RFP_ATT_10_FEMA_PWS.pdf

Fuel Support during National Declared Emergencies In support of

Department of Homeland Security (DHS)/Federal Emergency Management Agency

(FEMA)

Performance Work Statement (PWS) – ATTACHMENT I

1. BACKGROUND

1.1 Background: The Defense Logistics Agency - Energy has been requested and authorized to enter into contracts in support of Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) requirements for delivery of fuel (Diesel, Gasoline, Propane and Jet) on a regional/statewide/territorial/tribal entity basis to support disaster mobilization, emergency response and recovery efforts. The contactor shall provide rapid deployment and complete support of fuel requirements to emergency/disaster relief areas for FEMA and other authorized personnel and assets.

1.2 Acquisition Strategy: The purpose of this PWS is to procure supplies and services for fuel support during presidentially declared national emergencies or disasters.

2. GENERAL

2.1 General Scope: The scope of this contract includes providing complete fuel support, inclusive of contractor mobilization, contractor fuel delivery, and contractor detailed record keeping. The rapid deployment to support emergency relief may result anytime fuel is in short supply. In order to provide critical fuel support during disasters and emergencies and in response to validated requirements submitted by FEMA, DLA Energy will undertake to establish contingency contract(s) in each FEMA region to purchase fuel and transport it to sites designated by authorized FEMA officials. DLA Energy’s top priority, as determined by HQ FEMA, will be to provide support to FEMA regions at locations specified in section 7 of this document. United States, to include Tribal governments, and U.S. Territories are responsible for fulfilling their own requirements, unless they request assistance through FEMA via an emergency or major disaster declaration, in which case, their requirements may become supportable under this contract.

2.2 Ordering: The contractor shall be prepared to provide fuel support to disaster-impacted areas upon the beginning of the period of performance. When the disaster-impacted area is within the 48 continental United States contactor will receive (if possible), a 48 hour advance notice of fuel requirements. When the disaster-impacted area is Alaska, Hawaii, Guam, American Samoa, Commonwealth of the Northern Mariana Islands (CMNI), Puerto Rico, St. Thomas, St. John, St.

Croix and USVI surrounding minor islands the advance notice timeframe will be indicated at award.

The contractor shall be prepared to transport fuel as required by FEMA Incident Support Base (ISB) or Staging Area (SA) location, which may require tank trucks, tank wagons, high water vehicles, portable storage tanks and/or barge.

Delivery times to include: sailing times, assets sourced, filled, prepped and inspected at the Port or Embarkation to arrive at each location, will be determined at time of award.

Alaska – Hawaii – Guam –

SPE605-18-R-0234- ATTACHMENT I

American Samoa – Commonwealth of the Northern Mariana Islands (CMNI) - Puerto Rico – St. Thomas - St. John - St. Croix (USVI and surrounding minor islands) -

The Contractor will be notified when any line item(s) under the Contract are being activated in response to a disaster or emergency. Fuel requirements will be issued to the Contractor via orders placed by DLA Energy, and the Contractor will receive a DD Form 1155 via the Defense Internet Bid Board System (DIBBS). In the event the Contractor receives a fuel order from another source, the Contractor shall confirm that order in advance by contacting the DLA Energy Contracting Officer (CO) and/or Contract Specialist (CS). Fuel, defined for purposes of this contract as commercial grade products Diesel, Gasoline, Jet A (Conus)/A1 (OCONUS) fuel and Bulk Propane shall be delivered to the location designated in the order. Generally, orders will specify the initial delivery point as a FEMA (ISB or SA, with trucks then being directed to their final distribution point if other than the ISB or SA specified in the order. Orders may specify delivery directly to a final distribution point. Written telecommunication (facsimile and/or email) is authorized for transmittance of fuel orders. Oral orders may be issued by a DLA Energy Contracting Officer, or their designated Ordering Officer, but must be confirmed in writing within 24 hours. Unless otherwise stated in the order, delivery shall be made within the timeframe identified at award after issuance of the order. The Contractor shall maintain availability for receipt of all fuel orders and other communications 24/7 during activation periods. Note: Key Government points of contact will be provided upon award.

