ESBD_419151_1749845397696_Exhibit_G_Scope of Work (SOW).pdf

Scope of Work for Contracts

2.1 Project Schedule

The contracting HHS agency will, at its discretion, determine a Project Schedule that will be based upon the elements of each public health emergency or natural disaster affected area. It is the intent of the HHS agencies in issuing this Invitation For Bid (IFB) to provide for emergency transportation services throughout the state to support all-hazards emergency preparedness and response activities.

2.2 Project Scope

The service area is statewide for all-hazards planning and preparedness. In times of and in the need of Emergency Preparedness (public health emergency) and Disaster Response (natural disasters) within the state, HHS agency may notify the Contractor(s) to provide logistical services, support, and necessary resources to respond to the affected area(s) in accordance with the Scope of Work. The Contractor(s) will be responsible for obtaining, securing, maintaining all related equipment, and required support necessary to fulfill the requirements of the SOW throughout the term of the contract.

2.2.1 Current Environment

The emergency environment requires, but is not limited to rapid mobilization, flexibility and the ability to maintain complete situational awareness through real-time tracking, and database management. In addition, Response operations must be sustainable in locations where damage to infrastructure may require alternate communications, power generation, and other critical services. Additional considerations may be required for operating in a security-sensitive or medically-sensitive environment, where protective equipment or other worker precautions may be necessary.

2.2.2 Applicable Laws and Standards

The Contractor(s) must provide service in accordance with all federal, state, and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to:

The regulations of the Federal Motor Carrier Safety Administration as compiled in Title 49, Code of Federal Regulations (49 CRF Parts 300- 399);

Texas Motor Vehicle and Traffic Laws; and

All applicable provisions of State of Texas laws, the Code of Federal Regulations and United States Department of Transportation requirements governing the transportation of freight on the state highway system.

2.2.3 Requirements - Respondent Experience and

Qualifications

Respondent must confirm and provide information in its response regarding required experience and qualifications for Disaster Response with a state or federal agency. If license, certification, or registration is required, the Contractor(s) must provide documented proof that all members of Contractor(s)’s staff has a current license, certification, registration, or other evidence of authority to practice the individual’s profession. Recent start-up businesses or brokers do not meet the requirements of this solicitation.

PLEASE NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has relevant history or expertise. Two companies are considered to be affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other.

Contractor(s) must have a minimum of five (5) years experience (within last seven years) with current or prior companies in performing contracts with state or federal agencies requiring services and deliverables similar in scope and complexity to those specified in this IFB. Respondent shall submit in its proposal a list of references for all identical and similar services, which (a) are similar in size and scope to the requirements of this IFB, and (b) will demonstrate the experience and qualifications requirements for services completed within the past seven (7) years to:

1. transport product to multiple locations, particularly areas located near the Texas coast.

2. deploy within two (2) hours of notification.

3. begin loading product within six (6) hours of notification.

4. respond during emergency periods with high volume request on short notice from the contracting HHS Agency.

5. maintain a website specific to the product and service offerings under the Contract.

Respondent’s references concerning contract experience must include the following information:

1. Contract Description

2. Contract Dates

3. State or Federal Agency Name

4. Points of Contact

5. Address

6. Telephone Number and E-mail Address

7. Billable Hours

2.2.4 Staff and Key Personnel – Qualifications and

Experience

2.2.4.1 Respondent’s proposal will provide an explanation of its staff resources, listing all Key Personnel for the Liaison and Transit Management Services, including the following requirements:

1. Liaison. The Contractor(s) must designate a point of contact and an alternate to be available on a 24 hour, seven (7) days per week basis and must respond to notification(s) of request for EFS within one hour of notification by HHS agency. At the request of HHS agency, the Contractor(s) must provide a liaison to report to the State Operations Center in Austin, Texas or to a designated location for logistic purposes.

2. The Contractor(s)’s representative(s) will be assigned to the staging area and must be responsible for providing liaison and coordination for all transportation services. Upon notification, the Contractor(s) shall mobilize representative(s) within 12 hours to arrive on-site at the staging area designated by HHS agency within 24 hours of the notification.

2.2.4.2 Resumes.

Respondent’s proposal will include résumés for confirmation of the Key Personnel, providing a minimum of two (2) years experience within the last five (5) years in freight transportation services working on projects that are similar in scope and complexity.

2.2.4.3 Respondent’s key point of contact

Respondent’s key point of contact must have a minimum of two (2) years experience within the last five (5) years in freight transportation services.

