Attachment A - Statement of Work.pdf

STATEMENT OF WORK

FOR PROVIDING SAFETY AND UNIFORM FOOTWEAR

BLANKET PURCHASE AGREEMENT

BACKGROUND: The Department of Homeland Security, Federal Emergency Management Agency, Mount Weather Emergency Operations Center (DHS, FEMA, MWEOC) located at 19844 Blue Ridge Mountain Road, Bluemont, VA 20135-2006, has a requirement for various sizes and types of safety and uniform footwear to employees. Footwear must follow all OSHA regulations. The contractor’s facility must be located within a 30-mile radius of FEMA/MWEOC, 19844 Blue Ridge Mountain Road, Mount Weather, VA 20135-2006.

OBJECTIVES: The objective is to establish a Blanket Purchase Agreement (BPA) with one or more contractors to provide footwear in compliance with the uniform and/or safety requirements designated for DHS/FEMA/MWEOC employees. Certain employees of MWEOC, depending on the occupational requirement of their position, will be authorized to obtain footwear under the BPA. Purchase orders under the BPA will be issued, as needed, to meet DHS/FEMA/MWEOC safety and uniform footwear requirements. Purchasing procedures under the BPA are as follows:

1. FEMA’s Ordering Officer(s) will provide the Contractor with a purchase order authorizing MWEOC employees to purchase footwear. The names of each employee, quantity of footwear authorized for each employee and a maximum unit price per pair, as well as, the Purchase Order number and BPA Call number to reference for billing purposes, will be provided on each purchase order. The Contractor must receive the purchase order before MWEOC employees select their footwear. A sample purchase order is provided in EXHIBIT 1.

2. Each MWEOC employee will be given an authorization letter from their supervisor or program office. The authorization letter will contain the guidelines for the specific types and quantities, as well as, the not-to-exceed amount per pair of footwear allowed for purchase. These guidelines are directed at the specific occupational requirements for their position. For example, Police Officers will select footwear in uniform appearance with styles approved by their supervisors;

Electricians will select shoes with safety toe and high voltage protection which are in accordance with OSHA regulations. Sample authorization letters are provided as EXHIBIT 2, 3, 4, and 5.

3. Once the purchase order has been provided to the Contractor, MWEOC employees are then authorized to select footwear in accordance with the guidelines specified o their individual authorization letter. The MWEOC employee will present a copy of the purchase order, as well, as the authorization letter to the Contractor prior to selecting their footwear. Both the purchase order and the authorization letter will specify a not-to-exceed amount (or maximum unit price) per pair of footwear. Any amount over the not-to-exceed (maximum unit price) per pair will be the responsibility of the MWEOC employee.

4. The Contractor will assist MWEOC employees to determine the correct size and fit of the footwear selected. The Contractor must be able to provide various sizes and widths of footwear, either in stock or by special order. Special Orders shall be delivered to the employee within 14 days of order. Once the footwear has been selected, the Contractor will provide a copy of the receipt signed by the MWEOC employee to FEMA’s Ordering Officer(s). The receipt must contain the manufacturer, style, size, quantity and final cost, as well as, the BPA number, BPA Call number and the Purchase Order number.

5. MWEOC employees must select their footwear within 21 days after the Contractor receives the Purchase Order number. If the employee fails to complete their purchase within the 21-day period, their authorization will be canceled from the Purchase Order/BPA Call, and it will be amended to delete their order.

6. After all MWEOC employees listed on the Purchase Order have received their footwear, the Purchase Order is then considered complete. The Contractor will submit an invoice referencing the BPA number, BPA Call number and the Purchase Order number, and list all footwear purchased under the Purchase Order. Invoices determined to be improper for payment may be returned to the Contractor for revision before being scheduled for payment. Payment is made in accordance with the Prompt Payment Act and will be remitted via electronic funds transfer.

CONTRACTOR RESPONSIBILITIES: The Contractor will provide services as stated in the objectives above. The Contractor shall work cooperatively with the FEMA/MWEOC Ordering Officer(s), Acquisition and the Finance offices in track of BPA Call numbers, Purchase Order numbers and Invoice totals. The Contractor will accept, within reason, the return or exchange of safety and uniform footwear that an employee feels is not fitting properly. If the footwear does not wear well or is defective in any way, the Contractor will make a reasonable attempt to resolve the deficiency. The Contractor shall begin providing services under this BPA as soon as possible after this award.

PERIOD OF PERFORMANCE: This agreement is a five-year BPA with the option of a six-month extension. The period of performance will begin on 10/01/2020 continue through 09/30/2025 not to exceed 3/29/2025.

SPECIAL QUALIFICATIONS: The Contractor must be able to provide safety footwear that is in compliance with OSHA regulations 29 CFR 1910.132 and 29 CFR 1910.136; and in compliance with the authorization letters provided to MWEOC employees by their supervisors and/or program office.

https://osha.gov/pls/oshaweb/owadisp.show documents?p table=standards&p id=9777 https://osha.gov/pls/oshaweb/owadisp.show documents?p table=standards&p id=9786 https://osha.gov/pls/oshaweb/owadisp.show https://osha.gov/pls/oshaweb/owadisp.show