Attachment I-Performance Work Statement - Cross Dock.pdf

Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

National Cross Dock & Incident Base Support Contract

Performance Work Statement (PWS)

TABLE OF CONTENTS

1. BACKGROUND ................................................................................. Error! Bookmark not defined.

2. SCOPE OF SERVICES

3. REQUIREMENTS

3.1 Cross Docking Site

3.2 Empty Trailer Yard

3.3 Incident Support Base

4. PERSONNEL AND EQUIPMENT

5. TRAILERS

6. TRANSPONDERS

7. SHUTTLE SERVICE AND DRIVERS

7.1 Size and Requirements

7.2 Purchasing Trailers

8. DEACTIVATION

9. EXERCISES

10. BACKGROUND INVESTIGATIONS

10.1 Facilities

10.2 Trailers and Shuttle Drivers

11. KEY PERFORMANCE PARAMETERS

12. SCHEDULE OF DELIVERABLES

13. FEMA ISB/FSA INSTALLATIONS

1. BACKGROUND

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 operations. Previous disasters have 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. The LMD will be the primary provider of the cross-docking operation and/or will supplement regional cross docking operational capabilities when needed.

In addition to cross dock site support, FEMA at times needs Empty Trailer Yards (ETY) to help to alleviate trailer backlogs and congestion at ISB / FSA locations. Trailer volume will be the primary factor when determining yard size. An ETY provides additional space for trailer staging and creates flexibility in scheduling the movement of loaded and empty trailers.

FEMA will need a contractor leased ISB when traditional Dept. of Defense (DoD) installation ISB capabilities are exceeded. FEMA normally manages the ISBs or FSAs during disaster operations. However, if the FEMA managed ISB/FSAs are at capacity and cannot accept the incoming Initial Response Resources (IRR) packages or resources needed for the survivors, FEMA will require a contractor provided ISB location, ISB support team and all equipment needed to receive, stage, ship and account for those resources that may come directly from transportation service providers or a FEMA cross dock site.

FEMA intends to award up to three (3) Indefinite Quantity Indefinite Delivery (IDIQ) contracts to support Continental United States (CONUS) disaster response locations. FEMA will issue competitive task orders to fulfill requirements that have been requested by the regions and/or FEMA HQ. FEMA will consider activating cross dock and/or empty trailer yard lot functions for Level 1 or 2 disasters or if conditions dictate a need. FEMA may consider activating contractor run ISB when the federal bandwidth has reached capacity.

Supplemental services for FEMA-run FSA/ISBs could be activated at any time during the emergency response.

2. SCOPE OF SERVICES

FEMA intends to award multiple contracts for this requirement and compete each subsequent task order to fulfill requirements that have been requested by the region and/or LMD

Assistant Administrator. FEMA requires transportation service providers who possess the ability to develop and employ a network of transportation and emergency cross dock/freight forwarding service operation centers, along with disaster staging area support services, throughout the 1

Continental United States. As national emergency situations occur, the need for transportation and providing logistics services to the impacted areas are most critical. An efficient, reliable, and highly flexible operation is needed to provide State, Local, Tribal and Territory (SLTT) governments the life sustaining supplies needed to deliver relief to survivors in the affected areas. Transportation service providers must possess an adequately owned and/or directly leased controlled infrastructure, transportation resource fleet, personnel, and material handling equipment (MHE), as well as the information technology capability to efficiently transload, transport, manage, track, communicate and process various levels of supplies into the impacted area.

The contractor shall provide all personnel, training, equipment, tools, materials, supervision, and all other items, unless specified as government furnished, to manage and perform key logistical aspects and support for either a cross dock site (CDS), empty trailer yard (ETY), and/or an Incident Support Base (ISB), or both CDS and ISB at the same location, as set forth in task orders. The contractor shall also be able to provide these same support services on a supplemental basis at FEMA managed ISB/FSAs.

FEMA may activate a cross dock site, empty trailer yard, and/or an Incident Support Base at any phase of the disaster response.

3. REQUIREMENTS

3.1. Cross Dock Site

3.1.1 Location & Requirements

The cross-docking site must be located within a 50-mile radius of the supported FEMA

ISB/FSA. The Contracting Officer (CO) may authorize the cross-dock site to be located farther than 50 miles if necessary. If the disaster occurs in a remote area, FEMA CO may modify the task order to expand the acceptable distance/area for a cross docking site. By exception only, FEMA CO reserves the right to direct the contractor to a government site to execute cross docking based on FEMA’s organizational mission needs. In such cases, the contractor will not be able to charge FEMA for any associated cross docking site cost.

The cross-docking site shall have the capability to support FEMA’s requirements, which begins when FEMA projects the need for commercial trailers support during Phase 3 of

FEMA’s disaster response effort.

