RFI-Infant and Toddler Kits 06.09.22.pdf

REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTIFICATION (SSN)

FEDERAL EMERGENCY MANAGEMENT AGENCY

LOGISTICS MANAGEMENT DIRECTORATE

VENDOR MANAGED INVENTORY & DISTRIBUTION MANAGEMENT of

INFANT/TODDLER KITS

A. Notification

This is a Sources Sought Notice. The purpose of this notice is to obtain information regarding the

1) availability and capability of qualified sources and 2) availability of capable firms to provide the contemplated requirement listed below. The information provided herein is for informational purposes only. THIS NOTICE IS NOT A REQUEST FOR PROPOSAL. This notice is issued for information and planning purposes only and does not itself constitute a Request for Proposal

(RFP). The Government does not intend to award a contract based only on responses to this

Sources Sought Notice.

Responses to the notice will not be returned. Responders are solely responsible for all expenses associated with responding to this notice. The Government will not pay for information received in response to this notice. There is no commitment by the Government to issue an RFP, make an award or awards, or to be responsible for any monies expended by industry responses to this notice.

The Government does not request any proprietary information be submitted, nor shall it be liable for any consequential damages for proprietary information. Any information submitted for this notice (e.g. capability statement) is subject to disclosure under the Freedom of Information Act, 5

USC 552 (a). All information received in response to this notice marked “Proprietary” will be protected and handled accordingly. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response.

B. Background

Historically, there has been an absence of adequate and appropriate shelter support for infants and children within shelters during disasters. Since 2008, during disaster operations the Federal

Emergency Management Agency (FEMA), Federal, State, and local jurisdictions have provided caches of supplies known as “Infant/Toddler Kits” to support the care of children up to three (3) years of age in mass care shelters and emergency congregate care facilities for a minimum of 72 hours. The contents of these Infant /Toddler Kits were developed by the National Commission on Children and Disasters with guidance from subject matter experts in emergency management and pediatric care. The number of supplies cached in an area is based upon the potential number of children three (3) years of age and under that could be populating the local shelters and facilities for a minimum of 72 hours, as determined by the assessment of current demographic data for the jurisdiction. Such a level of preparedness is critical due to the high vulnerability of this population. To ensure that individuals affected by disasters are provided basic infant and toddler necessities until such time that longer term solutions are achieved, or the affected area can return to normal function with minimal disruption of services.

C. Objectives

For Market Research Only - FEMA is seeking information regarding vendor capabilities, from either manufacturers or distributors, on inventory management at vendor-site for Infant/Toddler kits. The Contractor shall have the capacity to assemble and deliver (1) perishable Infant/Toddler kits, (2) non-perishable Infant/Toddler kits, (3) Ala Carte Infant/Toddler kits as well as (4) provide vendor managed inventory to Distribution Centers, Incident Support Bases, Federal

Staging Areas, Points of Distribution, and shelters within the Continental United States

(CONUS) and Outside the Continental United States (OCONUS) during Steady State and

Emergency Response/Surge Operations.

Incident Support Bases, Federal Staging Areas, and Points of Distribution will be determined at the time of an emergency declaration.

D. Conditions

The following are additional considerations for the requirement:

Note 1: Each kit must contain at least the required quantity, regardless of unit pack. To protect the integrity of the kits, the Contractor shall adhere to the container size identified on attachment 2.

Example: if an item requires an 8oz container that is the container size FEMA will be expecting unless otherwise directed by the contracting officer (CO).

Note 2: Brand name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal as long as they comply with Consumer

Product Safety Commission (CPSC) requirements for infant product safety.

Note 3: The kit inventory spreadsheet should identify the item, manufacturer, model number and

Stock Keeping Unit (SKU) # so these items can be easily identified in the event of a recall.

Note 4: During an emergency response, Contractor(s) shall utilize expedited freight to Federal

Staging Areas, Points of Distribution, and Incident Support Bases with the condition that the trailer will be dropped and may be detained for up to 30 days. The contractor will retrieve the trailer(s) within 72 hours once FEMA’s Contracting Officer notifies them it has been unloaded.