2.3 Fuel Ownership: Ownership of fuel transfers to FEMA once contractor arrives at designated ISB or SA locations and FEMA Fuels Task Monitor (FTM) signs acceptance of all fuel provided per order. FEMA will designate various stakeholders/points of distribution during the lifecycle of disaster support.

2.4 Readiness: The contractor shall have sufficient equipment available for rapid deployment to support the quantity of fuel required and delivery conditions of each area and preventive maintenance programs to ensure optimum equipment readiness levels at all times. The contractor shall have a quality control program to ensure fully compliant services are provided throughout the contract period. The contractor shall stage fully functioning fueling sites with full retail capability (retail capabilities shall include but not limited to truck to truck-wagon transfer, truck to individual vehicle, truck to 5-gallon gas can and truck to tank) to FEMA specified relief areas. The contractor shall also have alternate supply sources in case of pipeline(s)/refinery (s) shutdown or any other disruptions in supply chain occur. Contractor shall provide continuous supply as necessary to the disaster-impacted area.

2.4.1 Readiness Drills: Bi-annually FEMA will select a random location for the Readiness Drill, which can be either continental 48 states, Hawaii, Alaska or any of the US Territories. The contractor for the selected location shall provide demonstration of sufficient equipment available for rapid deployment to support the quantity of fuel required and delivery conditions of each area.

The contractor shall provide demonstration of multiple types of fuel deliveries (retail capabilities shall include but not limited to truck to truck-wagon transfer, truck to individual vehicle, truck to 5-gallon gas can and truck to tank). The contractor will also have on display the maintenance vehicle to actively respond to any fuel delivery concerns. The contractor shall provide multiple methods of documentation Bill of Lading (BOL), vehicle meter, electronic and hand-written documentation to FEMA of each type of fuel delivery and obtain FEMA signature of acceptance on all fuel deliveries.

During each readiness drill contractor shall communicate each demonstration process and answer any questions from FEMA representatives and attendees.

2.4.2 Readiness Rating Drill: Based upon the initial survey and subsequent inspections, the contractor will be rated as either satisfactory or unsatisfactory. A satisfactory rating requires the contractor to meet or exceed each of the following standards. Failure to meet or exceed any one of these items below could result in an unsatisfactory Readiness Rating:

• Contractor will create checklists and a plan to be approved by the CO demonstrating how contractor will execute the contract, mobilization, task orders, contingency operations, demobilization backhaul and disposal of excess fuel.

• Contractor will provide exercise plans to be approved by the CO to demonstrate readiness.

• Contractor will provide emergency contacts (Multiple people, office and cell phone, distribution email address) that are available 24 hours a day, 7 days a week, which may be verified on a random basis.

• Contractor will demonstrate that it has sufficient personnel, or the ability to obtain sufficient personnel, available for rapid deployment at all times. The contractor shall be available 24 hours day/ 7 days per week for receipt of activation notice and/or orders. The contractor will provide customer service capability to respond within one hour to an order for service or request for assistance.

2.4.3 Readiness Table Top: Contractor shall participate as requested with tabletop discussions to improve the FEMA fuel support process.

2.4.4 Payment Terms: In accordance with FAR 52.232-25 Prompt Payment.

2.5 Equipment: The contractor shall standardize the equipment used for each deployment to the maximum extent possible so that the quality of support is consistent throughout the period of performance. Equipment deployed shall be sufficient to meet the capacity set forth in the order and conditions in the area where delivery is to be made. Contractor shall have sufficient trucking assets to account for the fact that trucks may be detained for long periods awaiting download or further direction to a distribution point. Contractors are permitted, to consolidate idle loads to maximize trucking assets. Contractor shall attach FEMA tracking devices (GPS Transponders) to truck trailers at the ISB/SA to permit tracking of the load to the final distribution point. Contractor shall provide the number of trucks prior to arriving at the established ISB/SA location and any additional fuel vehicles arriving to satisfy FEMA fuel requirement to DLA Energy Contracting Officer. This is to ensure FEMA has the correct number of GSP Transponders to provide the contractor when arriving at ISB/SA location. FEMA Logistics Systems Division (LSD) will provide the replacement batteries and transponder removal kits. The request for such would be sent to the Transponder Depot (FEMA-DHS-Transponder-Depot@fema.dhs.gov).