Specific Cross Dock Site requirements are as follows:

a. Fluid and accessible ingress and egress for trucks and equipment to maneuver.

b. A minimum of 10 inbound dock doors and 10 outbound dock doors with a distribution center ergonomically designed and applicable for cross docking; and/or able to facilitate an operational tempo for transloading at least 10-15 trailers per hour.

c. Viable yard space for staging up to 200 inbound trailers at one time to be cross docked as well as staging up to 1000 of contractor provided empty trailers prior to activating the cross-dock operation; and/or while trailers are waiting to be trans-loaded.

d. Viable operating room for fluid ingress and egress for up to 250 incoming /outgoing truck traffic at any given time during the operation.

e. Office space must be available 24-hour seven day a week for at least 12 FEMA operational personnel to utilize at the cross-dock site during cross docking operation.

Should include functioning and reliable electrical power, lights and water supply bathroom facilities, and high-speed internet access.

f. Contractor shall provide all Material Handling Equipment (MHE) necessary to run the site. This should include yard hostler or yard dogs, forklifts, etc., based on operation size.

g. The Contractor shall provide wraparound services to include bathroom facilities (Port-a-potty minimum), wash stations, yard dumpsters, generators, light towers, etc., capable of servicing at least 5 FEMA operational personnel, plus contractors, and shuttle drivers per shift.

h. Security – Site should be fenced and/or controlled access to keep unauthorized personnel out of the cross-docking site; shall be under 24-hour security and surveillance for the site and to provide complete control over access to the operation. Entrance and exit gates will be under the operational control of the contractor Site Manager. The contractor is fully responsible for the cost and implementation of these services.

i. Contractor must be capable of sustained 24-hour operations.

j. Contractor must possess ability to provide a shuttle fleet, with the ability to scale up or down to meet FEMA’s operational tempo within 12 hours as directed by FEMA CO.

k. In Transit Visibility (ITV) of trailers and commodities is required.

3.1.2 Operations

Most FEMA shipments during a disaster are full trailer load shipments. The goal of the cross-docking concept is to quickly transfer those full loads from commercially leased trailers to trailers governed by this contract and move them to the ISB/FSA for staging and/or unloading and/or onward movement to a FEMA point of distribution (POD). The

Contractor will provide shuttle truck operations under this contract to facilitate the movement of trailers from the cross-dock site to the ISB/FSA, and from the ISB/FSA to the PODs, as well as removal of empty demobilized trailers.

Performance requirements for the cross docking operational tempo are as follows:

a. Once a commercially leased trailer arrives at the cross-docking facility, it must be physically cross docked within one hour and the cross-dock contractor trailer must depart for the ISB/FSA within two hours (from initial arrival).

b. FEMA Contracting Officer’s Representatives (COR) located at the cross-docking site and

ISB/FSA will prioritize trailer departures based on the loaded commodity and provide that information to contractor site manager and/or management level representative. FEMA changes to prioritization will not affect the contractor negatively in the Key Performance

Parameters (KPP) for 1.5-hour departure time.

c. All trailers that arrive at, and depart from, the cross-docking site must be properly accounted for in FEMA’s Logistics Supply Chain Management System (LSCMS).

Because the contractor will not have direct access to LSCMS, the contractor will work in concert with FEMA personnel to ensure LSCMS accountability is achieved.

FEMA personnel will notify the contractor’s site manager when trailers have been properly accounted for and can be moved to the next location.

The data transfer of information will consist of the following:

• Date and time of arrival

• Name and phone number of driver

• Tractor number

• Trailer number (Nose number, not tail number)

• Transponder ESN (if applicable)

• Trailer Seal number

• Commodity type

• BOL number and BOL/trailer commodity quantity

• Dock Door assignment

• Outbound trailer number

• Outbound trailer Dock Door number

• Outbound Transponder ESN

• Outbound Trailer Seal number

• Commodity verification

• Cross docked by: (name)

• Cross dock date and time

• Destination

The above information needs to be collected appropriately and transmitted electronically to FEMA COR and FEMA LSCMS subject matter expert. Excel format is strongly recommended. Other formats may be acceptable with prior

FEMA approval.

d. The task order contractor is responsible for any damage to commodities from the time the commercial trailers are offloaded at the cross-docking site and commodities are loaded into the contractor trailers; until commodities are delivered to ISB/FSA/PODs. Prior to unloading of any trailers arriving at the cross-docking site, the contractor must conduct a visual inspection of commodities, and if commodities are damaged, the contractor must notify the designated FEMA COR who will then fill out a damaged commodities report. The FEMA COR will begin a subsequent investigation, determining which party is at fault for damages.

e. The Contractor shall containerize and/or cross dock FEMA-delivered supplies into

20- or 40-foot containers or 53 dry vans, or a combination thereof, and provide the necessary chassis/flatbed trailers to move the containers to the port for loading.