Note 5: In the event of a major or catastrophic event, the Contractor(s) shall demonstrate the capability to support orders in quantities of 10 up to a maximum requirement of 382 perishable and non-perishable Infant/Toddler kits.

Note 6: All Contractors must have a form of electronic tracking that can be provided to FEMA to ensure compliance with the required delivery timeframe. The vendor shall inform FEMA as to which type of electronic tracking will be utilized.

Note 7: The Contractor(s) shall be prepared for the possibility of providing kits to multiple events simultaneously.

Note 8: The Contractor(s) shall be prepared to remain in emergency response mode for a maximum of 30 days.

E. Quality Control

Upon notification from FEMA or other authoritative sources (i.e., Food and Drug Administration, Food and Safety Investigative Service, Consumer Product Safety Commission, etc.) of a mandatory or voluntary Contractor/manufacturer initiated recalls of any kit components; the

Contractor(s) will be responsible to perform the replenishment of the affected products at the designated locations of the kits and will be responsible for the disposal of the affected products.

During emergency response operations, the replenishment timeframe of the affected items shall not be later than 48 hours from notification. During steady state operations, the replenishment timeframe shall not be later than 10 calendar days from notification.

F. Transportation Requirements

1. Deliveries made by Transportation Service Providers (TSP) and Trailer Detention:

Below for Emergency Response delivery requirements.

2. In-Transit Visibility (ITV) and Tracking:

The Vendor shall use Electronic Data Interchange (EDI) when conducting business with the

FEMA. If EDI is unavailable during emergency situations, the Vendor shall log into LSCMS

(e.g., Vendor Portal/Partner Gateway) directly and enter the ASN information. Vendor must receive consent from the COR to temporarily use the alternative to EDI. The Vendor shall provide the below-listed mandatory data to be transmitted immediately upon dispatching a vehicle to a designated FEMA location. The tracking information shall be submitted to FEMA upon commodity departure from contractor origin and prior to arrival at FEMA destination.

o FEMA LSCMS Distribution Order (DO) o Partner Reference Number o Trailer Number or Container Number o Trailer License Plate State o Trailer License Plate Number o Carrier Standard Carrier Alpha Code (SCAC) o Origin Facility Identification sent on DO o Destination Facility Identification sent on DO o Estimated Delivery Date Time o LSCMS Item Name (sent on DO) o Shipped Quantity (Units) o For items that contain a lot, the Lot Number is required (such as Water) o For items that contain an expiration date, the Expiration Date is required (such as Water) o For items that contain a manufacturer, the manufacturer is required (such as Water)

TRANSPORTATION REQUIREMENT – EMERGENCY RESPONSE

1. Drop Trailer & Daily Detention

During emergency response operations, the vendors shall be able to make deliveries where 53-ft trailers containing commodities are dropped at the delivery location (Federal Staging Area, Points of Distribution, Incident Support Base and/or commercial cross-docking site) for a minimum of

30 days. When prime vendor or the vendor’s Transportation Service Provider (TSP) trailers are detained, also known as “Dropped Trailer,” on government designated premises, or as close thereto, the TSP is subject to the following provisions: a. Daily detention fees shall be a fixed Not-

To-Exceed amount $150 per day (plus a 3% escalation for the respective option years). The

Government reserves the right to relocate dropped trailers or containers as the agency deems necessary. If the Government relocates dropped trailers to another location, the contractor will be responsible for retrieving its drop trailers at the new location. The trailer relocation shall not exceed the industry prevailing rate of $3 per mile (plus a 2% escalation for the option years) from the original drop point to the relocation point.

2. Vehicle and Trailer Condition

All vehicles, including trailers, must be able to pass entry checks of government installations and areas when arrived for delivery. The Government will not pay any cost, fines, etc. levied against the prime vendor or its hired TSP in cases of DOT violation. All DOT regulations and compliance are the sole responsibility of the prime vendor and prime vendor’s TSP. All billing for charges accrued by vendor’s TSP will be invoiced by the vendor to which the Government has entered contract with. All prime vendor’s TSP vehicles (including trailers) must be in good working condition (have passed all required Government inspections that are up to date, no holes in the trailer, functioning drive systems, and well-maintained tires) in accordance with Department of

Transportation (DOT) regulations. FEMA will perform spot checks to ensure trailers are in an acceptable condition. FEMA (including proxy contracted third-party base support provider) will reject trailers deemed to not meet the DOT inspection list. Rejected trailers, or frustrated cargo, shall not be considered as delivered. There will be no cost to the government for any deliveries rejected due to failed inspections. The Government Installations Inspection Check List is available upon request.