2.6 Deliveries: Contractor shall have the ability to meet deliveries at officially designated ISBs and SAs as well as other distribution points within a 300-mile radius of designated incident support bases sites. The contractor shall be responsible for performing all fuel delivery operations during normal and adverse conditions, 24 hours a day/7 days a week. Contractor shall provide supplies in compliance with contract quality terms and all other local, state and federal regulatory standards and conditions. The Contractor shall have the equipment to establish mobile refueling centers, including temporary storage capability, to facilitate meeting requirements under this contract, when requested by FEMA and the DLA Energy Contracting Officer.

2.6.1 Access: Contractor will provide updated list of personnel when contract is activated to include records of CDL licenses with endorsements, driver logs and license plate numbers to be reviewed by the CO and forwarded to the base/ISB for access. Drivers are required to have a clean criminal background with no felonies,

2.7 Compliance with Law: The contractor is responsible for adherence to applicable local, state, and federal regulations and laws within the geographic location of the receiving activity on the date of delivery. The contractor shall be responsible for acquiring all certificates, permits and approvals for the supplies provided. The contractor shall perform a local code review of the jurisdictional area where the ISB is located in the event that a Federal, State, or local is more stringent than a similar requirement in a fuel specification contained in this contract, the Contractor shall deliver product that complies with the more stringent requirement.

3. GOVERNMENT FURNISHED PROPERTY (GFP)/EQUIPMENT (GFE)/SERVICES

(GFS)

3.1 GFP, GFE, and GFS: The Government will provide global positioning system (GPS) units to the Contractor. The Contractor shall submit the number of units needed and the point of contact information for their property manager to the CO in order to receive GFE. Upon activation of the contract by the Government, the Contractor will provide a daily report containing the positioning data of the units issued. The Contractor shall comply with the procedures in FAR Clause 52.245-1, Government Property, when receiving any GFE under this contract.

4. FUEL SPECIFICATION/REQUIREMENT

4.1 Environmental Requirements: Supplies delivered under this contract shall conform to all Federal, State, and local environmental requirements applicable to the geographic location of the receiving activity on the date of delivery. This includes delivery of fuel and documentation in a manner consistent with any existing or after-imposed Title V (Clean Air Act) Permits. The requirements contained in this contract are not intended to be a complete list, and the Contractor shall be responsible for determining the existence of all such requirements. In the event that a Federal, State, or local environmental requirement is more stringent than a specification contained in this contract, the Contractor shall deliver product that complies with the more stringent requirement. Product that fails to meet the more stringent requirement will be considered to be a nonconforming supply. Product(s) to be supplied shall fully meet the requirements of the applicable specification(s) as cited below. The Contractor shall take all measures as required by law to prevent oil spills (including, but not limited to, any spilling, leaking, pumping, pouring, emitting, emptying or dumping into or onto any land or water). In the event the Contractor spills any oil (including, but not limited to, gasoline, diesel fuel, propane, or jet fuel), the Contractor shall be responsible for the containment, cleanup, and disposal of the oil spilled. Should the Contractor fail or refuse to take the appropriate containment, cleanup, and disposal actions, the Government may do so itself. The Contractor shall reimburse the Government for all expenses incurred including fines levied by Federal, State, or local governments.

4.2 Fuel Specifications: Gasoline, Diesel, Bulk Propane and Jet A/A1 Fuel specification (including but not limited to commercial product DLA Energy descriptions, ASTM standards, delivery conditions, gasoline motor grades requirements, spill prevention, material data safety sheets, etc.)

shall conform to best commercial practices as outlined in the solicitation and enforced in any resultant contract.

