1.14.1-Draft_Combined Synopsis - Solicitation_SOW.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

IMMIGRATION AND CUSTOMS ENFORCEMENT (ICE)

ENFORCEMENT AND REMOVAL OPERATIONS (ERO)

ICE HEALTH SERVICE CORPS (IHSC)

STATEMENT OF WORK (SOW)

FOR

DENTAL PANORAMIC RADIOGRAPH MACHINES

1. Background

The Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO), ICE Health Service Corps (IHSC) provides or arranges for health care services for patients housed by the ICE. As ICE’s medical authority, IHSC provides health care delivery and oversight to individuals in ICE custody that may be housed in service processing centers (SPC), Contract Detention Facilities (CDF), or state, county or local inter-governmental service agreement (IGSA) correctional facilities located throughout the continental United States.

2. Scope

The contractor shall provide and install 14 new two-dimensional (2-D) dental panoramic radiograph machines that complete panoramic radiography, also called a panoramic x-ray, at 14 separate IHSC sites. The 2-D panoramic x-ray machine captures the entire mouth in a single image, including the teeth, upper and lower jaws, surrounding structures and tissues.

Additionally, the contractor shall uninstall, remove and dispose of existing 2-D panoramic units at 12 of the 14 IHSC sites.

3. Objectives

The contractor shall provide and install 2-D panoramic radiograph machines for all IHSC dental clinics outlined in attachment A. The machines must meet all specific requirements and tasks described in this Statement of Work (SOW) including configuration, installation, training, and technical support. Additionally, all applicable state and federal laws and regulations must be followed.

3.1 Task One – Dental Panoramic Machine Requirements

The contractor shall provide and deliver 2-D panoramic radiograph machines for all IHSC facilities listed in attachment A (one machine per site). The machines must:

• Be floor mounted.

• Include all necessary accessories (cables, interfaces, positioning device kits, mounting parts, etc.)

• Be new equipment. Grey market or refurbished equipment will not be accepted.

• Be capable of capturing images using a TWAIN/TWACKER interface and viewable with Medicor Imaging Picture Archiving and Communication System (MiPACS) software using a centralized storage platform.

• Be 100% compatible with MiPACs.

• Ensure any equipment configuration software must be able to interface and be approved by the ICE IT team. All software codes relating to the equipment must be provided to government for verification of approval. The software’s baseline code must not require MSXML4.dll to be installed. When installed, software specifically cannot place MSXML4.dll in either of these two locations on local drive C:\Windows\Options\System32 or C:\Windows\Options\SysWow64

• Ensure high image quality, short exposure time, hardware longevity, and technical support.

• All be the same brand and model.

3.2 Task Two – Dental Panoramic Machine Schedule for Installations

The contractor shall establish an installation schedule which outlines the timeline for configuration, delivery, installation, and training for all equipment at each facility described in Attachment A. Prior to installation, the contractor may evaluate and confirm proper configuration and installation requirements at all destination sites, including appropriate space, size, mounting ability, electrical and internet connection necessities are available. The contractor shall submit the installation schedule to the Contracting Officer’s Representative (COR) and government designee for review and approval within 15 calendar days after award. The contractor shall obtain the COR’s approval of the installation schedule prior to proceeding with the installation effort. If the 15th calendar day falls on a weekend or federal holiday, the installation schedule shall be due the next business day.

3.3 Task Three – Installation, Deinstallation, Removal, Disposal, and Site Training

Installation of all machines and site training shall be completed within six months after award for all sites listed in Attachment A. Installation shall not begin until the Installation Schedule has been approved by the government. Installation shall include testing and implementation of all purchased panoramic machines in coordination with the ICE information technology (IT) team and the Electronic Health Record (eHR) operations and maintenance (O&M) team.

The contractor installation and training minimal requirements include, but are not limited to, all of the following:

The contractor must complete all necessary hardware and software installation at all sites with limited downtime and impact to operations during installation.

The contractor shall ensure all systems are fully functional within the ICE network including eHR, ensure images are viewable in MiPACS, workstations, servers, and any other necessary components.

The contractor shall collaborate with ICE IT personnel during installation and participate in any follow-up or ad hoc collaboration for any future support needs as determined by the government. Note, the contractor will not have remote access to the ICE network due to security protocols.

The contractor shall uninstall, remove, and dispose of all existing equipment (see Attachment B for unit descriptions and locations) which is being replaced. The contractor shall dispose of the equipment in accordance with all applicable state and federal laws, regulations, and/or any other regulatory requirements.