FEMA, in concert with the contractor, will inspect the containers and/or trailer contents, provide a Bill of Lading (BOL), seal the container, and affix a FEMA approved transponder (after any cross-docking has occurred). The transponder will allow for in-transit visibility while the containers and/or trailers are under FEMA control. Contractor will also plan for a staging area, reception, material handling, and loading of breakbulk cargo to include pallets, wire reels, poles. Prior to loading, the contractor will provide a detailed yard report of containers, breakbulk, and rolling stock under their control at the cross-dock facility. This can be accomplished by either inputting them into FEMA’s system of record Logistic

Supply Chain Management System (LSCMS) via the Vendor Portal, or by completing an ASN Spreadsheet detailing the information, and thereafter submitted to FEMA. If the ASN Upload Spreadsheet is utilized, the information below is required. The information below is not all inclusive, additional details may be requested.

• Distribution Order (DO) = (FEMA will provide)

• Trailer Number = If not a physical 53’ trailer, the container number will be inserted here

• Origin site = The site code or location from where the items originate

• Destination = The site code or location of shipped item’s destination

• Estimated Delivery Date/Time = Formatted: MM/DD/YYYY 24:00

(Destination site Time Zone)

• Item Name = Refer to DO

• Shipped Quantity (Units) = Units (for water, one unit = one liter

To access LSCMS via the vendor portal, the contractor will need to pass Vendor

Portal Training or Logistics Carrier Gateway Training. Until that access is granted, providing the information via spreadsheet is acceptable. A third option, involving Electronic Data Interchange (EDI) between systems may also become available during performance. The most important takeaway is that FEMA must receive this information no later than 24 hours after transloading the commodities into the contractor’s assets, as visibility of cargo/contents is a top priority.

f. Once commodities have been transloaded onto the contractor’s trailers, the contractor must conduct another visual inspection and fill out an accountability certificate verifying that the number of pallets matches the quantity of commodities on the ASN/ Property Transfer Record (PTR) and that there is no damage to the outbound commodities or trailers.

3.1.3. Activation Process

It is the intent to activate the cross-dock contract upon determining that a Level 1 or 2 disaster has occurred. There will be circumstances where FEMA will transition to a cross docking operation after a disaster response is already under way. Generally, FEMA’s disaster response operations with cross docking implementation will consist of three phases:

• Phase 1: Power Only Mission to deploy FEMA’s preloaded Initial Response Resources

(IRR) or other mission essential requirements.

• Phase 2: Power with Trailer Mission to deploy FEMA’s sustainment IRR loads or other mission essential items; and

• Phase 3: Cross Docking. FEMA will consider activating a cross docking operation when the disaster response is projected to exceed the capabilities in Phase 1 or 2.

Therefore, it would only be under Phase 3 that task orders for this requirement would be issued. Empty Trailer Yard lot operations may be needed during Phase 3 as well.

Based on the distance from the impacted area, geographical constraints, infrastructure outages, and guidance received from key FEMA senior leadership, the cross-dock activation process is as follows:

A. The FEMA Contracting Officer (CO) and the FEMA Contracting Officer

Representative (COR) will notify the selected contract awardee(s) when disaster operations are underway. Awardee(s) are not required to begin preparing for a cross docking operation until the task order is issued. FEMA will ensure awardees maintain situational awareness throughout the process.

B. The FEMA CO will send the contract awardee(s) a task order Request for Proposal

(RFP). The RFP will include FEMA’s ISB/FSA location(s), estimated minimum number of trailers required, and the anticipated duration of the cross-docking operation.

C. Contract awardee(s) will have a typical response time with proposal within 6-12 hours, up to twenty-four (24) hours to respond to the task order (RFP) with their proposal response. The response must include the exact location of the cross-dock site (not to exceed 50 miles from the ISB/FSA), the activation timeline to stand up the cross-dock site, the specific rates for the cross-dock site and other CLINs, operational processes for managing the cross dock site, trailers, contractor personnel, trailer retrograde process, and shuttle missions. The specific requirements for each component of the concept are discussed in later sections of this document.

D. FEMA will inform the awardee(s) within two hours of the response deadline if a task order will be issued from their proposal.

E. The wining awardee, or contractor, will have 12 hours to initialize operations after being awarded a task order. Initializing operations means establishing the site or facilities where the cross-docking operation will be activated. In addition, personnel, MHE, trailers, and shuttle drivers will all be positioned to operate at 25 percent capacity by hour 12. For example, a requirement of 500 trailers means the contractor shall have the capacity or the ability to support 125 trailers within the first 12 hours of operation.

