Recovery Disaster Surge BPA IT Supplies and Equipment SOW.pdf

July 2025 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW)

Recovery Disaster Surge Blanket Purchase Agreement (BPA) for Information Technology (IT) Supplies & Equipment

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

DRAFT

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 2

Statement of Work (SOW) For Recovery Disaster Surge Blanket Purchase Agreement (BPA) for

Information Technology (IT) Supplies & Equipment

1.0 GENERAL

1.1 BACKGROUND

The Federal Emergency Management Agency (FEMA) plays a critical role in coordinating the federal government's response to natural and man-made disasters. The Recovery Directorate within FEMA is responsible for managing the recovery efforts following such Presidentially-declared major disaster events. This includes providing assistance to individuals, communities, and businesses affected by disasters to help them return to normalcy as quickly as possible. The Recovery Directorate regularly needs to purchase supplies and equipment to support recently declared disaster operations with funds from that disaster declaration as quickly as possible after an event has occurred. This includes, but is not limited to, equipment and supplies for housing inspectors, Disaster Recovery Centers, and Recovery Service Centers that support recently declared events. As an example, there were a total of 90 separate major disaster declarations in calendar year 2024. Given the recurring nature of these needs and the urgency with which they arise, FEMA intends to establish a multi award BPA to fulfill these requirements on an as-needed basis to streamline procurement efficiency and readiness during steady state operations and surge events, enabling quicker purchasing of IT Supplies and Equipment that can be funded under major disaster declarations. This BPA supports FEMA’s mission by providing an acquisition vehicle to acquire essential technology assets that are critical to supporting field and headquarters operations after disasters.

1.2 SCOPE

The contractors shall furnish and deliver IT equipment and supplies in support of FEMA disaster operations. Supplies may be requested through individual BPA call orders issued throughout the period of performance. All deliveries must adhere to timeframes and locations specified in each call order.

This BPA covers the procurement of IT supplies and equipment required to support steady state and surge capacity readiness, disaster response efforts and continuity of operations after major disaster declarations. The range of products this BPA includes, but is not limited to are:

• Peripheral Devices (e.g., keyboards, mice, webcams, monitors, docking stations)

• End-User & Mobile Computing Devices (e.g. laptops, tablets, mobile workstations)

• Audio Communication and Accessibility Peripherals (e.g. headsets, headphones, microphones, assistive technology tools)

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 3

• Data Storage Devices (e.g., external hard drives, solid state and universal serial bus drives)

• Networking Equipment (e.g., routers, switches, modems, access points)

• IT Consumables (e.g., cables, adapters, surge protectors, batteries, chargers)

• Printing and Scanning Devices (e.g., printer toner, multifunction devices)

• Security & Authentication Devices (e.g., personal identity verification (PIV) and common access card (CAC) readers)

• Visual Equipment (e.g., projectors, digital displays, whiteboards)

• IT-Related Supplies (e.g. pelican and rugged cases, magnifying devices)

This BPA is limited acquiring physical IT equipment and tangible IT-related supplies and does not cover nor include IT services, such as software development or licenses, consulting, helpdesk support, cloud service subscriptions, warranties or software as a service product, telecommunications service plans or recurring charges, general administrative office supplies, furnishings, or furniture.

1.3 OBJECTIVE

The objective of this multi-award BPA is to provide FEMA with a streamlined and flexible procurement mechanism for acquiring a wide range of IT equipment/supplies required during disaster declarations and emergency response operations. This agreement will help ensure that the Recovery Directorate can maintain uninterrupted technology operations that support delivery of statutory assistance after Stafford Act declarations by obtaining immediate access to essential IT products in support of mission-critical and mission essential activities. This BPA will standardize acquisitions across Recovery Divisions, reduce procurement lead times, and support continuity of operations during surge events.

1.4 APPLICABLE DOCUMENTS

1.4.1 Compliance Documents

• The following guide provides specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract: TRM Disaster Products Guide (Attachment A). The (TRM) provides a list of approved equipment aligned with mission needs in support of the disaster season to streamline acquisitions. Please note additional FEMA-approved items may be approved and added to the list at a later date.

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 4

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE: IT Equipment and IT Supply

When BPA Call orders are placed, the Contractor shall provide the items listed below or equivalent models as specified on (Attachment A), the FEMA Disaster Technical Reference Model (TRM). The Government reserves the right to order all items at once or separately. As stated in Section 1.4.1, additional FEMA-approved items may be added to the list at a later date.

FEMA Approved IT Product Type Make TRM Model Quantity Tablet Apple iPad Pro 11in (or equivalent) 2100 Tablet Dell Latitude 7350 51 Headset Logitech H390 1200 Headset Logitech H570E (981-000574) 4611 Headset Plantronics C3220 1965 Laptop Dell Pro 16 Plus (PB16250) 300 Personal Listening System PockeTalker PKT-D1-EH 600 Smart Card Reader SCM SCR3310 165 Wired Earpods Apple MWTY3AM/A 150 Wireless Earpods Apple MYQY3AM/A 300 Docking Station Dell WD-25 90 Keyboard Dell KB813 900 Keyboard Dell KC 1000 SC 300 Monitor Dell U2724D 402 Mice Optical MS116-BK 1800 USB Hub Tripp Lite U360-004-SLIM 150 Projector Vivitek DX977-WT 12 Does not require FEMA Approval Make Model Quantity Pelican Cases Pak-RITE, LTD 1650 600 USB-C to USB-C Charger Apple MYQT3AM/A 300 Lightning to USB-C Charger Apple MUQ93AM/A 1230 USB-C Charger Apple MWVV3AM/A 1230 Folded Light Magnifier 2X BAUSCH & LOMB, INC BAL813480 600