The contractor shall provide a one day on-site clinical/applications training for clinical staff at each of the sites outlined in Attachment A. The training dates and times shall be submitted in advance and approved by the COR and government designees prior to the training being scheduled. The onsite training must be completed either the same day or the next day after the installation is completed, fully functioning, and approved/accepted by the government at each facility.

The contractor shall coordinate all installation and training dates in advance with the COR and government designees, which includes IHSC dental leadership across the sites.

The contractor shall provide support material for end-user training to include documentation, reference guides, and training videos that the end-users can retain, or access once formal training has been completed. These training materials are due on the day the on-site clinical/applications training is hosted for each facility. Training materials shall be updated as changes occur. The revised training materials shall be provided to the COR and government designee, within 15 calendar days after the materials have been updated.

The contractor shall provide introductory system/maintenance training to the ICE IT Operations Division and system administrators during installation and as needed on an ad hoc basis.

3.4 Task Four – Operability Demonstration and Warranty

The contractor shall demonstrate functionality and operability of each fully installed machine to the COR, site POCs, and/or other government designees. The contractor shall also provide all user manuals, instructions, and all other pertinent documentation relating to the new machines. The contractor shall coordinate the demonstration and provide the aforementioned documentation to the COR site POCs, and/or other government designees prior to the end of the contract. If deficiencies or issues are identified during the demonstration, the contractor shall have 5 calendar days to remedy and resolve the issue(s). The contractor shall schedule a follow up functionality and operability demonstration with the COR, site POCs, and/or other government designees to illustrate that all issues have been resolved. All demonstrations, including follow-up demonstrations, shall be completed after installation is complete and within the six-month contractual period of performance.

In addition to the warranties contained in FAR 52.212-4, the contractor must provide at a minimum the same manufacturer warranty terms offered to the general public in customary commercial practice for the items acquired under the contract. The government shall be entitled to and afforded the manufacturer’s warranty, including panoramic machine parts, accessories, and technical phone support to troubleshoot any technical or software related issues at no extra cost. All warranty information, materials, etc. shall be provided to the COR and government designee 10 calendar days after the installation has been completed and accepted by the government.

4. Other Applicable Conditions

All necessary permits, registration fees, licenses etc. required by federal, state, and local authorities shall be acquired, paid, and maintained by the contractor for the life of the contract. The contractor shall provide evidence to the COR and government designees that all requirements relating to permits, registrations, registration fees, licenses etc. have been met prior to installation.

5. Advertisements, Publicizing Awards, News Releases

All press releases or announcements about agency programs, projects and contract award need to be reviewed and approved by the COR and Contracting Officer (CO) prior to release.

Under no circumstances shall the contractor, or anyone acting on behalf of the contractor, refer to the supplies, services, or equipment furnished pursuant to the provisions of this contract in any publicity news release or commercial advertising without first obtaining explicit written consent to do so from the COR and CO.

6. Section 508 Compliance

Section 508 Requirements

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

Section 508 Requirements for Technology Products

Section 508 applicability to Information and Communications Technology (ICT): Training Materials

Applicable Exception: N/A Authorization #: N/A

Applicable Functional Performance Criteria: Does not apply Applicable 508 requirements for electronic content features and components (including but not limited to electronic training materials): All requirements in E205 apply, including all WCAG 2.0 Level A and AA Success Criteria apply as specified in E205, except 2.4.1 Bypass Blocks, 2.4.5 Multiple Ways, 3.2.3 Consistent Navigation, and 3.2.4 Consistent Identification

Applicable 508 requirements for software features and components: Does not apply

Applicable 508 requirements for hardware features and components: Does not apply

Applicable 508 requirements for support services and documentation: All requirements in Chapter 6 apply

Section 508 Deliverables

Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror shall provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR shall be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR shall be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

7. Invoices and Payment Provisions

All delivery, installation, training, and any other support necessary to meet all requirements outlined in this SOW shall be completed prior to invoice submission. Additional invoice instructions will be provided with the contract award.

8. Post Award Conference

The contractor shall attend a post award conference with the CO and the COR(s) no later than five business days after the date of award unless otherwise determined by the government. The purpose of the post award conference, which will be chaired by the CO, is to discuss technical and contracting objectives of this contract and to discuss immediate needs. The conference will be held via Microsoft Teams conference unless otherwise determined by the government.