4.3 Changes to Fuel Requirements/Specifications: Orders may be modified by the ordering official(s) designated in Paragraph 2.2 above or by the DLA Energy contracting officer to increase or decrease fuel requirements and/or fuel specification. Any changes to fuel specifications must be approved by the contracting officer who will coordinate with the FEMA Chief, Supply Chain Integration or the Contracting Officer for the Inter-Agency Agreement. All increases in fuel requirements must be filled within 48 hours of the order modification. Orders may not be modified more than 25% in capacity without written/e-mail concurrence of the FEMA Chief, Supply Chain Integration, Operation Support Group Supervisor, National Assets Unit Lead, or the Contracting Officer /Assets Specialist for the Inter-Agency Agreement.. Subsequent orders will have 48 hours to arrive at designated ISB and/or SA.

4.4 Evaluated Optional Tasks and Associated Deliverables: This contract may require modification during the audit process if issues unknown at this time are discovered. The Contracting Officer will provide an additional order for a price proposal. Work shall not begin until authorization is received from the DLA Energy Contracting Officer.

4.5 Transit Times: The Contractor shall make delivery to the designated destination within the delivery time stated in Paragraph 2.2 above. The Contractor shall notify the Contracting Officer immediately if delivery times cannot be met.

4.6 Hours of Service

1. Prior to activation of the Contract as DLA Energy described in paragraph 2.5.2 above, the Contractor shall maintain availability 24 hours day, 7 days a week for receipt of activation notice and/or orders.

2. When activated, the Contractor shall provide qualified personnel 24 hours a day, 7 days a week who are familiar with the contract's terms and conditions. The Contractor shall provide customer service capability to respond within one hour to an activation notice, order for service or request for assistance. The Contractor shall accept orders for service, arrange for shipment, and perform delivery 24 hours a day, 7 days a week.

3. The Contractor shall remain in activated status until such time as the Contractor receives notice of demobilization from the FEMA Fuels Task Monitor (FTM) and DLA Energy Contracting Officer.

5. CONTRACTOR FUEL REPORTING REQUIREMENTS

5.1 Reporting Requirements

The Contractor shall provide reports at the end of each day (by 4:00pm Eastern Standard Time;

Ft. Belvoir, VA Local Time) or as needed with contents indicated below. The reports should be delivered by electronic mail, using Excel to the DLA Energy Contracting Officer and Ordering Officer.

Daily Fuel Delivery Log: An Excel spreadsheet compiling the detailed data outlined below for all fuel deliveries shall be provided on a daily basis:

a. The Contractor shall document and maintain each fuel issue using forms or logs that provide all the information required to fully satisfy the Government’s data entry requirements. When FEMA places an order for fuel delivery the contractor shall provide the following information prior to arriving at the designated ISB location. The following information shall be provided at minimum via Excel spreadsheet. Currently, the information required consists of the following:

Original Truck Roster

1. Location of fuel delivery (ISB/SA)

2. Vehicle License Plate Number or Trailer Number and Name of Company Truck

3. Name of Driver (include Driver License Number)

4. Type of Vehicle (Tank Truck or Tank Wagon)

5. Type of fuel

6. Gross and Net quantity

7. Bill of Lading (BOL), Meter Ticket Number, or Delivery Ticket Number

The following information shall be provided for each delivery order (DO) issued by FEMA.

The DO will be FEMA Customers within 300 miles of the designated ISB location.

DO Mission Tracker (additional information added to Original Truck Roster)

8. Date and Time of arrival to ISB location for each truck

9. FEMA Transponder Number

10. Date of the delivery to FEMA customer

11. Mission Number

12. Origin

13. Name and Address /GPS Coordinates of FEMA customer

14. POC of person accepting fuel (Name & Phone / Cell Number)

15. Date Dispatched

16. Type of product

17. Net quantity of each product

18. Bill of Lading (BOL), Meter Ticket Number, or Delivery Ticket Number

19. Type of delivery (into vehicle, truck, tank, generator, etc…)

20. Date Returned

21. Notes/Comments

Demobilization (additional information added to Original Truck Roster & DO Mission Tracker)

22. Date and Time of Demobilization

23. Identify any remaining quantity of each product

b. Note that the Government reserves the right to modify the information required to be documented on the fuel delivery logs at any time.

