Attachment 2 - SOW COTS 12.01.2021.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW)

Emergency Disaster Survivor (EDS) Cots

December 1, 2021

Statement of Work

Emergency Disaster Survivor (EDS) Cots

GENERAL INFORMATION

1. BACKGROUND:

FEMA is seeking to acquire cots with mattresses that will meet the needs of more than 99% of disaster survivors in general population shelters, including individuals with access and functional support needs (e.g., survivors who use a wheelchair or other mobility devices). This acquisition will satisfy a requirement of the Federal Emergency Management Agency (FEMA) Whole Community Concept. All supplies listed in the Statement of Work (SOW) shall be provided in compliance with applicable Federal, State, Tribal, Territorial and local laws and regulations. The contractor shall not operate outside of the scope of this SOW, nor shall the contractor speak or act on the behalf of FEMA for any public or official purposes.

2. PURPOSE:

The purpose of this requirement is to establish an Indefinite Delivery, Indefinite Quantity (IDIQ) contracting vehicle to acquire cots with mattresses that will meet the needs of more than 99% of disaster survivors in general population shelters, including individuals with access and functional support needs (e.g., bariatric survivors, survivors with mobility concerns, etc).

3. POINTS OF CONTACT:

The contractor(s) shall have a primary and alternate (if applicable) Point-of-Contact person(s) with the authority to contractually commit the company, as required to execute any and all Delivery Orders. The individual(s) must be available 24 hours/7 days per week and provide telephone/pager numbers and an email address for 24-hour contact.

4. DEFINITIONS:

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

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.

5. SPECIFICATIONS:

The contractor shall provide or produce ready to use cots with mattresses that meet the following minimum requirements.

a. General

• Have durable locking systems (latched/brackets) that do not have any sharp edges which will withstand the minimum weight requirement (listed below in Dimensions and Capacity) and not break or snap off.

• For fitted connections, all slots, edges and tubing ends must be capped.

• Must have hand rails to provide ease of use for raising, leaning back, lowering onto and lifting off the cot.

• Have adjustable head elevations that lock securely into place. Users must be able to elevate the cot to multiple positions with a minimum of three position elevation for the head of the cot and a minimum of two position elevation for the foot of the cot.

• Arrive fully assembled at the Government point of receipt with the exception of the safety rail. The maximum assembly time for installation of the safety rails shall be 10 minutes or less per cot.

• Have a commercial warranty for the full replacement if product tears, breaks or otherwise fails during normal use within one (1) year of purchase. Must be able to withstand continuous and/or repeated use with an expected use of up to 365 days (1 year).

• For all users, cot must be safe and easy to transfer onto and off of the sleeping surface and stable enough to avoid tipping over under normal use. This stability requirement also applies to the point of entry (such as the edge of the cot).

• Must have stable, anti-tipping legs that will withstand transfer to and from the cots by users with mobility disabilities to include: those transferring from wheelchairs and those utilizing crutches, canes, walkers, scooters and other mobility devices.

Transfers must occur with or without the cot sliding, turning over or collapsing.

* Due to many unknown circumstances which can arise during a disaster response and recovery, pallets must be able to endure without deterioration from: being moved several times; being double stacked for storage; or being stored outside in all types of weather.

** During an Emergency Response, the contractor(s) shall have the capability to deliver to any of the locations identified in attachment 1 or directly to disaster locations as instructed by FEMA.

b. Mattress:

• Mattress must fit the cot and be at a minimum 2” thick. Mattress must also be able to be secured to the cot to prevent falling or slippage.

• Mattress outer shell must be able to be sanitized and fully assembled; be waterproof and durable.

• Mattress shell shall not contain latex based products.

c. Dimensions and Capacity

• Supports a minimum of 350 lbs.

• Height – 16” minimum without mattress and 19” maximum with mattress.

• Width – 30” minimum and 36” maximum

• Length – 75” minimum

• Weight – Weight of cot not to exceed 40 lbs.

d. Materials

• Both the frame and mattress shall be fire retardant and capable of being sanitized after use.

• Mattress must have a waterproof outer shell or be supplied with a mattress cover to prevent liquid intrusion to mattress; any color acceptable.

• Cots and mattresses must be resistant to mildew, rust and excessive heat or cold with a range of -20 to 120 degrees Fahrenheit.

• No sharp edges or components in which the fingers, toes and other body parts could be caught, torn or otherwise injured.

• If coils and/or fabric are used in the construction of the cot, the fabric must be durable and coil ends must not pose a cutting, tearing or pinching hazard.

6. DELIVERY/PACKAGING:

• Arrive folded, stacked and palletized. Pallets must arrive stretch-wrapped with no less than 10 layers of covering (cocoon like). Cots shall be packaged in standard commercial casing (e.g. boxed).

• Cots shall be shipped on industry standard sized pallets that are 48Lx40W four way pallets, and stacked no higher than 55” with no overhang.