2.2.5 Requirements - Drivers

A. The Contractor(s) must only use drivers who meet all requirements of the applicable regulations and statutes. All drivers must meet the following requirements, at a minimum:

1. Have Hazardous Material Endorsement (if required for cargo being transported);

2. Have a valid Commercial Driver’s License (CDL) with appropriate endorsement(s) for type and size of vehicle operated and for cargo or passengers being transported;

3. Have a minimum one year experience in the correct handling, securing and transportation of freight;

4. Speak, read, write and understand English;

5. Be able to safely move and lift items weighing up to 75 pounds;

6. Have no Driving Under Influence or Driving While Intoxicated incidents on driving record within the past three (3) years;

7. Have no more than two moving violations on driving record within the past three (3) years;

8. Have no suspended, expired or revoked CDL; Wear at all times when on duty a clearly visible identifying name badge with the company logo or a uniform with the driver’s name and company name or logo clearly marked on the uniform;

9. Be Disaster Response Trained; and

10. Be ready for deployment within two (2) hours of notification.

11. May not drive more than the maximum driver hours of service as established by the U.S. Department of Transportation.

B. Drivers must be self-sufficient for the length of their initial deployment.

HHS agency will not pay for or reimburse for any expense or cost items.

Shown below is a list of several items that are suggested as part of a driver’s deployment "Go Kit".

PLEASE NOTE: The listing of items for the driver’s deployment "Go Kit" includes, but is not limited to, the following:

1. Cell phone and charger (both automobile and AC voltage);

2. Adequate cash and/or credit card(s) to purchase food and lodging;

3. Extra clothes and personal hygiene items;

4. Routine medications, if necessary;

5. Food and water; and

6. Sleeping bags.

C. Drivers must maintain complete and accurate records related to assigned activities to ensure complete documentation of their roles in the emergency freight delivery event. This documentation includes specific information such as pick-up dates and times at specific locations, delivery dates and times at specific locations, and receipt/receiver information, and other records as may be required by HHS agency.

D. All of Contractor(s)'s drivers and other employees who are activated in a public health emergency will be required to sign a Non-Disclosure statement provided by HHS agency. Signed copies of those Non-disclosure statements must be made available upon HHS agency's request.

E. Contractor(s)'s drivers must comply with all applicable rules, regulations and statutes, including but not limited to:

1. The regulations of the Federal Motor Carrier Safety Administration (49 CRF Parts 300-399); and

2. Texas Transportation Code, Title 2, Chapter 5.

F. Contractor(s) and/or assigned drivers must maintain a current fleet inventory, maintenance logs and operational status of all vehicles under contract for an emergency freight delivery event.

G. Contractor will provide King Pin locks and temporary weatherproof signage identifying all equipment contracted to an HHS agency, which must be used to protect and track all equipment required by a contract with an HHS agency. Contractor may not deviate from this requirement except with prior written approval of the contracting HHS agency.

2.2.6 Requirements - Transportation Assets

Respondent must provide in its proposal, a listing that documents all proposed transportation assets that will be made available to the HHS agencies for the purpose of this solicitation.

Respondent must provide a listing of assets to be utilized during any type of possible emergency response, including a description of the types and capacities of each asset.

2.2.7 Requirements - Trailer Assets

The Contractor(s)'s trailers used in emergency freight services must meet the following requirements, at a minimum:

A. Must be self-sustaining in the event electricity is not available. The Contractor(s) must have the ability to provide fuel for refrigerator and freezer units to maintain service at all times.

B. Have the ability to operate 24 hours, 7 days per week, 365 days per year.

C. Be ready to move to new sites as stipulated at the request and authorized direction of the contracting HHS agency.

2.2.8 Requirements - Vehicle GPS Tracking

A. Respondent must provide specific information regarding the vehicle GPS tracking system used to efficiently and effectively manage its business fleet.

HHSC requires vehicle tracking methods that will deliver real time information on the location, activity and mobile inventory of the vehicles assigned to each HHS agency mission request.

2.2.9 Requirements - Documentation for Confirmation of

Services

Contractor(s) must provide documentation of services meeting the following requirements:

A. Confirmation of services delivered as required by HHS agency must be delivered to the persons designated by HHS agency.

B. Documentation to confirm services shall match the information provided on the purchase order and shall include, at a minimum:

1. Delivery date and time

2. Type of delivery

3. Recipient

4. Quantity of Truck and Trailer Numbers

5. Invoice Numbers

6. Signature of receiver at delivery site, including name and agency.

7. Supporting documentation shall include, but is not limited to:

a. Driver logs

b. Vehicle logs

c. Delivery logs

d. Bills of lading

e. Delivery and/or pick-up tickets

8. Transportation documentation shall include, but is not limited to:

a. Hours

b. Miles

c. Line Haul

d. Drayage

e. Demurrage

f. Fuel Surcharge

g. Bill of Lading

h. Driver Sign-In Sheet

PLEASE NOTE: The contracting HHS agency has the absolute and unconditional right to modify, add, or delete documentation, forms and reporting objectives to satisfy requirements levied on the state to validate associated expenses.

