Attachment A Global Freight Analysis Statement of Work (SOW).pdf

Department of Homeland Security (DHS)

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Global Freight Services

Janine Bennett, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

1.0 GENERAL

1.1 BACKGROUND

The Department of Homeland Security (DHS) Federal Emergency Management Agency’s (FEMA) Logistics Analysis Office (LAO) has consistently relied on commercial freight market intelligence since 2021 to support disaster response, recovery planning, and surge readiness. In recent years, volatility in global and domestic freight markets— driven by disruptions such as pandemics, natural disasters, and geopolitical tensions—has underscored the importance of real-time access to data and predictive analytics.

This contract is a recompete of an established and ongoing service currently supporting FEMA’s Global Freight Analysis capability. The incumbent cloud-based platform has been instrumental in providing FEMA leadership with strategic freight visibility during mission-critical operations, including the Hurricane Helene and Milton responses, transportation assessments in the New Madrid Seismic Zone, and logistical planning for the National Exercise Program in support of our State, Local, Tribal, and Territorial partners.

By leveraging near real-time freight data aggregated from industry systems, FEMA can identify capacity constraints, benchmark freight spending, and rapidly make data-informed routing and sourcing decisions.

Continued access to this subscription-based freight analysis system is essential to maintaining FEMA’s readiness posture and ensuring the cost-effective use of transportation resources during disaster response and recovery efforts.

1.2 SCOPE

This recompeted contract seeks a qualified vendor to continue providing cloud-based freight market analysis services to FEMA’s Logistics Analysis Office. The selected Commercial Off-the-Shelf (COTS) subscription platform will enable FEMA to monitor, benchmark, and forecast freight activity across multiple modes of transportation—including truckload, intermodal, rail, ocean, and air—in support of disaster response and recovery operations.

The cloud-based system allows authorized users to access and visualize real-time and historical freight data, drawn from diverse industry sources and refreshed within the past 24 hours.

Key capabilities must include:

• Monitoring nationwide freight capacity, volume, and pricing trends;

• Forecasting disruptions or capacity constraints that may impact FEMA’s supply chain;

• Benchmarking FEMA’s freight spend and carrier performance against industry norms;

• Supporting surge logistics and strategic planning through market analytics and visual tools.

FEMA requires 24/7 access to the cloud-based system, which must maintain high uptime, user support availability, and compatibility with federal standards (e.g., FedRAMP, Section 508).

The web-based system must also generate interactive visualizations, including:

• Nationwide Freight Volume

• Freight Capacity Utilization

• Outbound and Inbound Tender Volume

• Tender Rejection Rates by region or city

• Long Haul Freight Rates

• Year-on-Year Comparisons

• Binary heat maps showing inbound vs. outbound freight trends by region

1.3 OBJECTIVE

The objective of this recompete contract is to provide FEMA with continuous, real-time access to a cloud-based freight analysis platform. This platform will support FEMA’s logistics mission by enabling:

• To provide 24/7 access to a cloud-based freight analysis system.

• To provide the data subscriptions that is incorporated within the cloud-based system.

• To enable FEMA to benchmark freight spends, operational efficiency, and carrier services.

• To monitor and forecast freight market trends and capacity to minimize service disruptions.

• To integrate freight analysis capabilities with FEMA’s logistics systems for enhanced situational awareness.

1.4 APPLICABLE DOCUMENTS

1.4.1 COMPLIANCE DOCUMENTS

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

• Federal Risk and Authorization Management Program (FedRAMP) Required level= Low

1.4.2 REFERENCE DOCUMENTS

The following documents may be helpful to the Contractor in performing the work described in this document:

• Cloud Security Alliance (CSA) Cloud Controls Matrix (CCM)

2.0 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall provide licensing for a web-based software solution accessible to FEMA employees via username and password. The system shall be available to the Government through the web-based 24 hours a day. It must deliver access to the most current freight data—collected at the point of booking—to offer clear insight into the freight market.

This includes data aggregated within the last 24 hours from sources such as Electronic Tenders, Transportation Management Systems, Electronic Logging Devices, Fuel Purchasing Systems, Bills of Lading, U.S. Customs and Border Protection, and Telematics.

2.1 The software license must provide access to the latest, most up-to-date freight data, collected at:

a. the point of booking, to provide the clearest insight into the freight market by aggregating Electronic Tenders

b. Transportation Management Systems

c. Electronic Logging Devices

d. Fuel Purchasing Systems

e. Bills of Lading Data

f. U.S. Customs and Border Protection

g. Telematics.

2.1.1 The system must be able to generate line charts that display data of a selected time period on the “x” axis, with the order of numeric value on the “y” axis. The system must generate regional heat maps to display binary differences by selected region.