9. Deliverables

Note, the below list is not all inclusive and the contractor is required to deliver and/or meet any other support, supplies, conditions, etc. outlined elsewhere in this SOW and the contract.

The contractor shall provide all written reports and/or deliverables in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows and Microsoft Office Applications) unless otherwise defined in this SOW. Also, if any of the due dates cited below fall on a weekend or federal holiday, the deliverable will be due on the next business day. Deliverables shall be delivered electronically to the COR and/or other government designated personnel by the close of business eastern standard time (EST), unless otherwise stated in the SOW. The contractor shall consider all due dates below as mandatory due dates. Item in bold 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 Due

To/Distribution 1 3.1 - Task

One Procurement of Panoramic Radiography machines

The machines shall be procured in accordance with the approved installation schedule to ensure the machines are delivered in time to meet the milestones outlined therein.

See Attachment A

2 3.2 - Task Two

Installation Schedule Within 15 calendar days after award

COR and government designees

3 3.3 - Task Three

Installation, Deinstallation, Removal, and Disposal of machines.

Within six months after award.

See Attachment A

4 3.3 - Task Three

All Onsite Training Within six months after award. Note, the onsite training must be completed

See Attachment A either the same day or the next day after the installation is complete, fully functioning, and approved by the government at each facility.

5 3.3 - Task Three

Training Materials The day the on-site clinical/applications training is hosted for each facility.

See Attachment A

6 3.3 - Task Three

Updated Training Materials (if needed)

15 calendar days after the materials have been updated.

COR and government designees

7 3.4 - Task Four

User Manuals, Instructions, Other Pertinent Documentation, etc.

10 calendar days after the installation has been completed and accepted by the government.

COR and government designees

8 3.4 - Task Four

Manufacturer Warranty Information, Materials, etc.

10 calendar days after the installation has been completed and accepted by the government.

COR and government designees

9 4 - Other Applicable Conditions

Permit, Registrations, Registrations Fees, Licenses, etc.

Prior to installation. COR and government designee

10 8 - Post Award Conference

Post Award Conference 5 business days after award.

CO, COR,

contractor, and other government designees.

10. Government Inspection and Acceptance

Inspection and acceptance of contractor performance will be made by the COR or government designee. This delegation of authority does not authorize any actions that may result in changes in the provisions, specifications, or pricing of this contract.

11. Acceptance of Deliverables and Services

Acceptance of services and/or deliverables occurs when services and deliverables have been reviewed and approved, in writing, by the COR or his/her authorized representative(s).

Acceptance shall be conclusive, except for latent defects, fraud, gross mistakes amounting to fraud, or as otherwise provided in the contract.

12. Acceptance Criteria

The items specified for delivery are subject to the review and approval of the COR before final acceptance. The COR will review all deliverables submitted to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements specified in the contract and any other regulations, commercial practices, etc. The contractor shall ensure the accuracy and completeness of all deliverables.

While occasional typos and calculation errors may be permitted, persistent recurrent errors, misleading or unclear statements, incomplete or irrelevant information, excessive rhetoric, repetition and ‘padding’ may be considered deficiencies and cause for rejection and may lead to documentation in the Contractor Performance Assessment Reporting System (CPARS) if applicable. Unless otherwise indicated, the government will strive to review and comment on all deliverables within ten (10) calendar days of submission.

13. Rejection Procedures for Deliverables and Services

The government reserves the right to reject deliverables and services, and to require replacement or correction within five (5) calendar days of notification of such problems. The contractor, after notice of defect or non-conforming deliverables or services, shall be responsible for any administrative or additional costs that may be incurred. The contractor shall correct the deficiency and re-submit to the government for consideration under the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the government will require re-performance and may consider the contractor as having deficient performance with respect to the subject task/subtask.

14. Other Review Times

All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved project plan/installation schedule. The contractor shall be responsible for timely delivery to government personnel in the agreed upon review chain, at each stage of the review. The contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

15. Travel

Contractor travel is not required for this effort and the contractor will not be reimbursed for any travel. Any travel that the contractor believes is necessary to meet the requirements of this SOW shall be included in the overall FFP rate which shall be priced and carried out in accordance with the Federal Travel Regulations.

16. Government Furnished Equipment and Resources

The government is not providing any equipment or resources to the contractor for this effort.

17. Contractor Furnished Equipment and Resources

The contractor shall furnish all materials, equipment, resources, support and any other items necessary to fulfill all requirements of this SOW and contract.

18. Place of Performance

Addendum A outlines the complete list of all facility locations where all support shall be performed.

