DOTS-VIPR Industry presentation_LMD Final_ILP_021925.pdf

Disaster Overseas Transportation Support (DOTS) –

Virgin Islands & Puerto Rico (VIPR) Industry Day

FEMA Transportation Management Division

19 February 2025

Federal Emergency Management Agency

Helping people before, during and after disasters FEMA.GOV

FEMA Industry Liaison - Housekeeping

This webinar will not be recorded

Participants will receive a copy of today’s slide deck

Place all questions within the Q&A box for panel response

Closed Caption is available in this session if needed

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Disclaimer: Information shown within this presentation is notional and subject to change at the discretion of the agency contracting or program official.

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Table of Contents

- LMD/TMD Mission Statement

- Background

- Contract Expectations

- CONUS Staging Yard

- Cross-Dock/Port of Embarkation

- Contractor Personnel

- Concept of Operations

- Contract Overview

- Questions & Answer

Transportation Division Requirement Overview

FEMA Transportation Management Division wants to obtain an all-inclusive, multimodal transportation and shipping service from the Continental U.S. to a point of origin in Puerto Rico and the Virgin Islands. This will supplement a limited FEMA footprint of full time/CORE personnel and staged commodities as well as assist inter-agency resources and support functions to support critical needs such as transportation, electricity and sewage repairs, and provide basic human needs like water, meals, and shelter to those in need.

Background

The Federal Emergency Management Agency (FEMA) Region II has the responsibility of supporting the disaster response and recovery efforts for United States territories of Puerto Rico and the U.S.

Virgin Islands. Our Response and Recovery Program efforts revolve around supplying the affected area with Initial Response Resources (IRR).

Background Continued

FEMA’s Transportation Management Division’s objective is to establish an Indefinite Delivery, Indefinite Quantity (IDIQ) contract vehicle to obtain all inclusive, multimodal transportation and shipping services from a Continental United States (CONUS) point of origin to Outside Continental

United States (OCONUS) point of need through response and retrograde operations. For the purpose of this contract the OCONUS areas are Puerto Rico (to include Mona, Culebra, and Vieques) and the

U.S. Virgin Islands.

This may require cross-docking, staging yards, warehousing services, material handling equipment, and all necessary labor to fulfill such transportation services that are needed to successfully complete

FEMA’s mission.

Contract Expectations

• The Contractor shall be fully functional within 48 hours of task order award.

• All resources, equipment, and personnel should be available to perform all services in the

Performance Work Statement.

• The Contractor must have the capability in their network to meet the demand and respond to the movement of approximately 4,000 trailers/containers on a monthly basis with a sufficient number of chassis to support.

• The Contractor shall provide door-to-door, cross-dock, freight forwarding service operations (sea conveyance) of FEMA’s life-saving resources, equipment, and supplies from FEMA and Federal

Response partners from CONUS locations to sites specified in task orders and designated by FEMA through retrograde operations.

CONUS Staging Yard

• A secured trailer/truck staging yard may be required to facilitate port operations.

• Must be able to hold up to 300 trailers and provide wrap around services.

• Must be located within a 20-mile radius of the Cross-Dock facility/port.

• Shall be accessible 24 hours a day, 7 days a week and require a plan to temporarily hold trailers/containers or generators that are commercial, DHS/FEMA, or other federal agencies.

• Facility must be clean, well lit, and paved or gravel with the ability to provide secured holding of trailers prior to delivery to the Cross-Dock facility or port of embarkation.

Cross-Dock/Port of Embarkation

• Contractor will need to cross-dock or transload commodities into 20-, 40-, or 53-foot shipping containers/trailers or a combination and provide necessary chassis or flatbed trailers to the port for loading.

• This may include equipment or vehicles that can not be containerized.

• FEMA will inspect contents, provide a Bill of Lading (BOL), seal the container, and affix a FEMA transponder for in-transit visibility.

• The Contractor is fully responsible for coordinating loading their vessel and must provide all container/material handling equipment.

• Dedicated vessels shall be size equivalent of vessel capable of fitting 400 containers.

Cross-Dock/Port of Embarkation Continued

• The Contractor shall inform FEMA within 24 hours of arrival at the seaport of debarkation and provide manifest of inbound containers/equipment with an Arrival Visibility Report.

• The Contractor is responsible for providing required documentation to clear the containers for onward movement to the destination.

• FEMA is responsible for providing the Contractor the priority of movements to the destination.

• Any FEMA containers/equipment remaining at the port will be consolidated and marked to identify the resource.

• If containers can not be received at destination, the Contractor is responsible for locating secure, covered warehousing for storage at multiple locations.

Cross-Dock/Port of Embarkation Continued

• The Contractor will provide a detailed manifest that specifies type of resources moving in a specific container and will reconcile with FEMA within 24 hours of departing and again within 24 hours at receiving port.

• The Contractor shall plan for an OCONUS Container Staging Area/Services for reception, material/container handling, and loading of breakbulk cargo as well as vehicles and other rolling stock.

Contractor Personnel

• The Contractor shall provide qualified personnel to perform all requirements specified in the

Performance Work Statement.