F. The contractor will have a total of 72 hours to reach full operational capacity (FOC) after being awarded a task order. Full operational capacity means having the site or facilities where the operations will be activated and operating at the full capacity specified in the task order RFP. In addition, personnel, MHE, trailers, and shuttle drivers will all be positioned to operate at 100 percent capacity, with the minimum number of trailers specified in the task order on site and available for transloading of commodities and/or assets by hour 72.

G. FEMA may cancel the cross-docking requirement after requesting proposals, but prior to selecting an awardee for the task order.

H. By exception only, the FEMA CO may adjust the timeline following a task order award as necessary due to the circumstances of the specific disaster, including when the disaster occurs in a remote area, etc. If such circumstances arise, FEMA could increase the original timeline of 72 hours.

3.2. EMPTY TRAILER YARD (ETY)

3.2.1 Location & Requirements

FEMA requires the contractor to provide secure drop trailer lots, to be referred to herein as

Empty Trailer Yards (ETY). The ETY must provide 24/7 access and an organized plan to store commercial trailers, FEMA organic trailers and generators. The ETY should be a paved, clean well-lit secure yard to ensure property is kept safe from theft and vandals. In many circumstances, an ETY creates efficiencies for all parties involved in moving freight. That includes shippers, consignees (receivers) and carriers. These lots can be individually tailored for all trailer types and assets but are primarily for dry vans, containers, flatbeds, and temperature-controlled trailers. Trailer volume will be the primary factor when determining lot size. Initializing an ETY will significantly help to alleviate trailer backlogs and congestion at

ISB / FSA locations. An ETY provides additional space for trailer staging and creates flexibility in scheduling the movement of empty trailers. They will work with FEMA LMD

Transportation Specialists to ensure this information in input correctly into FEMA’s logistics systems: Logistics Supply Chain Management System (LSCMS) & Sunflower Asset

Management System (SAMS).

FEMA seeks the most cost effective and physically and technologically secure network of trailer parking, container storage, and Intermodal logistics. In many cases, FEMA will require:

• 24/7 on-site, staffed security with 24/7 access

• 24/7 Log-in and Log-out Gate Record manifests,

• 24/7 hostler assisted staging,

• inventory asset control entering and exiting the yard,

• dispatch controlled release protocols for loaded and empty trailers,

• assigned dedicated parking with no stacking delays,

• ability to exceed reserved space, when necessary,

• minor trailer repair, tire service, and trailer maintenance on site or on call and

• reefer fuel and temperature monitoring daily or as per request.

• coordination with FEMA personnel to provide on-site accountabilities for all assets

The empty trailer yard should be located within a 50-mile radius of the supported FEMA

ISB/FSA. If the disaster occurs in a remote area, FEMA CO may modify the task order to expand the acceptable distance/area for the empty trailer yard. By exception only, FEMA CO reserves the right to direct the contractor to a government site to execute ETY services based on FEMA’s organizational mission needs. In such cases, the contractor will not be able to charge FEMA for any associated ETY real estate cost.

3.2.2 Activation

Based on the distance from the impacted area, geographical constraints, infrastructure outages, and guidance received from key FEMA senior leadership, the empty trailer yard activation process is as follows:

A. The FEMA CO will send the contract awardee(s) a task order Request for Proposal

(RFP). The RFP will include FEMA’s ISB/FSA location(s), estimated minimum number of trailer volume, and the anticipated duration of the ETY operation.

B. Contract awardee(s) will have twenty-four (24) hours to respond to the task order (RFP) with their proposal response. The response must include the exact location of the ETY

(not to exceed 50 miles from the ISB/FSA), the activation timeline to stand up the yard, the specific rates for the ETY and other CLINs necessary, and operational processes for managing the ETY.

C. FEMA will inform the awardee(s) within two hours of the response deadline if a task order will be issued from their proposal.

D. The wining awardee, or contractor, will have 12 hours to initialize operations after being awarded a task order. Initializing operations means establishing the ETY. In addition, personnel, MHE, trailers, and shuttle drivers will all be positioned to operate at 25 percent capacity by hour 12. For example, a trailer volume of 500 means the contractor shall have the capacity or the ability to support 125 trailers within the first

12 hours of operation.

E. The contractor will have a total of 72 hours to reach full operational capacity (FOC) after being awarded a task order. Full operational capacity means having the site or facilities where the operations will be activated and operating at the full capacity specified in the task order RFP. In addition, personnel, MHE, will all be positioned to operate at 100 percent capacity, with the minimum number of trailers specified in the task order on site and available for transloading of commodities and/or assets by hour

72.

F. FEMA may cancel the ETY requirement after requesting proposals, but prior to selecting an awardee for the task order.

G. By exception only, the FEMA CO may adjust the timeline following a task order award as necessary due to the circumstances of the specific disaster, including when the disaster occurs in a remote area, etc. If such circumstances arise, FEMA could increase the original timeline of 72 hours.