3. Delivery Documents: The Contractor shall provide a commercial receipt (bill of lading, metered ticket, or delivery ticket) upon arrival at the ISB specified in the order. The FEMA representative at that location will date and sign the commercial receipt and shall be provided with a legible copy.

4. The Contractor will maintain all signed receipts as evidence of deliveries and will provide them electronically to support the Excel spreadsheet(s) deliveries to the Government when invoice is submitted or upon request.

6. FEMA Region Map and ORGANIZATIONAL STRUCTURE

6. 1 See FEMA Region Map and Organizational Structure.

7. INCIDENT SUPPORT BASES (ISB) and STAGING AREA (SA) LOCATIONS BY

STATE

7.1 See Schedule for ISBs and SAs. The location of ISBs and SAs is subject to change and their location will be provided on the order(s) a Contractor will receive after activation.

8. CHANGES TO THE PERFORMANCE WORK STATEMENT (PWS)

8.1 Changes to PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the DLA Energy Contracting Officer, which shall be incorporated into the contract through a bilateral modification. Costs incurred by the contractor through the actions of parties other than the DLA Energy Contracting Officer shall be borne by the contractor.

9. DEMOBILIZATION, BACK HAUL, and DEACTIVATION

9.1 Demobilization/Deactivation: Contractor established mobilization sites shall be demobilized when notified by FEMA and DLA Energy Contracting Officer. The Contractor shall demobilize, clean the site, dispose of all garbage, used materials and return the area to the original (or better) condition within 7 days of the demobilization notice. Expedited demobilization may be needed if the site is threatened by additional disasters or other threatening occurrences that put the assets or responders at risk. Upon being released (deactivation) by the FEMA FTM from support duties for the emergency relief, Contractor will return to Contractor home location within 48 hours for a CONUS activation; OCONUS will be determined at time of award. Contractor shall notify DLA Energy Contracting Officer once vehicles have returned to home location.

9.2 Back Haul: Upon receiving notification from the FEMA FTM that no additional fuel is needed for emergency relief, Contractor will be directed to deposit remaining fuel (already accepted) into government storage sites. Should there not be enough storage capacity at government storage sites the Contractor shall look for alternative ways to dispose of the remaining fuel. If the Contractor cannot dispose of all remaining fuel, the Contractor will be paid for back haul services for the remainder of the fuel as opposed to the actual price of the fuel. Contractor will need to provide supporting documentation at that time to facilitate a correction to the original order for the amount of product that was not consumed by the emergency or alternate storage. Based upon that documentation a modified order can be processed. After reconciling applicable order(s) the back haul service can be processed as a revised order to the contract.

10. CLOSEOUT DOCUMENTATION

10.1 ISB/SA Location Closeout: The contractor shall provide prior to leaving the ISB/SA location a comprehensive spreadsheet of all fuel deliveries made throughout the deration of the emergency relief to FEMA FTM and DLA Energy Representative. The following information shall be provided at minimum via Excel spreadsheet:

In addition to ALL reporting information requested in Section 5.1

24. DLA Energy Order number (DD155)

25. DLA Energy Ordered Quantity

26. FEMA Consumed Summary Quantity by Product

27. Contractor Summary Consumption Quantity by Product

With the documentation information provided a reconciliation closeout of all fuel products with DO’s and DD1155’s also shall be signed by FEMA FTM, DLA Energy Representative and Contractor prior to leaving the ISB.

Note that the Government reserves the right to modify the information required to be documented on the fuel closeout at any time.

List of Appendices

A. FEMA Region Map and Organizational Structure: Illustrates FEMA Regions and organizational structure.