Amended_Attachment_2_Statement_of_Work_-_Bottled_Water.docx

HSFE70-17-R-0019

Attachment 2

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For Bottled Drinking Water (Replenishment/Emergency Declaration)

I. PURPOSE

The purpose of this Indefinite Delivery/Quantity contract vehicle is to provide bottled drinking water for Steady State and Presidentially declared Emergency Responses to the Federal Emergency Management Agency (FEMA).

II. SCOPE

The Contractor shall furnish all professional, technical and clerical services, as well as materials, equipment and facilities, to meet the stated specifications and the project requirements as defined in this SOW.

III. DEFINITIONS

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

b. Emergency Response/Surge Operations: Commodities required for an immediate need in support of national emergencies that may be man-made, natural disasters or a National Special Security Event.

c. Truckload (TL): FEMA is estimating 18,000 liters per 53ft trailer to be the industry standard.

d. Tracking Capability: Contractor shall have the capability to track individual truckloads by using a satellite tracking system or equivalent to provide immediate product location.

IV. SPECIFIC WATER REQUIREMENTS

Quantity: A minimum of 18,000 liters and maximum of 2,700,000 liters per delivery order. Water will be delivered to FEMA’s contiguous United States (CONUS) Distribution Centers or to Incident Support Base (ISB) or Staging Area (SA) to meet the required delivery date as prescribed below in Deliverables and Delivery Schedule.

Product Standards: Acceptable types of water are purified or spring water. All water shall be of domestic origin. All water shall be produced, packaged, labeled, transported, stored and handled in accordance with Title 21, Code of Federal Regulations, Parts 101, 110, 129 and 165 and all other applicable Federal, state, and local laws and regulations. All bottles of water must contain an expiration or “best if used by” date that is no sooner than 24 months from the date of delivery or as negotiated by the Contracting Officer (CO).

Primary Container: The water shall be packaged in single-service polyethylene terephthalate (PET) bottles with flat caps or similar packages suitable for water consumption. Primary bottles shall be 1 liter in size. Alternative sizes and containers may be acceptable during an emergency response as negotiated by the Contracting Officer (CO). (Generally 0.5 liter is requested in those circumstances).

Packaging of Shipping Cases: Water shall be packed in the vendor’s standard commercial casing, which shall be shipped on industry standard size pallets (48L inches by 40W inches, 4-way). Pallets must arrive stretch-wrapped with no less than 10 layers of covering. Material shall be stacked so the total height of each pallet and material does not exceed 55 inches. Pallets shall be hardwood and designed for pickup from all four sides. Shoring and bracing shall be used to prevent shifting during transit. Contractor shall use edge protectors, angle boards or corner protectors on each pallet to prevent shifting and reduce damages during movement

V. DELIVERABLES AND DELIVERY SCHEDULE

The Contractor shall be able to accommodate requirements during periods of Steady State and Emergency Response operations. The Contractor shall provide a primary and alternate (if applicable) Point-of-Contact person(s) who will have the authority to commit the company, as required to execute any and all Delivery Orders. During an emergency response, this or these individual(s) must be available to initiate Delivery Surge Order production 24 hours/7 days per week, including telephone/pager numbers/email for 24-hour contact.

a. Deliverables:

1. Steady State:

During steady state actions, if no Emergency Response/Surge Operations have occurred during the same contract period, the Contractor shall be capable of delivering a minimum of one (1) truckload of drinking water within 30 days of award of a delivery order. This shipment will be delivered to a FEMA Distribution Center as directed by the Contracting Officer (CO) or Contracting Officer Representative (COR).

2. Disaster Emergency Response/ Surge Operations:

· During an emergency response operation, FEMA requires the Contractor to have the capability to provide up to 900,000 liters (50TL) per day within 24 hours of Authorization To Proceed (ATP), with not-to-exceed 2,700,000 liters (150TL) total delivery by Day 3 (within 72 hours of ATP).

· During an emergency response, the expected product shelf life shall be a minimum of 24 months (18 months of remaining shelf life may be accepted during an emergency response) from the date of delivery unless otherwise approved by the COR or as negotiated by the CO.