3.3 CONTRACTOR INCIDENT SUPPORT BASE (ISB)

3.3.1 Location & Requirements

FEMA managed ISB/FSAs are not always sufficient to accept the incoming IRR packages or resources needed for the disaster. FEMA requires a contractor support team and equipment to receive, stage, ship, and account for those resources that may come directly from carriers or a

FEMA cross dock site.

FEMA LMD must ensure that all ISBs will be located as close as practical to the impacted area to reduce response and turnaround time. A contractor managed ISB is not to exceed 50 miles from the nearest Federal ISB/FSA. The size of the ISB will be tailored to meet the operational requirements of the specific event. The number of resources and duration required to support the mission are all important considerations in determining the footprint.

The contractor Incident Support Base should have the appropriate number of deployable personnel, operations/safety equipment and communications equipment to manage the

ISB/FSA 24 hours a day. The contractor shall control all management and operation of their

ISB/FSA. They shall have accountability of FEMA equipment & commodities. They will work with FEMA LMD LSCMS Specialists to ensure this information in input correctly into

FEMA’s logistics systems: Logistics Supply Chain Management System (LSCMS) &

Sunflower Asset Management System (SAMS). The contractor must have the capability to stage and organize commodity and equipment trailers for rapid dispatch as directed by the responsible FEMA command and control.

The contractor will be responsible for the following minimum requirements:

a. 24-hour operational capability.

b. Functioning and reliable electrical power and water supply.

c. Fluid and accessible ingress and egress for trucks and equipment to maneuver. A single inbound and outbound gate is acceptable. Provide enough space for inbound trucks to stand waiting on check in and check out. This is to keep waiting trucks off the roadway and out of the main staging areas. Flow of outbound trucks must not interfere with receiving; eliminate cross traffic.

d. Viable yard space for staging up to 200 inbound trailers at one time to received and reviewed.

e. Contractor shall provide a yard dumpster (minimum 10 cubic yards), yard hostlers, forklifts, and all Material Handling Equipment (MHE) they deem necessary to complete the operation.

f. Contractor shall allot a space for fleet vehicle light maintenance & repair.

g. Bathroom facilities (Port-a-potty minimum) capable of servicing at least 5 FEMA operational personnel, plus contractors, and drivers per shift.

h. A covered office space area with internet access capability for at least 5 FEMA operational personnel, the Logistics Systems Manager, a Ground Support Unit

Lead, and two or three Logistics Specialist to process receipts for incoming and outgoing commodities.

i. Security – Site should be fenced and/or controlled access to keep unauthorized personnel out of the ISB/FSA site; and to provide complete control over access to the operation 24 hours a day. Entrance and exit gates will be under the operational control of the contractor Site Manager. The contractor is fully responsible for the cost and implementation of these services.

j. Support personnel necessary to run the site, to include ground support personnel, general logistics support personnel, and dock laborers.

k. The contractor must maintain commodities separately. Size the commodity areas based upon projected demand. Consider room for expansion as the mission requires.

l. Provide a separate area for generator missions. This can be an adjacent site, or a dedicated area of the hardstand. Leave adequate space for not only the generators, but support and maintenance equipment, USACE Deployable Tactical Operations

System (DTOS) units and their various contracts. A typical mission requirement for two “30 packs” of generators is 4 acres.

m. Additional areas/space may be required for more complex additions such as fuel missions, Urban Search and Rescue (US&R), survivor processing, infant toddler kits, etc. These sites need to be close to the main mission, but provide separate entrances, exits, and work areas whenever possible. Fuel missions need

Hazardous Materials (HAZMAT) support. Infant Toddler kits require temperature-controlled storage.

n. If co-located with a cross dock operation, provide a staging area for empty trailers. The empty trailer staging area must be near the cross-dock site and have easy access for trucks feeding empty trailers and yard dock access. Factor the empties into the equation determining the overall size of the ISB/FSA. Apply

FEMA provided transponders and record the ENS numbers at the Receiving gate prior to use of the trailer.

o. Provide a frustrated cargo area near the reception area for inbound trucks waiting for check-in that have issues.

p. Establish a command-and-control area and keep it close to the receiving/check-in area to facilitate the collection and processing of Bills of Lading (BOLs), Property

Transfer Requests (PTRs), and Packing Slips

a. Placement of the command-and-control area should not hinder traffic flow and should not interfere with ground operations.

q. If there are refrigerated trailers at the ISB, the contractor must provide a fueling service. Refrigerated trailers are parked so that it’s easy to refuel them.

r. Contractor must possess ability to scale ISB operations and shuttle fleet missions up or down, to meet FEMA’s operational tempo within 24 hours as directed by

FEMA COR and approved by FEMA CO.

s. Do not allow shuttle drivers to congregate or meet too close to FEMA offices.