3. Driver Hour

The prime vendor’s TSP must provide FEMA with 4 hours of free time for unloading freight at the destination. If the loading or unloading of freight is delayed beyond the four hours of free time

(during normal business hours) due to no fault or negligence on the part of the TSP, the prime vendor will be allowed to charge $45/hour (plus a 2% escalation for the option years) per vehicle for each hour (60 minutes) of delay past the initial 4 hours of free time. All deliveries to the

Government designated facilities are done by schedule. If vendor or their Page 8 of 9 TSP fails to establish a schedule for freight delivery with the destination or if the delivery arrives outside of the scheduled delivery time, the above mentioned $45/hour charge will not be authorized. TSP must check in with U.S. Government representative at delivery site and receive date and time stamp of arrival to substantiate the driver hour charge. Time consumed in unloading freight will be computed from time of arrival until departure of the vehicle, including the time the TSP spends waiting to reach or leave the unloading location. The government representative will stamp or mark the delivery receipt with time of arrival and departure or provide a certified statement verifying this time for computation of charges and presentation by the TSP for payment to the vendor.

4. Diversion

Sometimes an event or storm shifts directions and impacts several states. This causes the

Government to re-direct the vendor deliveries that have not reached their original destination. This is known as “Diversion”. If the change of drop off location occurs beyond a 50-mile radius of the original destination point, then the prime vendor will bill the Government at per mile rate for diversions. The diversion mileage will be calculated from the original destination point to the re-directed destination point. The vendor shall not charge diversion if they have not left the point of origin. The diversion mileage will not be incurred for drop off location changes within a 50- mile radius of the original destination point. The fee for diversion in route is $3 per mile (plus a 2% escalation for the option years) from original delivery destination after 50 miles.

5. Reverse Detention

If trailer content is emptied, the prime vendor will be notified by the Contract Officer

Representative (COR) when it is ready to be released back to the prime vendor/TSP. Once prime vendor receives this notice the prime vendor/TSP will have 72 hours to retrieve the trailer. If the prime vendor/TSP fails to retrieve its trailer within 72 hours of notification, then the Government will impose a penalty on the prime vendor (reverse detention fees). The penalty will accrue daily in an amount equal to the daily detention, not-to-exceed $150 a day (plus a 2% escalation for the option years) or government adjusted use fee that the carrier charges for that unit. The penalty will continue to accrue for each 24-hour period. If the vendor/TSP fails to recover the unit after the 72 hours of notification the U.S. Government will consider the unit abandoned and will commence required procedures to dispose of the unit to local authority.

6. Insurance

All TSPs must maintain a minimum of $300,000 in cargo insurance, per shipment, to transport

FEMA freight. Cargo insurance must always remain active, and proof of current, valid cargo insurance must be provided by supplying a certificate of insurance on an ACORD form to FEMA upon request. The ACORD form must clearly indicate which modes of transportation the TSP’s cargo insurance coverage applies to and the amount of cargo insurance coverage the TSP holds for each mode. TSPs will not be permitted to provide transportation services to FEMA via a mode of transportation for which they have not provided proof of valid cargo insurance coverage of at least

$300,000. If the value of the cargo exceeds $300,000, TSPs must have current, valid cargo insurance in an amount that covers the full replacement value of the shipment.

FEMA-Scheduled Transportation the Government reserves the right to provide its own sourced transportation for supplies ordered from the vendor. The contract COR will coordinate with the vendor if this option is exercised. In this case the Government will not be charged transportation cost by the vendor for shipping transportation. The vendor shall have resources available to load commodities/pallets onto FEMA-scheduled shuttles and trailers during emergency response.