1. Nationwide Freight Volume. Graph freight volume level over a selected time period with end point within the last 24 hours. Provide non-proprietary data sets used for the product upon request.

2. Freight Capacity Utilization (driver to truck usage ratio, 1:1 equal full capacity, anything less indicates less than full capacity). Graph Freight Capacity Utilization over a selected time period with the end point within last 24 hours. Provide non-proprietary data sets used for the product upon request.

3. Outbound and Inbound Tender Volume. Graph Outbound and Inbound Tender volumes for the Nation, selected region, or city, with the end point withing last 24 hours. Provide non-proprietary data sets used for the product upon request.

4. Outbound and Inbound Tender Rejection Rates. Graph Outbound and Inbound Tender Rejection Rates for the nation, a selected region, or a city, over a selected time period with the end point within the last 24 hours. Provide non- proprietary data sets used for the product upon request.

5. Long Haul Freight Rates. Graph Long Haul Freight Rates over a selected time period with an end point within the last 24 hours. Provide non-proprietary data sets used for the product upon request.

6. Year-on-Year Comparison. For 1 through 5 above, the system must also provide another line that displays the previous year to provide a year-on-year comparison. Provide non-proprietary data sets used for the product upon request.

7. Overall Freight Market by Region. Provide a binary heat map of the United States broken down by regions that displays regions with more inbound freight than outbound in one color, and more outbound than inbound freight in the second color. Data displayed must be within the last 24 hours.

Provide non-proprietary data sets used for the product upon request.

NOTE: See attachment: Global Freight Data Heat Map Visualization

2.2 Software/License Help Desk Support

The Contractor shall provide 24-hour support. Help desk personnel shall prioritize critical issues, including but not limited to full or partial system outages. The Contractor shall maintain a help desk service with an availability rate of 95% or higher and shall be capable of performing the following functions:

2.2.1 The Contractor must be able to support the collection and manipulation of data sets that are requested by the client(s) via download functionality.

a. Troubleshoot reports

b. Download reports for the data need of the client(s)

c. Provide graphs that support the data request from client(s)

2.2.2 The Contractor shall implement and configure real-time application monitoring and associated alerting to proactively detect and prevent production issues. Additionally, the Contractor shall perform ongoing application health checks to ensure system stability and minimize the risk of disruptions.

2.3 Software/License Training

The Contractor must provide a training plan and software user guide that includes the complete functionality for the Commercial-Off- The-Shelf (COTS) software.

2.3.1 Onboarding training will be conducted within a week of award.

2.3.2 Retraining/subsequent onboarding/retraining shall be offered once quarterly at the discretion of the government.

2.3.3 All training sessions shall be conducted virtually. All training materials shall be provided electronically in formats that are usable by the Government and fully compliant with Section 508 accessibility standards.

2.3.4 The Contractor shall provide training services to the Government on an as-needed basis, between the hours of 8:00 AM and 5:00 PM EST, Monday through Friday, excluding Federal holidays.

2.4 Software/License Quantity

2.4.1 The Contractor shall provide seven (7) annual licenses for use by the government.

2.4.2 The Contractor shall provide a pricing schedule for any additional licensing at a monthly rate, which shall align with the end of the contract’s period of performance.

3.0 CONTRACTOR PERSONNEL N/A

3.1 Qualified Personnel

N/A

3.2 Continuity of Support

3.3 Key Personnel

3.4 Project Manager

3.5 Employee Identification

3.6 Employee Conduct

3.7 Removing Employees for Misconduct or Security Reasons

4.0 Other Applicable Conditions

4.1 Security

Contractor employees shall safeguard all FEMA information and comply with DHS security policies. Access to sensitive information shall require prior approval.

4.2 Period of Performance

The period of performance for this contract is a one-year base period with three one-year option periods as follows:

Base Period April 30, 2025 through April 29, 2026

4.3 Place of Performance

The primary place of performance will be the Contractor’s facilities with frequent coordination with FEMA Headquarters in Washington, D.C.

4.4 Hours of Operation

Contractor employees shall provide the service 24 hours.

4.5 Travel

Contractor travel shall not be required for this requirement.

4.6 Post Award Conference

A Post-Award Conference shall be held within 10 business days following contract award. The purpose of the conference is to review contract requirements, clarify roles and responsibilities, and address any initial questions to ensure alignment between the Contractor and the Government.

4.7 Project Plan

15 business days after award.

The Draft Contractor Project Plan should include the following:

• Introduction and Objectives: Overview of the project goals and alignment with FEMA’s disaster response and recovery mission.

• Scope of Work: Detailed description of tasks, deliverables, and responsibilities.

• Milestones and Timeline: Key project milestones, deliverables, and corresponding deadlines.