3.3.2 Activation

The following shall be the activation/mobilization procedures for a task order awarded for contractor operated ISB/FSAs:

a. FEMA Contracting Officer (CO) and the FEMA Contracting Officer Representative

(COR) will notify the awardees when disaster operations are underway and maintain situational awareness with them.

b. When contractor services are needed, the FEMA CO will send the awardees a Request for

Proposal (RFP) that will include either the assigned FEMA ISB/FSA locations, or the approximate ISB desired location(s) from which the contactor can select, the estimated minimum number of resources required, and the anticipated duration of the support.

c. Prior to final determination of a site location the awardees will be responsible for the coordination with the Contracting Officer (CO) or Contracting Officer Representative

(COR) and the Regional Logistics Chief to provide a Mobilization Plan, as part of their

RFP response. The Mobilization Plan must include at a minimum:

i. Who the contractor Site Manager (POC) will be on the ground.

ii. How long it will take for contractor to arrive at the site location, and the timeline to get up to full operational capacity.

iii. The mode of transportation for equipment and personnel.

iv. How many contractor employees will be utilized to support the base/operation.

v. Information on the potential ISB/FSA site, including location and any other factors the contractor deems relevant.

vi. Plan for coordinating with FEMA with respect to:

a. Potential changes in mission requirements

b. On-site resource requirements

c. Operational requirements (i.e., equipment service contracts)

d. The awardees will have up to 24 hours to respond to the RFP with their Mobilization

Plan.

e. The CO/COR will approve or disapprove the Mobilization Plan up to 24 hours and issue a task order to the selected awardee.

f. After award of the task order, the contractor will have a total of 72 hours to reach full operational capacity (i.e., site must have a minimum capability of providing support and receiving 200 53’ trailers on site available for trans-loading of commodities and/or assets, per day).

4. PERSONNEL AND EQUIPMENT

Contract contractor staffing levels and MHE densities are at the discretion of the task order contractor, however, staffing and MHE levels must be sufficient to meet FEMA mission requirements. FEMA will be monitoring performance and will require the contractor to provide additional personnel and/or MHE if not meeting FEMA requirements. Key

Performance Parameters (KPP) will be defined in FEMA’s Quality Assurance Surveillance

Plan (QASP) to monitor and measure the quality of the contractor’s performance. All facilities may operate 24/7 and cannot pause to replace inoperable equipment or account for a shortage of personnel. The contractor must comply with all federal, state, and local laws and regulations to include being OSHA compliant. The contractor will have an on-site manager who will be the primary POC with FEMA.

A. Contractor On-Site Manager shall: (Key Personnel)

• Be FEMA’s primary POC and on-site with complete decision-making authority for all routine operational decisions as it relates to the operational functions.

• Manage and control the site or base operations in concert with the FEMA Manager

/ FEMA COR on site.

• Ensure appropriate level of staffing for managing the operations themselves, HQ support staff, yard control, staff, and supervising shuttle operations.

• Understand how FEMA operates its disaster response and recovery missions.

FEMA will brief all contract awardees on these mission requirements during the contract award kick-off meeting.

• Anticipate customer’s needs and work with FEMA COR and technical personnel to achieve FEMA mission tactical, operational, and strategic goals.

• Understand that FEMA’s mission goals can change for a variety of reasons and is adaptable to those changes to support the overall FEMA objective.

• Possess excellent written and communication skills and maintain an effective working relationship with FEMA COR and technical personnel on site.

• Must have at least 5 years of logistical, transportation, cross docking or incident support base professional and managerial experience.

5. TRAILERS

5.1. Size and Physical Requirements

Trailers used for cross docking operations will be trailers all types. Closed van trailers must be in good working condition (for example but not limited to all required inspections up to date, no holes in the trailer, functioning drive systems, and well-maintained tires). FEMA will perform spot checks to ensure trailers are in an acceptable condition. FEMA may request special categories of trailers including flatbeds, step-decks, refrigerated trailers, and drop-decks, as required and will provide notification of the requirements as soon as possible. FEMA anticipates special category trailer quantities to be no more than 10% of the total full operational capacity (FOC) number of trailers required. Upon notification of special category trailers, contractor(s) will ensure that the proper load blocking and bracing equipment is ready and available with each special category trailer. Those trailers supporting FEMA’s power missions for generators and special category commodities will be deployed directly from a FEMA Distribution Center to the established

ISB/FSA/POD. When notified of FEMA’s power missions and special category loads, the contractor will dispatch a suitable power unit and special category trailer directly to the specified distribution center for loading and transporting those commodities directly to ISB/FSA/POD.

These requirements will be detailed to meet the a specific Task Order requirement.