19. Period of Performance

The period of performance for this contract shall not exceed six months from the date of award.

20. Hours of Operation

Contractor employees shall generally perform all work between the hours of 0700 and 1530, Monday through Friday (except Federal holidays). However, there may be occasions when contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

21. Qualified Personnel

The contractor shall provide qualified personnel who have the proper experience, certifications, and licenses to perform all requirements specified in this SOW as required by all federal, state, and local regulations and any other standard regulations.

22. Employee Identification

Contractor employees visiting government facilities shall wear an identification badge that, at a minimum, displays the contractor’s name, the employee’s photo, name, clearance-level and badge expiration date. Visiting contractor employees shall comply with all government escort rules and requirements. All contractor employees shall identify themselves as contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

23. Employee Conduct

Contractor’s employees shall comply with all applicable government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at government facilities. The contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the DHS. The Project Manager shall ensure contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

24. Removing Employees for Misconduct or Security Reasons

The government may, at its sole discretion (via the CO), direct the contractor to remove any contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the contractor of the responsibility to continue providing the support required under the contract. The CO will provide the contractor with a written explanation to support any request to remove an employee.

25. Security

Contractor access to sensitive or classified information is not required under this SOW.

However, the contractor’s personnel shall be required to obtain the necessary clearance required under this SOW to be granted access to the facility and its grounds. Contractor’s personnel criminal history checks shall be part of the general background check for performance of services in and around the facility. This process is strictly confidential, and access to the information must be limited to the Agency. The contractor employees are required to complete all requirements, actions, requests, etc. as requested by the ICE Personnel Security Division (PSD).

26. Data Rights

In addition to the data ownership requirements outlined in SOW Section 27, FAR clause 52.227-17 Rights in Data-Special Works will apply to any performance and/or deliverable(s) under this contract which involve the support and/or items outlined in FAR 27.405-1(a).

Otherwise, FAR 52.227-14 shall apply in addition to the data ownership requirements outlined below.

27. OCIO/ Data Management Unit (DMU) - Data Ownership Contract Requirements

• Accessibility of Government Owned Data

All stored program data associated with this acquisition shall be owned by the government.

As such, it shall be made accessible to the government in accordance with the Minimum Data Access Capability described below. This accessibility is required to allow full data transparency, flexibility in performing data analytics, and integration with data from other government programs.

In addition to the Minimum Data Access Capability, the government prefers, but does not require, that program data be accessible via Enhanced Access Capabilities as described below.

Definition of “program data”: Program Data refers to any data resulting from ICE and DHS organizational activity. Examples of such data include but are not limited to administrative data resulting from human resource, management, and financial actions, as well as operational data resulting from performance of the ICE mission.

Definition of “associated with this acquisition”: Program Data is associated with an acquisition if it is created by DHS organizational activity that is facilitated by the contractor.

Examples of how a contractor might facilitate organizational activity follow:

o Program data is stored by contractor personnel o Program data is stored by software that is managed, developed, or used by the contractor o Program data is stored in a repository that is managed, developed, or used by the contractor

• Minimum Data Access Capability o The current version of all Program Data is accessible to the government within 24 hours of request, as well as on any pre-defined schedule as required by the government.

o Data access can occur by various means, provided that government security requirements are met, and data is accessible in a format that is acceptable to the government. Examples include but are not limited to APIs that are consumable by the government, files made available for government download (e.g., Excel Spreadsheets), or direct database query by federal or contractor personnel.

o The contractor shall format program data accessed by the government to anticipate the maximum file size of any data to be accessed. File size shall be small enough to assure rapid processing by government applications.

o The contractor shall provide the means for the government to interpret accessible Program Data as follows:

Data elements and groupings of data elements shall be clearly identifiable by labels embedded in the data itself, or by a separate schema or file layout which allows such elements and groupings to be identified.

In the case of a relational database schema defined through Data Definition Language (DDL), data elements would be represented as columns, and groupings of data would be represented as tables. In addition, relationships between tables would be described as foreign key relations.

Labels or names used to identify data elements and groupings of data elements shall be approved by the government. In addition, each label or name shall be associated with a government approved definition which describes the content of data held therein.

Program data delivered to the government shall conform to the government approved definition for each data element and grouping of data elements.

All data accessible by the government shall be both machine readable and human-readable in plain text.

All reference data associated with Program Data also needs to be accessible to the government. Such reference data is required to provide complete understanding of a record.