2.2.10 Requirements - Trucks Ordered Not Used

Respondent must specify in its proposal a one-time pre-identified and pre-approved fixed rate per asset for each type of truck with driver, each type of trailer, water tanker or other equipment requested by HHS agency but cancelled or rejected at destination. This rate shall not apply to assets that were not placed through a written Purchase Order from HHS agency.

Transportation service responses made without written approval from the HHS agency are placed at the risk of the Contractor and may NOT be eligible for payment.

2.2.11 Requirements - Prime Contractor Personnel and

Proprietary

Subcontractors

A. Contractor(s) must provide continuous voice and data communications with and within its emergency field operation to ensure proper delivery of services and trailers when the local communications infrastructure (land phones, mobile devices that depend on local cell phone antenna networks, and internet connectivity) is disabled and main power is unavailable.

Contractor’s field operation shall demonstrate an ability to send and receive telephone, fax, and e-mail communication continuously throughout the duration of an emergency event.

B. Contractor(s) must be able to track and communicate with their drivers at all times to ensure that service is being performed and that on-demand service requests are handled in a timely and accurate manner.

C. Contractor(s) must provide vehicle tracking information that is available real-time to the contracting HHS agency’s emergency operations management team so that operations can be coordinated with other emergency service providers.

D. All personnel representing a Contractor shall meet all service requirements of the contract and provide quality services to the contracting HHS agency.

E. No subcontract under a contract resulting from this RFP shall relieve the Contractor of responsibility for the services. No Contractor shall subcontract any of its obligations under its contract without prior written approval of the contracting HHS agency. Any subcontract entered into by a Contractor without prior written approval by the contracting HHS agency shall be void ab initio.

F. Contractor(s) must be the primary contact between its personnel and any subcontractors and the contracting HHS agency.

G. Contractor(s) must manage all quality and performance, project management, and schedules for its personnel and any subcontractors.

H. Contractor(s) is solely responsible and accountable for the completion of all work for which the Contractor has subcontracted to another party.

I. The contracting HHS agency shall have the absolute and unconditional right to perform a background check of each Contractor's personnel and any subcontractor proposed by Contractor(s) and to make a determination to approve or reject the use of any proposed

Contractor's personnel or subcontractor(s). Any negative responses or references disclosed in background checks or through any other lawful means may result in disqualification of of the proposed personnel or subcontractor.

J. The contracting HHS agency shall have the absolute and unconditional right to request the removal of any of Contractor's personnel or a subcontractor’s staff that HHS agency deems unsatisfactory.

K. Any subcontracting by Contractor of its obligations under a contract shall be at the Contractor(s)’s expense.

L. During the term of the contract, if the Contractor(s) determines a need for a change in personnel or a subcontractor, then the contracting HHS agency must be notified in writing in advance. Contractor(s) shall be required to provide the contracting HHS agency with references and work history for any proposed new personnel or any/subcontractor. Contractor(s) is not allowed to change Contractor(s)’s personnel without prior written authorization by the contracting HHS agency.

2.2.12 Rates - Transportation Asset with Driver

Contractor(s)’s fixed and hourly rates shall begin once the driver/operator dispatches from a point of embarkation to begin the mission and ends upon the driver/operator’s return to the Contractor(s)’s dispatch center or when the driver/operator has been dispatched for other nonstate contracted business, whichever comes first.

A. Respondent must propose hourly rates for a single “hot shot” mission taking less than a full day.

B. Respondent must propose fixed rates for daily, weekly, or monthly options for extended use and as a per load price.

2.2.13 Required Equipment/Assets/Personnel

The following is a listing of the equipment/assets/personnel which Contractor(s) may be required to provide under the contract. This list should not be considered all-inclusive .

A. Transportation Asset with Driver:

1. Semi-tractor - Truck Load (TL) – 53 Foot Trailer

2. Semi-tractor - Less Than Truck Load (LTL) Size

3. Straight Truck with box - refrigerated/freezer (must be monitored for compliance)

a. (-85) to (-20)°C, as ordered;

b. (-22) to 8°C, as ordered;

c. 15 to 43°C, as ordered.

4. Straight Truck with box - dry

(HHS agency may require that all vehicles listed above must have a lift gate with minimum 3,000 pound capacity)

5. Semi-tractor – no trailer

PLEASE NOTE: The asset listed above shall be used to hook to and pull HHS agency leased trailers (Gooseneck hitch towing is required for HHS agency morgue trailers, as needed).

B. Trailer Rental

1. Contractor’s fixed rental rates shall begin upon the delivery and placement and shall end upon the pickup of the trailer for the following:

C. Fixed rental rate for daily, weekly, or monthly options for:

1. Dry storage

2. Refrigerated storage

3. Freezer storage

4. Delivery Rate

5. Pickup Rate

C. Trailers

The services required from Contractor(s) shall include having the trailer placed and stabilized to be utilized for storage purposes.