Illuminated Magnifier 5X Coil-CTP COIL INC 8227/VA 600

LED Desktop Magnifier ULINE H-7692 600 Headset Protective Covers Hamilton HygenX HYGENXCP45 3600 Portable Tablet Stand Saunders Midwest SAU00887 600 iPad Pro Case Otterbox 77-83347 1500

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 5

Dry Erase Board Flipside Products FLP10085 600 Dry Erase Marker Set NIB 7520-01-186-3605 600 Black Toner Cartridge Hewlett Packard CF289A 147 Ethernet Cable Star Tech C6PATCH50OR 18 Ethernet Cable Star Tech C6PATCH10BL 300 Ethernet Cable Star Tech C6PATCH6WH 600 Ethernet Cable Star Tech HL-007311 36 Ethernet Cable Tripp Lite P568-006 900 HDMI Cable Belkin International Inc F1DN1VCBL-DH10T 1200 HDMI to HDMI Cable Tripp Lite P568-006 450 Cable- Display Port to Display Port Tripp Lite P580-006-V4 300 USB-C Multiport Adapter Dell DA310 90

2.1.1 Delivery requirements

The Contractor shall:

2.1.2 Ensure successful delivery of equipment/supplies listed in 2.1 to any of the following designated locations, which will be specified at Call Order:

• Recovery Directorate, 500 C St SW Washington, DC, 20024

• Texas Recovery Service Center, 3900 Karina Lane, Denton, Texas 76208

• Recovery Service Center, 6511 America Blvd. Hyattsville, Maryland 20782

• Consolidated Resource Center, 10000 Goethe Rd. Suite B2, Sacramento, California 95827-3568

• Recovery Service Center, 50 State Road 165, Suite 100, Guaynabo, Puerto Rico 00968

• Recovery Service Center, 430 Market St, Winchester, Virginia 2260

2.1.3 Provide tracking information to allow FEMA to monitor the status of deliveries.

2.1.4 Fulfill and deliver orders within 7 Days of Call Order award.

2.1.5 Comply with FEMA shipping, packaging, and labeling instructions.

Shipping Instructions

• All shipments shall be Free on Board Destination (i.e. the vendor is responsible for the delivery of goods to the buyer’s specified location).

• Unless otherwise specified in the delivery order, goods shall be shipped to the ship-to address provided in the order.

• The vendor shall use commercial best practices for secure shipment and transport to prevent damage.

Packing Instructions

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 6

• All Items shall be packed in a manner that ensures safe and damage-free delivery.

• Each package shall contain a packing list that includes:

o BPA Number o Delivery Order Number o Description of items o Quantity Shipped o Unit of issue o Serial number(s) if applicable

• Packaging must comply with all applicable federal, state, and local regulations, including environmental requirements.

Labeling Instructions

• Each shipping container and package shall be clearly labeled with the following information:

o Vendor Name o BPA Number o Delivery Order Number o Shipping Address o Contact or Receiving Person/Office at the designated location (e.g.; “ATTN;” to)

• If multiple packages are shipped each package shall indicate the quantity of packages being shipped on the exterior label (e.g. “Package or Box 1 of 2”).

• Equipment with serial numbers must be labeled accordingly for inventory control.

2.2 TASK Two: Quality Assurance

The Contractor shall:

2.2.1 Implement corrective actions promptly to address any identified deficiencies or areas for improvement.

2.2.2 Take corrective action on damaged items within 72 hours.

2.3 TASK THREE: Documentation

The contractor shall:

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 7

2.3.1 Maintain detailed records of all support requests, actions taken, and resolutions.

2.3.2 Provide copies of all receipts, invoices, and proof of service for each support activity.

3.0 Other Applicable Conditions

3.1 Security

Contractor employees will not require any access to classified or sensitive information under this SOW.

3.2 Period of Performance

The anticipated period of performance for this contract is a one-year base period with three one-year option periods, totaling four years if all options are exercised.

3.3 Place of Performance

CONUS and OCONUS. The primary place of performance will be specified at Call Order.

3.4 Travel

Contractor travel shall not be required for this requirement.

3.5 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the Contracting Officer’s Representative (COR) no later than 3 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

3.6 Progress Reports

The Technical Monitor shall provide a progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all costs by line item, schedule status, and any Contractor concerns or recommendations.

3.7 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 8

3.8 Section 508 Compliance

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

4.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

5.0 Contractor Furnished Property

The Contractor shall furnish all IT supplies and equipment necessary to fulfill the requirements of this contract.

6.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

6.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and take corrective action on damaged items within 72 hours.

6.2 The COR will have 5 business days to review deliverables. The Contractor will have 72 Hours to make corrections and redeliver.

7.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this

SOW.

ITEM SOW REFERENCE DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 3.5 Post Award Conference 3 days after contract award COR, Contracting Officer

DRAFT

http://www.access-board.gov/ http://www.section508.gov/

DHS Statement of Work (SOW) Recovery Disaster Surge Blanket Purchase Agreement for IT Supplies & Equipment

Learn more at fema.gov July 2025 9

ITEM SOW REFERENCE DELIVERABLE/EVENT DUE BY DISTRIBUTION

2 3.6 Progress Report Upon request COR, Contracting Officer

7.0 Deliverables