Attachment (1) FEMA Distribution Centers

CONUS DC's OCONUS DC's

DC - Fort Worth

Fort Worth Federal Center

501 W. Felix Street

Warehouse #12

Ft. Worth TX, 76115

DC - Hawaii

99-1269 Iweana Street

Aiea, HI 96701

DC - Atlanta

3780 South Side

Industrial Court

Atlanta, GA 30354

DC - Guam

P.O Box 24814

Building 100

Barrigada, Guam 96913

DC - Tracy

1547 East Grant Line Road

Tracy, CA 95304

DC - Caribbean Puerto Rico

San Juan Industrial Park FEMA

PR-1, KM 25.1, Quebrada Arenas Ward

Caguas, PR 00725

DC - Frederick

4420 Buckeystown Pike

Frederick, MD 21704

Attachment (2) Infant and Toddler (I/T) Kit

1. Planning estimate for one week based on 10% of 100-person shelter population being 10 infants and toddlers.

2. Items I/T-001-I/T-007 are identified as a Perishable kit and Items I/T-008-I/T-026 are identified as a Non-Perishable kit. These combined makes one complete kit.

3. Items #001-026 highlighted in green below will be pushed to the field as part of pre-staging activities.

Items #027-033 are Just in Time a la carte items by request.

4. Items on this page may be ordered a la carte off the existing Indefinite/Indefinite Quantity (IDIQ) at the Region.

5. After 96 hours and with a Major Disaster Declaration (MDD) with Individual Assistance (IA), FEMA or the State can request U.S. Department of Agriculture (USDA) supplement FEMA’s supplies of CUSI items I/T-001-I/T-007.

6. Perishable kits will contain Baby formula “ready to feed” in pre-mixed bottles or powder-based formula. We will only request A or B but not both at once.

7. Items #006 and #007 should be dispensed by shelter health services staff.

ID # Item Description Quantity

(Min/Max) Location of Commodities

I/T-000 To order a Pre-Staged Kit of Items #001-026, use I/T-000

I/T-001

Baby Food

Stage 2

(includes vegetables, fruit, and meat)

16 oz. daily per infant/ toddler for six infants / toddlers

672 oz. per week Range in container sizes:

3.5-4 oz. each

Distribution Center

(DC)

I/T-002

Baby Cereal

(e.g., Gerber rice, barley, or oatmeal)

Dry, single grain

160 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-003-A

Formula, Milk-based, Ready to Feed

(Already mixed with water) in bottles or cans

[e.g., Similac Ready to Feed]

32 oz. daily per infant for four infants

896 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-003-B

Powder Milk based

(Needs to be mixed with water)

1.45 lbs. / 23.2 oz.

POWDER FOUR COUNT

[e.g., Similac Pro Advance]

32 oz. daily per infant for four infants

896 ounces per week Range in container size:

2 – 8 ounces

Vendor

I/T-004-A

Formula, Soy-based, Ready to Feed

(Already mixed with water)

[e.g., Similac Isomil

Advance]

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-004-B

Powder Soy-Based

(Needs to be mixed with water)

1.93 lbs. / 30.8 oz.

POWDER FOUR COUNT

[e.g., Similac Isomil]

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

Vendor

ID # Item Description Quantity

(Min/Max) Location of Commodities

I/T-005-A

Formula, Hypoallergenic-hydrolyzed Protein, Ready to Feed

(Already mixed with water)

[e.g., Similac Alimentum

Hypoallergenic]

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-005-B

Powder based

Hypoallergenic

(Needs to be mixed with water)

12.1 oz.

POWDER SIX COUNT

[e.g., Similac Alimentum

Powder]

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

Vendor

I/T-006

Oral Electrolyte Solution, Ready to Use, Flavored or

Unflavored (e.g., Pedialyte, Enfalyte or generic)

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-007

Nutritional Supplemental

Drinks for Children over

12 months of age, Ready to Drink

(e.g., Pediasure, Boost Kids

Essentials)

32 oz. daily per infant for two infants

448 ounces per week Range in container size:

2 – 8 ounces

DC

I/T-008 Sip Cup – Soft Starter Spill

Proof Cup with two Handles 6 oz. 10 each DC

I/T-009 Diapers, Newborn

(Up to 10 lbs.)

Newborn 40 each DC

I/T-010 Diapers, Infants

(up to 14 lbs.)