· During an emergency response, the Contractor shall deliver bottled drinking water to the event site anywhere in the contiguous United States and drop the trailers. All emergency response delivery orders shall be dropped at the ISB, SA or alternative location as negotiated by the CO. The trailers may remain in the Government’s possession as long as 30 days or greater.

· During an emergency response, the Contractor shall also have the capability to provide various transportation options:

· Pick up water from the Distribution Center and deliver it to a location specified by FEMA. This includes moving water that was delivered to an ISB.

· Diverting water from an originally specified location to another location.

· Adding mileage onto an originally scheduled location.

· Moving trailers to alternate locations with limited notice.

· Be ready for other water delivery situations that may arise during an event, and be adaptable enough to accommodate any other requests from the CO/COR, within reason.

· Upon conclusion of the emergency response the Government will either notify the Contractor of the trailer location for retrieval or deliver the trailer to the Contractor location. Detention charges will cease @ 1600 local time on the day of retrieval notification email.

· Note – Proposed Locations: Contractor should be able to support the following geographical areas.

· All CONUS/ outside contiguous United States (OCONUS)

· The four regions specified in Appendix 1

b. Tracking Capability for Steady State and Emergency Response

· The Contractor shall electronically track and monitor shipments from its place of origin to the destination (Example; real time GPS) and be able to provide real-time position to the Government.

c. Contracting Required Training:

· During the base year of the contract period of performance, and once again in future years if FEMA transitions to a new system, FEMA will require at least two (2) individuals from the Contractor’s staff to be trained in the agency’s inventory system of record: Logistics Supply Chain Management System (LSCMS). This training will allow Contractor to enter individual shipments for FEMA’s visibility. The training will take place in person at FEMA HQ, Washington, DC, and be for one day.

VI. PERIOD OF PERFORMANCE

The period of performance shall be one (1) base year with four (4) one-year option periods.

VII. DELIVERY LOCATIONS & RECEIVING HOURS

For Steady State, the Government will require delivery to the following Distribution Centers (DCs):

DC Frederick 08:00 – 14:00 Mon- Fri Department of Homeland Security/FEMA-Frederick 4420 Buckeystown Pike Frederick, MD 21704

THU Cumberland 08:00 – 14:00 Mon- Fri Department of Homeland Security/FEMA-Cumberland 11601 PPG Road Cumberland, MD 21502

DC Fort Worth 08:00 – 14:00 Mon- Fri Fort Worth Federal Center 501 W Felix Street Bldg 12 Fort Worth, TX 76115

DC Atlanta 08:00 – 14:00 Mon- Fri 3780 South Side Industrial Court Atlanta, GA 30354

DC Moffett 08:00 – 14:00 Mon- Fri NASA Ames Research Center Bldg 144, Door 7 Moffett Field, CA 94035

Hours of Performance: The vendor shall schedule all delivery activities with the appropriate delivery point of contact after award. During an emergency declaration, delivery must commence within 24 hours of delivery order award. Exact time will be provided in the Delivery Order Request for Quote. During steady state, delivery acceptance will be between the operating hours of Mon – Fri 8am – 2pm local time unless otherwise stated.

VIII. RECORD KEEPING AND ACCEPTANCE:

The Contractor shall ensure a FEMA representative signs for receipt of water at each location at the time of delivery. This signature(s) does not imply inspection & acceptance. The signature only acknowledges the delivery was made. Inspection will be made at the point of final destination; any defects or hidden or latent discrepancies/deficiencies will be reported to the CO or COR.

Contractor shall maintain accurate records of all shipments and deliveries, and ensure that proper signatures by a FEMA representative are obtained for tracking and accountability purposes, in accordance with government regulations. This signature shall be a legal, legible name; not “FEMA Received.”

Contractors shall provide an electronic spreadsheet showing details of commodity shipped from place of origin to destination to COR. At a minimum the electronic spreadsheet must provide these details: Load number, Bill of Lading (BOL) number, nomenclature and units shipped, carrier, truck number, trailer number, place of origin, and destination.