Contractor(s) will provide trailers that meet the following requirements:

1. Refrigerated with power, 53 Foot

2. Freezer with power, 53 Foot

3. Dry storage, 53 Foot

PLEASE NOTE: Contractor shall be responsible for fuel and re-fueling to maintain the operation of the refrigeration and freezer units on a 24 hour, 7 days per week basis.

4. Water Tanker

5. Potable water tanker with power and water

The contracting HHS agency, as agent of the State of Texas, has the right to perform operational readiness and safety inspections on all Contractor vehicles, and has the authority to decline any vehicle resource, including drivers, that is not mission-ready, in the sole opinion of the contracting HHS agency.

2.2.14 Requirements - Invoices

Contractor(s) must provide a comprehensive and detailed invoice with reference to the basis for each item charged to HHS agency under the contract. Contractor(s) shall group invoices with no more than 50 invoices per group. Contractor(s) shall provide with each group of invoices a spreadsheet in a format specified by HHS agency. Contractor(s) shall transmit an electronic and paper copy of the each spreadsheet to the HHS agency Contract Manager. Contractor(s) shall submit invoices on a monthly basis.

In addition to the requirements in the preceding paragraph, Contractor(s)’s invoicing to HHS agency is subject to the following:

A. Each Contractor's payment cycle shall not begin until all required documentation has been submitted and verified by HHS agency as complete and accurate.

B. Contractor(s) shall retain all copies of documentation for a period of at least five (5) full years after the Federal final close out of the disaster event related to the Contractor's services.

C. Contractor(s) must attach to each invoice original documentation that validates the charges to ensure timely payment. The original documentation shall include the following:

1. Contract Number

2. Contractor Employer Identification Number (EIN)

3. Date and time of service

4. Service location –GPS coordinates

5. Driver logs

6. Dispatch Tickets

7. Location of service

8. Release Ticket

9. Copy of the HHS agency Mission Request

PLEASE NOTE: Contractor must re-submit any invoice requiring correction to HHS agency with a new invoice date.

2.2.15 Requirements – Reporting

Specifically for HUB reporting purposes, all PAR reports should be submitted on a monthly basis by the 30th day of the following month or 28th day for February. For example, if the contract period commences 9/1/2025, the next PAR form should be sent to the attention of the contract manager by 10/30/2025.

2.2.16 Requirements - Insurance

In conjunction with the insurance requirements stated in the UTCs, the Contractor represents and warrants that it will obtain and maintain, for the term of the Contract, all insurance coverage required to ensure proper fulfillment of the Contract and its liabilities thereunder, at the Contractor’s expense. Contractor shall insure all of its motor vehicles used to fulfill its duties under the contract and ensure that its subcontractors adhere to the same requirements. Such insurance shall comply with Texas statutory requirements and shall cover any cargo being delivered to any contracting HHS agency.

Contractor represents and warrants that all of the above coverage will be obtained from companies that are licensed in the state of Texas, have an “A” rating from A.M. Best, and are authorized to provide the coverage. The Respondent shall furnish proof of insurance, upon request, of any contracting HHS agency.

2.3 Performance Measures and Associated Remedies

HHS agency shall monitor the performance of any contract issued under this RFP. Contractor(s) shall deliver all services and deliverables under the contract at an acceptable quality level and in a manner consistent with acceptable industry standards, custom, and practices.

Contractor(s) must make available all transportation, trailer and tanker truck requirements promptly (as provided above) after receipt of notification by HHS agency. The transportation service details shall be included on the HHS agency notification request. Transportation services procured for all-hazards emergency preparedness may be simultaneously dispatched to one (1) or more locations throughout the state of Texas prior to, during, or after an emergency incident or event occurs. Contractor(s)’s all-hazards planning and preparedness must address all potential natural, technological, adversarial, and/or human caused incidents or events.

Contractor(s’) timely delivery of specified deliverables is critical to success of the contract(s).

HHS agency’s performance tracking of contracts shall be focused on performance and effectiveness of the Contractor(s') operations, including the performance of personnel under the employment or direct control of the Contractor(s).

2.3.1 Contractors must meet the following performance

measures:

1. An e-mail message will be sent to one or more e-mail accounts specified by the Contractor with a request to be on standby for a possible response in the event of a foreseen emergency event. It is the Contractor’s responsibility to maintain one or more current e-mail addresses for this purpose and to send HHSC new e-mails in the event of any changes. Contractor must respond and acknowledge the receipt of the notification within four (4) hours.

2. Contractor must notify HHSC with the estimated delivery arrival date and time to the final destination within 4 hours of receiving the request.

3. Contractor must immediately notify HHSC of any delays that affect the arrival of a delivery.