SMS Logistical Site Survey

The answers to the questions below and all other information provided in this document will be used as Attachment G; a subset of the Shelter Supplies Commodities RFP. Attachment G will be provided to potential contractors who may be awarded contracts for providing logistical support and supplies to your SMS facility. It is for informational purposes only and the responses will not be available for public dissemination. Answers to these questions are mandatory for all SMS facilities.

Please complete the questionnaire and return to the contacts noted at the bottom no later than 21 February 2014 at close of business.

Receiving Area Questions

  1. Do you have a designated receiving area for the SMS supplies?

SMS Supplies for each of the 4 Shelters will be in the adjacent parking lots of the Aquatic & Fitness Center, Memorial Gymnasium, North Grounds Recreation Center, and Slaughter Recreation Center. University Hall Pet Shelter site information is not included.

  1. Is this area different than your normal receiving area for daily operations?

This is a different location from daily receiving.

  1. Are there multiple locations for receiving commodities or a single location? For example – pet supplies go to another area, conex storage is elsewhere on campus, etc.?

There are multiple locations for the 4 Shelters at UVA. 1 Shelter is currently assigned for Special Medical Needs and 3 Shelters assigned for General Populations.

  1. What is the square footage of the receiving area (initial offload/loading dock/supply terminal)?

Aquatic & Fitness Center23’ x 100’ (loading dock)

Memorial Gymnasium15’ x 100’ (cement area south of Nameless Field)

North Grounds Recreation Center50’ x 25’ (designate delivery location)

Slaughter Recreation Center30’ x 70’ (entrance circle)

  1. What type of “hard top” surface (cement, asphalt, gravel) is the receiving area set on?

All 4 receiving areas are asphalt parking lots, with the possible need to use an additional cement sidewalk at Memorial Gymnasium.

  1. What is the floor to ceiling height of the receiving area/loading dock?

All receiving areas are outdoors, and the only loading dock is located at the Aquatic & Fitness Center. There are Double-Doors at the Aquatic & Fitness Center, North Grounds Recreation Center, and Slaughter Recreation Center for receiving. There is a Door-and-Half at Memorial Gymnasium for receiving.

  1. What is the maximum number of tractor trailers (estimate 12 feet x 100 feet of space for each tractor trailer) your receiving area can support at the same time?

Aquatic & Fitness Center1 (loading dock)

Memorial Gymnasium1 (cement area south of Nameless Field)

North Grounds Recreation Center0 (deliveries will need to be via pup-truck)

Slaughter Recreation Center0 (deliveries will need to be via pup-truck)

  1. Does the initial receiving area have adequate space to accommodate tractor trailers waiting to be offloaded?

There is adequate space to accommodate 1 tractor trailer waiting to be offloaded at the Aquatic & Fitness Center and Memorial Gymnasium. There is not adequate space to accommodate any tractor trailer waiting to be offloaded at the North Grounds Recreation Center and Slaughter Recreation Center.

Staging Area Questions

  1. Does your facility have a designated staging area that is not the receiving area to support the State Managed Shelter (SMS)?

Staging areas will need to be adjacent to the receiving area in the adjacent parking lots of each of the 4 Shelters.

  1. What type of “hard top” surface (cement, asphalt, gravel) is the staging area set on?

All 4 staging areas are asphalt parking lots, with the possible need to use an additional cement sidewalk at Memorial Gymnasium.

  1. Does your facility have, or will you be receiving as part of the SMS Push Pack, the necessary equipment (pallet jacks, forklift with operator, etc.) and staging area personnel?

Receiving equipment and personnel will need to be included into the SMS Push Pack

  1. Will commodities be offloaded into the SMS site directly or into conex style containers, or a mixture of both?

Commodities for immediate use may be offloaded into the SMS site directly. All other commodities will need to be stored externally in a conex style container.

External Storage Questions

  1. Does your facility have a designated area outside (open to the environment) for the placement of conex style containers and/or cargo freight trailers if needed to support the SMS facility?

Conex style containers will need to be adjacent to the receiving and staging areas in the adjacent parking lots of each of the 5 Shelters.

  1. What is the square footage of space dedicated to the external storage of commodities?

Aquatic & Fitness Center52’ x 98’ (Geldard parking lot)

Memorial Gymnasium15’ x 50’ (grass area behind Lady Astor Pavilion)

North Grounds Recreation Center50’ x 68’ (West parking lot half)

Slaughter Recreation Center50’x 87’ (East parking lot half)

  1. If this area is a warehouse, or other structure, what is the floor to ceiling height of this area?

No warehouse available at the 4 UVA Shelters.

  1. Has planning to secure the external storage area been addressed such as temporary fencing/locks/security personnel, etc.?

This will need to be included into the SMS Push Pack.

Logistics Supply Unit Questions

  1. Does your facility have a designated area within the SMS facility for the smaller logistical supply unit?

Currently there is no designated areas within the SMS facilities for logistical supplies. This will need to be included into the updated SMS Shelter Layouts.

  1. What is the square footage of the area designated for the logistical supply unit?

Aquatic & Fitness CenterTBD

Memorial GymnasiumTBD

North Grounds Recreation CenterTBD

Slaughter Recreation CenterTBD

  1. What is the floor to ceiling height of the area designated logistical supply unit?

Aquatic & Fitness CenterTBD

Memorial GymnasiumTBD

North Grounds Recreation CenterTBD

Slaughter Recreation CenterTBD

  1. Has planning to secure the logistical supply unit area been addressed such as locks/security personnel, etc.?

This will need to be included into the SMS Push Pack.

Logistics Supply Unit Questions

  1. Are there any special requirements or considerations that must be noted for the contractor to be aware of for your site – truck sizing restrictions, product usage contract agreements, etc.

Please attach a campus/area map designating all SMS components that will be supported by logistical operations.

Below are web links to Google Maps of each of the 4 SMS facilities and UVA overall.

Aquatic & Fitness Center

Memorial Gymnasium

North Grounds Recreation Center

Slaughter Recreation Center

University of Virginia

Please provide any open text comments about your facility that the contractor would benefit in knowing as they begin planning how to support your Logistics Operations.

PLEASE EMAIL YOUR RESPONSES AND MAP TO THE FOLLOWING PERSONS BY 21 February 2014:

Jason C. Eaton

Logistics Section Chief

Dustin J. Calhoun

Logistics Planner

Michelle Pope

Emergency Planner for State Managed Shelter Program