IX. DELIVERY SCHEDULE

Each vendor shall include a proposed delivery schedule for each delivery order issued. Please be aware the proposed delivery schedule provided by the vendor is subject to change due to a FEMA emergency response requirement or an unforeseen priority replenishment requirement. In the event of a change, the FEMA Contracting Officer’s Representative (COR) will coordinate with the contractor and the delivery points of contact to redirect deliveries to the new destination. The contractor is responsible for complying with the delivery schedule and must immediately notify the Contracting Officer or their designated representative of any issues that may affect the vendor’s ability to meet the delivery. Contractors shall be able to track deliveries from point-of-shipment to point–of-receipt. If a change in destination increases cost, you are not authorized to change destination or schedule without the Contracting Officer’s authorization.

X. ADDITIONAL CONTRACT REQUIREMENTS

· Drop Trailer (CLIN X003AA) - Contractor might be required to drop trailer for an upwards to 30 days or more. They will be billed at flat rate per day, based on actual drop days. The contractor will be contacted for trailer pickup at which point daily rate will stop accruing.

· Diversion Mileage (CLIN X003AB) - Sometimes an event or storm shifts directions and impacts several states. This causes FEMA to re-direct the Contractor deliveries that have not reached their original destination. If the change of drop off location occurs beyond 50 miles radius of the original destination point, then the Contractor will bill FEMA at per mile rate for diversions. The diversion mileage will be calculated from the original destination point to the re-directed destination point. The Contractor cannot charge diversion if they have not left the point of origin. The diversion mileage will not be incurred for drop off location changes within 50 mile radius of the original destination point.

· Driver Hour (CLIN X003AC) – Once the Contractor arrives at the destination point, it may take up to four (4) hours for trailer drop coordination. In case of gate delays inhibiting trailer drop off exceeding four (4) hours and fifteen (15) minutes, the Contractor is allowed hourly charge for the waiting period. The trailer’s real-time position must be verifiable via electronic tracking system to demonstrate that waiting period extended beyond 4 hours and 15 minutes. FEMA must be notified immediately if potential gate delays is expected. The Contractor may bill at a minimum of one (1) hour for the waiting time.

· Power Only to Transport Loaded Trailer (CLIN X003AD) – The Contractor will provide power only to a FEMA destination to transport a loaded trailer. This will be billed based on mileage from FEMA pick up point to drop off location. FEMA may change the drop off location up to 50 mile radius which will not incur additional mileage. If the drop off location changes beyond 50 mile radius, then diversion mileage rate will be incurred.

· Power and Trailer to Transport Inventory (CLIN X003AE) – The Contractor provides power and trailer to move FEMA inventory from Distribution Center to event site. This will be billed on mileage from FEMA pick up point to drop off location. FEMA may change the drop off location up to 50 mile radius which will not incur additional mileage. If the drop off location changes beyond 50 mile radius, then diversion mileage rate will be incurred.

· Restocking Fee (CLIN X005) - The initial ordered quantity either decreases or the order is cancelled. The fee covers the costs of restocking decreased or cancelled order to the Contractor.

Attachment 1

For this requirement, FEMA has divided the 48 contiguous states into four geographical zones:

Zone 1 – Southeast: includes the states of Texas, Oklahoma, Arkansas, Virginia, West Virginia, Maryland, Delaware, Kentucky, Tennessee, Louisiana, Mississippi, Alabama, South Carolina, North Carolina, Georgia and Florida.

Zone 2 includes the states of New Jersey, New York, Pennsylvania, Connecticut, Rhode Island, Massachusetts, New Hampshire, Vermont and Maine.

Zone 3 includes the states of North Dakota, South Dakota, Nebraska, Kansas, Minnesota, Iowa, Missouri, Wisconsin, Illinois, Michigan, Indiana, and Ohio.

Zone 4 includes the states of Washington, Oregon, California, Idaho, Nevada, Montana, Wyoming, Utah, Arizona, Colorado, and New Mexico.

OCONUS Locations include: Hawaii, Alaska, The Caribbean, and Guam.

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