• The stretch wrap shall extend over the top of the pallet by a minimum of six (6) inches.

• Pallets should be of hardwood and designed to be picked up from all four (4) sides.

7. DELIVERABLES:

• Delivery of the initial order shall occur within 30 days of award. The initial order will be delivered to one (1) or more of the locations identified in attachment 1.

• The total initial order of 18 cots will be divided amongst contract awardees.

• Following the initial order, the contractor shall have a one-time surge capacity for each emergency response, to deliver 500 cots within 72 hours after receipt of order, 2,500 within 30 days and a prolonged surge capacity of 2,500 every 30 days until all requirements are met.

8. RECORD KEEPING AND ACCEPTANCE

• The Contractor shall ensure a FEMA representative signs for receipt of cots at each location at the time of delivery. This signature(s) does not imply inspection & acceptance. The signature only acknowledges the delivery was made. Inspection will be made at the point of destination; any defects or hidden or latent discrepancies/deficiencies will be reported to the CO or COR.

• Contractor shall maintain accurate records of all shipments and deliveries and ensure that proper signatures by a FEMA representative are obtained for tracking and accountability purposes, in accordance with government regulations. This signature shall be a legal, legible name; not “FEMA Received.”

• Contractors must provide an electronic spreadsheet showing details of commodity shipped from place of origin to destination to COR. At a minimum the electronic spreadsheet must provide these details: Load number, Bill of Lading (BOL) number, nomenclature and units shipped, carrier, truck number, trailer number, place of origin, and destination.

9. QUALITY CONTROL

• Upon notification from FEMA or other authoritative sources the Contractor(s) shall be responsible to perform the replenishment at the designated locations. During emergency response operations, the replenishment timeframe of the affected items shall not be later than 48 hours from notification. During steady state operations, the replenishment timeframe shall not be later than 10 calendar days from notification.

10. ADDITIONAL CONTRACT REQUIREMENTS

1. Drop Trailer & Daily Detention During emergency response operations, the vendors shall 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:

a. Daily detention fees shall be a fixed Not-To-Exceed amount $150 per day (plus a 2% escalation for the respective option years).

b. 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 fee shall not exceed the industry prevailing rate of $3 per mile (plus a 2% 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, shall 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 $45/hour (plus a 2% 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 $45/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 shall 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 $3 per mile (plus a 2% escalation for the option years) from original delivery destination after 50 miles.

5. Reverse Detention If trailer content is 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, then 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 $150 a day (plus a 2% 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 shall have resources available to load commodities/pallets onto FEMA-scheduled shuttles and trailers during emergency response.

8. In-Transit Visibility (ITV) and Tracking:

The Vendor shall use Electronic Data Interchange (EDI) when conducting business with the FEMA. If EDI is unavailable during emergency situations, the Vendor shall log into LSCMS (e.g., Vendor Portal/Partner Gateway) directly and enter the ASN information. Vendor must receive consent from the COR to temporarily use the alternative to EDI. The Vendor shall provide the below-listed mandatory data to be transmitted immediately upon dispatching a vehicle to a designated FEMA location. The tracking information shall be submitted to FEMA upon commodity departure from contractor origin and prior to arrival at FEMA destination.

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 that contain a lot the Lot Number is required o For items that contain an expiration date the Expiration Date is required o For items that contain a manufacturer, the manufacturer is required

9. Restocking Fee:

A restocking fee may apply if the ordered quantity is either reduced or the order is cancelled before receipt by the Government.

The restocking fee does not accrue automatically. The restocking quantity is based on the number of bottles returning to stock. The restocking quantity is negotiated with the Contracting Officer at the time the order is modified to reduce or cancel the ordered quantity.

Supporting documentation shall be required from the contractor demonstrating the number of bottles returned to stock. The types of documentation the Contracting Officer may consider include, but are not limited to, proof of quantity en route to the delivery location at the time the contractor was notified of the reduction.

Attachment 1

Distribution Centers / Warehouses

Address line 1 Address line 2 Operating Hours (Local Time)

Frederick (closing FY22)

4420 Buckeystown Pike Frederick, MD 21704

08:00 – 14:00 Mon- Fri

Greencastle (opening FY22)

12879 Molly Pitcher Hwy Greencastle, PA 127225

08:00 – 14:00 Mon- Fri

Cumberland 11601 PPG Road Cumberland, MD 21502

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 08:00 – 14:00 Mon- Fri

Guam Bldg 100

FEDAAC 70X454

Barrigada, GU 96913

08:00 – 14:00 Mon- Fri

Hawaii 99-1269 Iweana Street

FEDAAC 709242

Aiea, HI 96701 08:00 – 14:00 Mon- Fri

Caribbean Industrial Park

PR-1, KM 25.1

FEDAAC 70F337

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 08:00 – 14:00 Mon- Fri

Alaska - TBD TBD TBD TBD

3. POINTS OF CONTACT: