Attachemnt 2 SOW Infant Toddler Kit FINAL revision.pdf

Attachment 2

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW)

FOR

Infant/ Toddler Kit July 20, 2012

Statement of Work Infant/ Toddler Kit

GENERAL INFORMATION

PURPOSE:

The purpose of this solicitation is to identify sources to assemble and deliver complete Infant and Toddler Kits for immediate deployment to FEMA Distribution Centers (CONUS & OCONUS) and disaster sites (CONUS &OCONUS).

DEFINITIONS:

Steady State: Commodities required for stock replenishment during normal operations in preparation for emergency response operations.

Emergency Response/Surge Operations: Commodities required for immediate need in support of national emergencies such as man-made or natural disaster and National Special Security Events.

WORK TASK

The vendor shall have a primary and alternate (if applicable) Point-of-Contact person(s) with the authority to commit the company, as required to execute any and all Delivery Orders. This or these individual(s) must be available 24 hours/7 days per week and provide contact numbers and e-mail for 24-hour contact.

The contractor(s) shall:

Task 1: Refresh (CLIN 0001, 1001, 2001, 3001, & 4001)

• Procure the ten (10) perishable line item Infant/Toddler Kit components (line items (L/I) 1-7, 16, 17 & 23), refresh the kits located at the Distribution Center (DC), and reassemble. The Contractor(s), using their own equipment, shall inventory all materials, and prepare an excel spreadsheet that compiles all perishable and non-perishable components of the kit. For the perishable items, the spreadsheet should capture data regarding the manufacturer, item description, quantity, expiration dates, and lot numbers. The Contractor(s) shall email the Contracting Officer’s Representative (COR) a copy of the spreadsheet once the kits have shipped. The contractor(s) shall label each kit as described in the Packaging/Labeling found in Section C.8 of this solicitation package.

o All perishable items delivered will have a minimum nine (9) month of usable shelf life at delivery. Once the initial products reach five (5) months of remaining usable shelf life, the vendor will complete a one (1) time refresh of the perishable items with another set of perishable items with a minimum nine (9) months of usable shelf life. This action will be completed by the vendor for those kits stored at CONUS DC locations.

Those items swapped out at the five (5) month mark will be the property of the vendor for disposal. Once the kit is re-kitted the vendor will update the excel spreadsheet and provide copy via e-mail to the COR as well as update the kit packaging/label. For OCONUS orders, the Contractor will only need to ship the refresh items to the Distribution Center and FEMA personnel will perform the refresh action.

Task 2: Steady State/ Pre-Staging (CLIN 0002, 1002, 2002, 3002, & 4002)

• Assemble the Infant/Toddler Kit components and deliver to a predetermined FEMA Distribution Center under Steady State conditions. The Contractor(s) shall assemble the kits at the Contractor(s) location and deliver full, complete kits to predetermined FEMA Distribution Centers. The Contractor(s), using their own equipment, shall inventory all materials and prepare an excel spreadsheet that compiles the perishable and non-perishable components of the kits. For the perishable items; the spreadsheet should capture data regarding the manufacturer, item description, quantity, expiration date(s) and lot numbers. The Contractor(s) shall email the Distribution Center supervisor and the Contracting Officer’s Representative (COR) a copy of the spreadsheet once the kits have shipped. The contractor(s) shall label each kit as described in the Packaging/Labeling found in Section C.8 of this solicitation package.

o All perishable items delivered will have a minimum nine (9) month of usable shelf life at delivery. Once the initial products reach five (5) months of remaining usable shelf life, the vendor will complete a one (1) time refresh of the perishable items with another set of perishable items with a minimum nine (9) months of usable shelf life. This action will be completed by the vendor for those kits stored at CONUS DC locations.

Those items swapped out at the five (5) month mark will be the property of the vendor for disposal. Once the kit is re-kitted the vendor will update the excel spreadsheet and provide copy via e-mail to the COR as well as update the kit packaging/label. For OCONUS orders, the Contractor will

Task 3: Emergency Response/ Surge Operations (CLIN 0003, 1003, 2003, 3003, & 4003)

Assemble and deliver a minimum of ten (10) Infant and Toddler kits to disaster sites to meet the required delivery date as prescribed in the below Deliverables and Delivery Schedule found in section B-2. In the event of a major or catastrophic event, the vendor(s) shall demonstrate the capability to support a maximum requirement of 1,130 Infant Toddler kits. During a major or catastrophic event, Infant and Toddler Kits will be ordered in quantities of ten (10) up, to a maximum of 1,130 kits. The Contractor (s), using their own equipment shall inventory and validate receipt of materials, prepare an excel spreadsheet that compiles the perishable and non-perishable components of the kit. The spreadsheet should capture the manufacturer, item description, quantity, expiration date and lot numbers (perishable items). One (1) copy of this spreadsheet shall be left on-site with the FEMA Logistics POC and a copy shall be forwarded to the COR within 48 hours of kit shipment. The contractor(s) shall label each kit as described in the Packaging/Labeling found in section C.8 of this solicitation package.

o All perishable items delivered will have a minimum nine (9) month of usable shelf life at delivery. Once the initial products reach five (5) months of remaining usable shelf life, the vendor will complete a one (1) time refresh of the perishable items with another set of perishable items with a minimum nine (9) months of usable shelf life. This action will be completed by the vendor for those kits stored at CONUS DC locations.

Those items swapped out at the five (5) month mark will be the property of the vendor for disposal. Once the kit is re-kitted the vendor will update the excel spreadsheet and provide copy via e-mail to the COR as well as update the kit packaging/label. For OCONUS orders, the Contractor will

QUALITY CONTROL

Upon notification from FEMA or other sources (i.e. Food and Drug Administration, Food and Safety Investigative Service, Consumer Product Safety Commission, etc) of a mandatory or voluntary vendor/manufacturer initiated recalls, of ANY kit commodities, the contractor shall provide immediate replenishment of affected components. The contractor will be responsible to perform the replenishment at the designated location of the affected kits and will be responsible for disposal of the affected products. During Emergency Response Operations, the replenishment timeframe shall be not later than 48 hours from notification. During Steady State, the replenishment timeframe shall be not later than 10 calendar days from notification.

DELIVERABLES

The Contractor(s) must be able to accommodate requirements during periods of Steady State and Emergency Response operations.

Steady State:

During steady state actions, if no Emergency Response/Surge Operations have occurred during the same contract period, the Contractor(s) shall be capable of delivering a minimum of two

(2) fully packaged kits within 30 days to FEMA DC Frederick or as directed to another FEMA DC.

Disaster Emergency Response/ Surge Operations:

During a FEMA response operation, the Contractor(s) shall have the capability to produce a minimum of ten (10) and up to 1,130 Infant and Toddler kits within 120 hours from the time of request, and maintain this state of performance for up to a maximum of 30 days or longer. The Contractor(s) shall be prepared for the possibility of providing kits to multiple events simultaneously.

During Disaster Emergency Response/ Surge Operations, Infant and Toddler Kits will be ordered in multiples of ten (10) up to a maximum of 1,130.

Delivery (Emergency Response) various transportation options may be used depending upon the current and forecasted disaster conditions.

• CLIN 0007, 1007, 2007, 3007, & 4007

o Contractor uses expedited freight shipping (no less than 28’ trailer) to meet the required delivery date at an ISB with the condition that the trailer will be dropped and detained up to 30 days. (20 kits or less). The contractor will retrieve the trailer once FEMA notifies that it has been unloaded.

o Contractor provided transportation (53’ trailer or smaller vehicle, not less than 28’) directly to a location specified by FEMA with the condition that the trailer will be unloaded and the driver released.

The contractor will retrieve the trailer once FEMA notifies that it has been unloaded.

WORK TASK