrival until departure of the vehicle, including the time the TSP spends waiting to reach or leave the unloading location. The government representative will stamp or mark the delivery receipt with time of arrival and departure or provide a certified statement verifying this time for computation of charges and presentation by the TSP for payment to the vendor.

4. Diversion

Sometimes an event or storm shifts directions and impacts several states. This causes the Government to re-direct the vendor deliveries that have not reached their original destination.

This is known as “Diversion”. If the change of drop off location occurs beyond a 50-mile radius of the original destination point, then the prime vendor will bill the Government at per mile rate for diversions. The diversion mileage will be calculated from the original destination point to the re-directed destination point. The vendor must not charge diversion if they have not left the point of origin. The diversion mileage will not be incurred for drop off location changes within a 50-mile radius of the original destination point. The fee for diversion in route is $1.35 per hour (plus a 3% escalation for the option years) from original delivery destination after 50 miles.

5. Reverse Detention

If trailer content emptied, the prime vendor will be notified by the Contract Officer Representative (COR) when it is ready to be released back to the prime vendor/TSP. Once prime vendor receives this notice the prime vendor/TSP will have 72 hours to retrieve the trailer.

If the prime vendor/TSP fails to retrieve its trailer within 72 hours of notification, the Government will impose a penalty on the prime vendor (reverse detention fees). The penalty will accrue daily in an amount equal to the daily detention, not-to-exceed $120.00 a day (plus a 3% escalation for the option years) or government adjusted use fee that the carrier charges for that unit. The penalty will continue to accrue for each 24-hour period. If the vendor/TSP fails to recover the unit after the 72 hours of notification the U.S. Government will consider the unit abandoned and will commence required procedures to dispose of the unit to local authority.

6. Insurance

All TSPs must maintain a minimum of $300,000 in cargo insurance, per shipment, to transport FEMA freight. Cargo insurance must always remain active and proof of current, valid cargo insurance must be provided by supplying a certificate of insurance on an ACORD form to FEMA upon request. The ACORD form must clearly indicate which modes of transportation the TSP’s cargo insurance coverage applies to and the amount of cargo insurance coverage the TSP holds for each mode. TSPs will not be permitted to provide transportation services to FEMA via a mode of transportation for which they have not provided proof of valid cargo insurance coverage of at least $300,000. If the value of the cargo exceeds $300,000, TSPs must have current, valid cargo insurance in an amount that covers the full replacement value of the shipment.

7. FEMA-Scheduled Transportation

The Government reserves the right to provide its own sourced transportation for supplies ordered from the vendor. The contract COR will coordinate with the vendor if this option is exercised. In this case the Government will not be charged transportation cost by the vendor for shipping transportation. The vendor must have resources available to load commodities/pallets onto FEMA-scheduled shuttles and trailers during emergency response.