Size 1 160 each DC

I/T-011 Diapers, Infants (12-18 lbs.) Size 2 160 each DC

I/T-012 Diapers, Infants (16-18 lbs.) Size 3 160 each DC

I/T-013 Diapers, Infants (22-37 lbs.) Size 4 160 each DC

I/T-014 Pull up Diapers (38+ lbs.) Size 4T-5T 160 each DC

I/T-015 Diaper (Baby) wipes

[e.g., Huggies Natural Care] Fragrance free

1,400 each

14 boxes 100/bx

DC

/T-016 Preventative Baby Ointment

(e.g., A&D Ointment)

Tube Sizes:

2 oz. – 4 oz. Maximum 10 each DC

I/T-017

Diaper Rash Ointment with Zinc

(e.g., A&D Ointment w/Zinc)

Tube Sizes:

2 oz. – 4 oz. Maximum 10 each DC

**Note: Brand Name products are just examples and do not constitute a brand name requirement or endorsement. Products may be brand name or equal if they comply with

USDA/CPSC requirements for infant product safety.

I/T-018 Burping Cloth 16 inches x 24 inches 10 each DC

I/T-019 Infant Feeding Bottles

(Plastic Only)

6 oz.

Size Preferred 200 each DC

I/T-020 Nipples for Baby Bottles Standard, Non-latex, two nipples per Bottle 400 each DC

ID # Item Description Quantity

(Min/Max) Location of Commodities

I/T-021 Infant / Small Child

Feeding Spoons

Small Width, Soft Tip

(Individually Wrapped) 60 each DC

I/T-022 Disposable Changing Pads

At Least

13 inches x 18 inches in Size

140 each DC

I/T-023

Infant Wash, Hypoallergenic

(e.g., Johnson’s Natural

Baby Wash)

9 oz.

Plastic Bottle 10 each DC

I/T-024 Washcloths Terrycloth or Cotton 15 each DC

I/T-025 Towels Terrycloth or cotton 15 each DC

I/T-026 Washcloths Towels

Hypoallergenic

(e.g., Cotton, Cotton-flannel, or

Polyester fleece)

15 each DC

I/T-027 Coloring Books Suitable for

Small Children 18 each

Just In Time

(JIT)

I/T-028 Crayons 24-Count 10 each JIT

I/T-029 Infant Bathing Basin

Thick Plastic, Non-Foldable Basin at least

12 inches x 10 inches x

4 inches

10 each JIT

I/T-030 Portable Cribs / Playpens

Lightweight, Portable

(e.g., Graco Travel

Lite Crib)

Five each JIT

I/T-031 Toddler Potty Seat

Fits on adult toilet seat with Handles for

Support

Four each

(2 > men’s and

2 > women’s restrooms)

JIT

I/T-032 Electrical Receptacle Covers Plastic, Minimum 36

One package of 36 each

JIT

I/T-033 Diapers, Infant

(Up to 6 lbs.)

Preemie 40 each JIT

G. Response Format

To better assist in the review of submittals to this RFI, respondents are encouraged to prepare a capabilities statement in a format that closely adheres to the following:

The document format shall be either Microsoft Word (.doc or .docx), or Adobe Acrobat (.pdf) formats. Using 12 pt. font, 1-inch margins, and 8.5” by 11” paper and shall not exceed ten (10) pages in length, including images, data displays, charts, graphs, and tables.

Respondents are encouraged to ensure that their submittals are complete. Respondents may provide additional promotional literature in addition to their response if the literature conforms to the response format.

H. Response Deadline and Point of Contact Information

FEMA will only consider submissions in response to this notice that are in the form of Microsoft

Word and/or PDF (searchable format) documents attached to emails received no later than 12 PM

EST, Thursday, June 23, 2022. No phone calls will be accepted or returned. Responses to this

RFI should be emailed to points of contact listed below.

Points of Contact:

Rashurn Harrison

Contracting Officer

FEMA Office of Procurement

Rashurn.harrison@fema.dhs.gov

Jeanette Evans-Metcalfe

Contract Specialist

FEMA Office of Procurement

Doris.evansmetcalfe@fema.dhs.gov mailto:Rashurn.harrison@fema.dhs.gov mailto:Doris.evansmetcalfe@fema.dhs.gov