6. TRANSPONDERS

All trailers used in these operations will have FEMA GPS-enabled ITV transponders attached before leaving the site. FEMA personnel will provide, for installation by the contractor, the transponders at the designated site. The task order contractor, in concert with FEMA LSCMS

SME, will be responsible for, and work together to ensure that all trailers departing the cross-docking site have transponders attached and retain their GPS-enabled ITV as they move forward to their final destinations. FEMA is responsible for ensuring GPS transponders are removed from trailer upon carrier/owner arriving to recover their trailer and departure from the FEMA site.

7. SHUTTLE SERVICE AND DRIVERS

A. The cross-docking operation will require two sets of shuttle drivers. One set of shuttle drivers will transport trailers between the cross-dock site and the ISB/FSA. The second set of shuttle drivers will transport trailers between the ISB/FSA and the state points of distribution, (POD). The task order contractor will determine the exact number of shuttle drivers per group; however, the contractor must be able to meet FEMA operational tempo requirements. FEMA will reserve the right to increase and/or decrease the shuttle service missions based on FEMA’s mission requirements; therefore, this aspect of the operation must maintain scalability. The concept of the operation will be as follows: The first group of shuttle drivers will move contractor trailers from the cross-docking site to the ISB/FSA and return with empty contractor trailers as they become available. The second group

(optional-dependent upon requirements) of drivers will move FEMA and contractor trailers from the ISB/FSA to a POD and return empty contractor trailers to cross dock location and/or demobilize those trailers. Shuttle drivers will be responsible for moving empty FEMA trailers from the POD’s back to the ISB / FSA. FEMA will provide priority of the commodities and trailers moving between all locations to the contractor representative at the cross-docking site and ISB/FSA for dispatching purposes.

B. The ISB/FSA will require shuttle drivers to transport trailers to various locations during the performance period.

C. General Driver Requirements for all operations are as follows:

• Valid Driver’s License.

• Clean driving record and must be able to pass a criminal background check.

• U.S. citizen.

• FEMA recommends that the task order contractor appoint drivers with sleeper cabs due to no accommodations for lodging at cross dock site or

ISB/FSA. However, this determination will be made by the contractor.

• Lodging, meals, rest, driving logs and all other related care services are the responsibility of the contractor for all contractor employees and personnel.

FEMA is not responsible for any of the aforementioned care services of any contract employee or their support staff.

• Must maintain active driver logs and follow all local, tribal, state, and federal

Department of Transportation (DOT) and Department of Motor Vehicle rules and regulations.

D. Contractors are fully responsible for any damage to any FEMA owned or FEMA leased trailers under the control of the contractor.

E. FEMA also possesses the right to contract with other selected carriers to obtain retrograde line haul services for FEMA owned or FEMA leased trailers located at the cross-dock site, ISB/FSA/ POD for retrograde missions.

F. Fuel and Repairs - The selected contractor will be responsible for maintaining all power units and equipment associated with the shuttle services including providing fuel and maintenance.

8. DEACTIVATION

8.1 Site/Facility/Base Deactivation

FEMA may deactivate operations at any time as the disaster shifts from response to recovery and where fewer trailers are required. The FEMA Contracting Officer will notify the task order contractor as soon as FEMA leadership determines that either the site, yard, or base is no longer required. FEMA will provide a deactivation date and the contractor will have a minimum of 72 hours from that date to retrieve all its owned or leased trailers still at the cross-docking site and/or the FSA/ISB/POD, as well as demobilizing all its MHE and personnel. The task order contractor is responsible for relocating its own personnel and resources associated with the operation.

8.2 Trailers and Shuttle Drivers

After the site has been deactivated, a limited number of contractor trailers and shuttle drivers will likely still be needed and be involved in the disaster recovery phase. FEMA will determine the exact number of each. Contractor trailers loaded with retrograde commodities located at the cross-docking site and ISB/FSA/POD must be returned to FEMA distribution centers, FEMA designated donation sites, and/or FEMA partner distribution centers. FEMA will work with the contractor to ensure retrograde delivery priorities and delivery dates are reasonable.

9. EXERCISES

FEMA will use the guiding principles of the Homeland Security Exercise and Evaluation Program

(HSEEP) which provides a set of guiding principles for exercise programs, as well as a common approach to exercise program management, design and development, conduct, evaluation, and improvement planning. HSEEP exercise and evaluation doctrine is flexible, adaptable, and is for use by stakeholders across the whole community and is applicable for exercises across all mission areas – prevention, protection, mitigation, response, and recovery. The HSEEP is provided in the following link:

http://www.fema.gov/media-library-data/20130726-1914-25045-8890/hseep_apr13_.pdf http://www.fema.gov/media-library-data/20130726-1914-25045-8890/hseep_apr13_.pdf

The exercises of consideration for evaluating the cross dock & ISB/FSA concepts will consists of discussion-based exercises such as seminars, tabletop exercises and workshops that will enable both FEMA and the contract contractor(s) to better prepare and train for the implementation of the concept. FEMA will conduct a one-time discussion-based exercise during the post award orientation, i.e., kick-off meeting. This exercise that will be utilized primarily for testing and evaluating the concepts. The kick-off meeting introduces the members of the FEMA Team, FEMA Contracting Officer and the contract contractor(s) and provides the opportunity to discuss the role of each team member. Other base elements in the project that involve the contractor may also be discussed at this meeting (schedule, status reporting, etc.).