Reference Data Example: Program data may include a city code which uniquely identifies a city. Reference data associated with a city code may include its name, geographic boundaries, population, median income, etc. This example is provided for clarification of the meaning of reference data and may or may not apply to this specific acquisition. Examples of other reference data codes would include codes representing eye color, gender, country of origin, etc.

• Enhanced Access Capabilities o The government prefers that sharing of program data take place via an Application Programming Interface (API) or multiple APIs. APIs allow the government to efficiently consume data via a widely recognized standard where the data has been completely abstracted from the technology platform that produces it.

o In addition, the government prefers that sharing of program data take place using techniques that enhance efficiency, such as Change Data Capture (CDC). CDC enhances efficiency of data transfer by providing only incremental updates to program data as opposed to providing all program data each time data is shared.

CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment A- ICE Health Service Corps (IHSC) Facilities

*No current panoramic unit, newinstallation only. Remaining 12 units need un-installation, removal, and disposal of existing units (see Attachment B).

Facilities

Panoramic

Units

POC

Address

Phone

Buffalo Federal Detention Facility

1 CDR Ryan Gard 4250-B Federal Dr.

Batavia, NY 14020

253-350- Caroline Detention Facility* 1 CDR Titania

Brownlee 11093 S.W. Lewis Memorial Dr Bowling Green, VA

804-633-ext 157

El Paso Service Processing Center

1 CAPT Darnell Thomas

8915 Montana Ave.

El Paso, TX 79925

915-298-

Eloy Detention Center 1 CAPT Kevin Zimmerman

1705 E. Hanna Rd.

Eloy, AZ 85231

520-464-

Florence Service Processing Center

1 CDR Thuc Ngo 3250 N Pinal Pkwy.

Florence, AZ 85232

520-868-

Folkston Immigration Processing Center ANNEX*

1 Kara Prescott, RDA

3424 Hwy 252 East Folkston, GA 31537

912-496-

Houston Contract Detention Facility

1 LCDR Elizabeth Perez-Almazan

15850 Export Plaza Dr.

Houston, TX 77032

281-985-

Central Louisiana ICE Processing Center

1 CAPT Darnell Thomas

830 Pinehill Rd.

Jena, LA 71342

318-992-

Krome Service Processing Center

1 CDR Tequilla McGahee

18201 SW 12th St.

Miami, FL 33194

305-207-

Montgomery Processing Center

1 CDR Cara Ortega 806 Hilbig Rd Conroe, TX 77301

936-520-

South TX ICE Processing Center

1 CAPT William Lopez

566 Veterans Dr.

Pearsall, TX 78061

210-231-

Port Isabel Service Processing Center

1 CDR Rebecca Gabriel

27991 Buena Vista Blvd.

Los Fresnos, TX 78566

956-504-

Tacoma Northwest ICE Processing Center

1 CAPT Lucia Nascimento

1623 East J St.

Tacoma, WA 98421

253-552-

T. Don Hutto Residential

1 CDR Diem-Quynh Tran-Nguyen

1001 Welch St.

Taylor, TX 76574

512-218-

TOTAL 14

CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment B- ICE Health Service Corps (IHSC) Panoramic Unit Information

*No current panoramic unit, will not need un-installation, removal or disposal.

Facilities

Panoramic unit removal/disposal

Current unit

Model & Serial #

Buffalo Federal Detention Facility

1 Sordex Cranex Novus e

SO1401255B

Caroline Detention Facility* 0 (none)

El Paso Service Processing Center

1 Sordex Cranex Novus e

SO1501347B

Eloy Detention Center 1 Sordex Cranex Novus e

SO1501434B

Florence Service Processing Center

1 Sordex Cranex Novus e

SO1501319

Folkston Immigration Processing Center ANNEX*

ANNEX*

0 (none)

Houston Contract Detention Facility

1 DEXIS

OP2D

IO2105783

Central Louisiana ICE Processing Center

1 Sordex Cranex Novus e 1400831

Krome Service Processing Center

1 Sordex Cranex Novus e

SO1401085

Montgomery Processing Center

1 Gendex GXDP-300

GO1803072B

South TX ICE Processing Center

1 Sordex Cranex Novus e S01401094B

Port Isabel Service Processing Center

1 Sordex Cranex Novus e

SO1400830

Tacoma Northwest ICE Processing Center

1 Sordex Cranex Novus e

SO1400930B

T. Don Hutto Residential

1 Sordex Cranex Novus e

SO1602049B

TOTAL 12