• Resource Allocation: Staffing plan, including roles, responsibilities, and qualifications of personnel.

• Risk Management Plan: Identification of potential risks and mitigation strategies.

• Performance Monitoring and Reporting: Metrics for evaluating progress and regular reporting schedule.

• Training and Support Plan: Training schedule, materials, and ongoing support availability.

• Compliance and Quality Assurance: Adherence to applicable regulations and strategies for delivering high-quality outcomes.

4.8 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due 30 business days after the date of award and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

A description of the Contractor’s emergency management procedures and policy

A description of how the Contractor will account for their employees during an emergency

How the Contractor will communicate with the Government during emergencies

A list of primary and alternate Contractor points of contact, each with primary and alternate:

o Telephone numbers o E-mail addresses

4.8.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within two hours of activation or as directed by the Government, and shall be sustainable until the emergency is resolved and normal conditions are restored or the contract is terminated, whichever comes first.

In case of a life-threatening emergency, the COR shall immediately make contact with the Contractor Project Manager to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the Contractor Project Manager and the COR shall promptly open an effective means of communication and verify:

Key points of contact (Government and contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

Essential Contractor work products expected to be continued, by priority

4.8.2 The Government and Contractor Project Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances.

Contractors shall obtain approval from the Contracting Officer prior to incurring any costs that exceed those allowed under the terms of this contract. Regardless of the contract type or work location, Contractors performing work in support of authorized tasks within the scope of their contract shall accurately charge those hours in accordance with the terms of the contract.

4.9 Progress Reports

The Contractor shall submit progress reports to the Contracting Officer’s Representative (COR), or designated point of contact as needed. These reports must detail the status of tasks, milestones achieved, challenges encountered, and actions taken to address them. They should also include updated timelines and forecasts for the completion of remaining deliverables. Progress reports must be submitted in formats compatible with FEMA's data management systems, such as Microsoft Excel, PDF, or other mutually agreed-upon formats. The format and content of the reports shall comply with any additional guidelines or templates specified by the COR.

4.10 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information, and address emergent technical problems and issues. These meetings may be conducted via phone, Microsoft Teams, email, or other virtual meeting platforms.

4.11 General Report Requirements

For cloud-based subscriptions, traditional compatibility requirements for Windows XP and Microsoft Office applications are not applicable. Instead, if needed, the Contractor shall ensure that all reports generated by the cloud-based system are accessible in widely accepted electronic formats (e.g., PDF, CSV, Excel) that can be downloaded, viewed, and edited by FEMA personnel using standard DHS-approved software.

4.12 Intellectual Property

The Contractor retains ownership of the proprietary software, datasets, and tools provided under this contract. FEMA shall have the right to access and utilize the licensed services and data outputs as outlined in the scope of work.

The Contractor must ensure that any intellectual property used in delivering the services does not infringe upon third-party rights and must provide FEMA with the necessary rights to access and use deliverables—such as reports, data, and dashboards—for internal purposes during and after the contract period. Any disputes regarding intellectual property rights shall be resolved in coordination with the Contracting Officer and the DHS General Law Attorney.

4.13 Protection of Information

If the Contractor will have access to Privacy Act information and/or proprietary information, the following requirements apply:

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.14 Section 508 Compliance

http://dhsconnect.dhs.gov/org/comp/mgmt/cio/oast/Documents/DART1_5_2_strict.html

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

5.0 Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

6.0 Government Furnished Resources

The Government will provide:

• Access to FEMA systems as necessary.

• Relevant data and documentation to support contract performance.

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

http://dhsconnect.dhs.gov/org/comp/mgmt/cio/oast/Documents/DART1_5_2_strict.html http://www.access-board.gov/ http://www.section508.gov/

8.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The COR will have 3 business days to review deliverables and make comments.

The Contractor shall have 3 business days to make corrections and redeliver.

8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this

SOW.

Item SOW Reference

Deliverable/Event Due By Distribution

1 4.6 Post Award Conference 10 business days after award

N/A

2 4.6, 4.7 Draft Contractor Project Plan 15 business days after award

COR, Contracting Officer

3 4.7 Final Contractor Project Plan 30 business days after award

COR, Contracting Officer

Item SOW Reference

Deliverable/Event Due By Distribution

4 4.8 Original Business Continuity Plan

45 business days after award

COR, Contracting Officer

5 4.8 Updated Business Continuity Plan

Annually COR, Contracting Officer

6 4.9 Progress Reports As Required COR, Contracting Officer

7 2.2 Real-Time Tracking System Access

Upon contract award COR

8 2.5 Training Sessions and User Guide

As Required COR

9 4.11 Electronic Reports As Required COR, Contracting Officer