• The Contractor must have in-depth knowledge and a high level on demonstrable expertise in the particular requirements necessary to successfully ship resources via ocean going vessel, pre- and post-incident sustainment shipping.

• The Contractor shall submit in writing the availability of key personnel who will be assigned to a task before disaster activations are declared and includes full and part-time personnel.

• The Government reserves the right to assess the technical skills, competencies, and suitability of contractor personnel and to request replacements if determined to be needed.

• Identification badge, background investigation for those that require access to DHS or FEMA information systems, routine access to DHS/FEMA facilities.

Contractor Personnel Continued

• Key contract personnel for this contract will be; Contracts Administration Program Manager and

Contracts Operations Project Manager.

• Key personnel will not be replaced without approval from Government Contracting Officer. Key personnel must be available and actively engaged 24/7 basis through the lifecycle of the task order.

• Contractor employees must understand and abide by DHS Security established rules, regulations, and policies concerning safety and security.

• The Contractor must demonstrate that both the organization and proposed key personnel can successfully complete the efforts under this acquisition.

Concept of Operations

• FEMA directed movement of commodities to designated staging area/catch yard and either live offloaded or staged.

• FEMA will create new ASN/DO prior to departure from staging area.

• Contractor will meter trailers directly to Cross-Dock or Port pending vessel assignment.

• This limits the number of ASN’s, maximizes contractor capability and vessel efficiency.

• Simplifies the tracking process for FEMA and Contractor.

Potential Port of Embarkation

FEMA Distribution Center

Ports identified for reference and used as example only.

Concept of Operations

Catch Yard:

Resources received at catch yard for metering by priority

Cross Dock:

Trailers and break-bulk commodities transferred to containers or flat racks as needed.

Empty trailer/chassis

/container yard

Port of Embarkation

One site code in the system allows for greater vendor flexibility. Contractor and FEMA must reconcile all movements for accuracy and visibility.

All sites will have FEMA TSUL’s, LSCMS personnel, and contractor staff to ensure continuity for all STOS and contractor shipments.

Port Area of Operations

Concept of Operations - Communications 15

MCC

OCONUS MCU

CONUS MCU

Empty Trailer Yard - ETY

Cross-Dock - CD

Catch Yard - CY

Sea Port

• MCC provides MCU at port with priorities, approved orders, and movement information.

• MCU coordinates with CY and CD for incoming movements.

• CD provides daily updates on trailers moved to seaport.

• ETY coordinates with MCC for empty trailer recovery and retrograde.

• Port informs MCU of vessel manifest and departure schedule.

• MCC provides OCONUS MCU ship manifest.

• OCONUS MCU provides MCC with updated priorities.

Distribution Center

Concept of Operations

• Trucks staged at FEMA Distribution Centers/Warehouses in Puerto Rico to facilitate delivery to staging area or port for movement to Virgin Island.

• Vessel arrival at designated port offloaded and containers/trailers moved to Cross-Dock or staging/catch yard to clear port space and await further deployment.

• FEMA verifies shipments at port and updates trailer location.

Ports identified for reference and used as example only.

Contract Overview

• FEMA Intends to award multiple Indefinite Delivery/ Indefinite Quantity (ID/IQ) contracts that represent the

Best Value to the Government.

• A Task Order Proposal Request (TOPR) will be issued to all awardees of the ID/IQ contract with rapid proposal response timelines.

• ID/IQ awardees shall compete for the award of individual Task Orders.

• The Task Order award will also be based on the proposal that represents the Best Value to the Government evaluation methodology.

• Task Orders will be issued on a Firm Fixed Price (FFP) bases.

• A Request for Information (RFI) will be posted on SAM.gov under RFI# 70FB7025I00000001. Please continue to monitor SAM.gov for the posting.

Capabilities Statement with RFI

• 1. Company Overview

• Mission and Vision

• History & Experience

• Core Competencies

• 2. Services Offered

• Types of Freight Transport

• Specialized Services

• Logistics Solutions

• Technology and Innovation

• Customer Service Excellence:

• 4. Experience & Expertise

• Industry Experience

• Previous Projects/Clients

• Geographical Coverage

• 5. Key Personnel

• Leadership Team

• Skilled Workforce

• 6. Performance Metrics & Quality

Assurance

• Reliability & Track Record

• Safety Records

• 7. Capabilities & Equipment

• Fleet & Equipment

• Warehouse & Infrastructure

• 8. Certifications & Compliance

• Industry Certifications

• Regulatory Compliance

• 9. Past Performance/Case Studies

• 10. Contact Information Responses are due by Feb. 28th,2025

NLT COB

Send to: FEMA-Industry- Registration@fema.dhs.gov Subject Line: LMD VIPR Capabilities [Company Name]

On Friday, February 21, 2025, we will publish a Request for Information (RFI) on SAM.gov. We encourage you to review the RFI and submit your responses, including answers to the listed questions in the RFI and details on your capabilities to meet the contract requirements in the format listed below.

RFI# 70FB7025I00000001

Question & Answers

Reminder: Please place all questions within the Q&A Section for response by the Panelists. Thank you!

Closing Remarks

Thank you for attending this event

The webinar has concluded