The basic format of a kickoff meeting includes the roles of and contributions from each stakeholder involved in the cross-docking concept. It also mentions the risks and issues involved, particularly those that may affect project quality standards, pricing, schedules, reporting, etc.… and any impediment that could possibly lead to decreased customer satisfaction. This is the point of which any ambiguity pertaining to the cross-docking contract and/or operational processes from FEMA stakeholders is explicitly mentioned and discussion with the contractor(s).

9.1 Proof of Concept

During the base year of performance, contract awardees shall be required to conduct a one-time full scope discussions based, proof of concept exercise / evaluation at FEMA’s expense. This exercise will be piloted to provide FEMA with a sufficient level of confidence for satisfactory response to any upcoming task orders. This exercise shall consist of discussions and scenarios surrounding the Indefinite Delivery, Indefinite Quantity Contract (IDIQ) number of trailers, notional cross dock site, notional MHE densities, shuttle missions as well as number of contractor support personnel to operate the cross docking operational functions. FEMA will conduct this exercise at either the Frederick, MD, Cumberland, MD distribution center or at the FEMA

Headquarters component in Washington, D.C. FEMA will fully fund the actual costs of the exercise however any associated expenses for conducting the exercise accrued by the contractor’s participants will not exceed the aggregated maximum cost set aside and designated for the kickoff meeting. This cost will be a part of the Contract Line-Item Number Structure guaranteed minimum.

During this discussion-based Proof of Concept Exercise, contract contractor(s) shall be required to participate in this one-time discussion based simulated task order. The contractor performance will be evaluated against the (KPP) contained in section 12 of the PWS and in the Quality

Assurance Surveillance Plan (QASP).

10. BACKGROUND INVESTIGATIONS/SECURITY

10.1 Background Investigations

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to

Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access

Contractor personnel occupying positions or performing functions with a low-risk designation and who do not require access to DHS or FEMA information systems shall undergo a Tier 1 (T1) background investigation which is equivalent to the previously identified National Agency

Check with Inquiries (NACI). Either of these investigations must be supported by a separate credit check and must receive a favorable adjudication thereof from FEMA PSD prior to holder performing work under this contract. A favorably adjudicated NACI & C will remain acceptable for the purpose of reciprocity where a T1 investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Low Risk with Information System Access

Contractor personnel occupying positions or performing functions with a moderate risk designation shall undergo a Tier 2 Suitability (T2S) background investigation which is equivalent to the previously identified Moderate Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated MBI will remain acceptable for the purpose of reciprocity where a T2S investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Moderate Risk

Contractor personnel occupying positions or performing functions with a moderate risk designation shall undergo a Tier 2 Suitability (T2S) background investigation which is equivalent to the previously identified Moderate Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated MBI will remain acceptable for the purpose of reciprocity where a T2S investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

High Risk

Contractor personnel occupying positions or performing functions with a high-risk designation shall undergo a Tier 4 (T4) background investigation which is equivalent to the previously identified Background Investigation (BI) and must receive a favorable adjudication thereof from

FEMA PSD prior to the holder performing work under this contract. A favorably adjudicated BI will remain acceptable for the purpose of reciprocity where a T4 investigation is required for a period of 5 years from the date of completion and favorable adjudication provided that all other requirements for the application of reciprocity are met.

Background Investigation Process

Contractors performing on this contract must be United States Citizens. Contractor applicants must also be 18 years of age or older to allow for the conduct of certain security related queries.

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA

Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract

Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

• the investigation was completed within the last year

• it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract

• the contractor personnel have not had a break in employment since the prior favorable adjudication; and,

• FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email to the contractor personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s Electronic

Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

• Standard Form 85P, “Questionnaire for Public Trust Positions”

• Optional Form 306, “Declaration for Federal Employment”

• SF 87, “Fingerprint Card” (2 copies)

• DHS Form 11000-6, “Non-Disclosure Agreement”

• DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act”

Applicants born outside the United States will be required to provide proof of citizenship in the form of a Certificate of Naturalization (Form N550 or N570), an unexpired U.S. Passport, or

State Department issued Consular Report of Birth Abroad (CRBA) (FS-240)

FEMA PSD will only accept complete packages consisting of all the above document and

Standard Form 85P, which must be completed electronically through the Office of Personnel

Management’s e-QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly…