Statement_of_Work_2-23-17_Final.pdf

Statement of Work for U.S. Immigration and Customs Enforcement Medical, and Drug Testing Services for One-

Stop Hiring Event for Homeland Security Investigations

February 16, 2017

ATTACHMENT 1

Statement of Work Medical and Drug Testing Services

I Introduction

The primary mission of the U.S. Department of Homeland Security (DHS) is to lead the unified national effort to secure the country and preserve our freedoms. While the Department was created to secure our country against those who seek to disrupt the American way of life, our charter also includes preparation for and response to all hazards and disasters. U.S. Immigration and Customs Enforcement (ICE) is responsible for the protection of the security of the American people and homeland by vigilantly enforcing the nation's immigration and customs laws.

This Statement of Work (SOW) encompasses pre-employment medical, and drug/alcohol screening services for Immigration and Customs Enforcement, Homeland Security Investigations (HSI) Criminal Investigator (CI) applicants at each One- Stop Hiring event location. The locations will be New York, NY/New Jersey, Las Vegas, NV and San Antonio, TX. Pre-employment medical services will include applicant medical and physical screening and performance assessment, and drug testing in accordance with U.S. Department of Health and Human Services (HHS) regulations.

The vendor should be able to capture the information provided into their proprietary site, ICE Office of Human Capitol (OHC) Dallas would like access to the system that is provided by Vendor.

II Authority

The following authorities affect the services the contractor shall deliver under this SOW. To process pre-employment medical and drug testing under a expedited process to support the onboarding of 500 vacant Entry Level Criminal Investigator positions through a One-Stop processing center.

Reduce the pre-employment process by conducting three separate One-Stop events nationwide in New York/New Jersey, Las Vegas, NV and San Antonio TX during the month of April 2017. It is anticipated that the results from each three processing centers would be available within 7-14 business days after evaluation which would allow applicants meeting all requirements to Enter on Duty (EOD) on or before 30 September 2017. In conjunction with task order and this guidance set forth in this SOW, conduct medical and drug screening to fill 500 vacant entry level criminal investigative position by establishing a One-Stop processing center in New York/New Jersey San Antonio TX, and Las Vegas, NV during the month of April and May 2017 .

III Pre-Employment Medical Services

A. Description

Federal agencies are responsible for ensuring that their employees are fully qualified to safely and efficiently perform the essential duties of their respective positions. In law enforcement and other safety sensitive areas, this mandate takes on extraordinary significance in that certain positions require the employee to engage in activities that are strenuous, hazardous, and carry a high degree of responsibility to the public. These areas are generally, weapon carrying positions. Due to this and in accordance with 5 CFR 339, Federal agencies have the authority to require:

1. applicants undergo a pre-employment medical examination and provide specific documentation related to their medical histories; and

2. employees demonstrate their continued medical suitability for the position based on previously established medical guidelines, physical requirements, and critical tasks specific to each position.

B. Pre-employment Medical Examinations

With the task order and this guidance set forth in this SOW, conduct medical and drug screening to fill 500 vacant entry level criminal investigative position by establishing a One-Stop processing center in New York/New Jersey San Antonio TX, and Las Vegas, NV during the month of April and May 2017.

1. Pre-Employment Examination Process

Medical examinations performed under the auspices of the SOW must be consistent with established medical guidelines for weapon-carrying positions. Specifically, the medical screening must include a thorough assessment of the applicant’s medical history and must determine the following:

a. The applicant’s current and forecasted future medical suitability for fulfilling the duties of the advertised positions;

b. Whether the individual has a history of a particular medical problem in which recurrence cannot be medically ruled out;

c. The etiology of any disease or condition;

d. The level/degree of stability of an existing or past disease/condition;

e. The level/degree of severity of conditions identified, and

f. The existence and extent of any current concern that is not identified in history, but which may be present during the exam.

Forms to be used in the recording of the medical history and examination’s physical findings have been developed by the Government and will be utilized for examination purposes. These forms also serve as guidelines as to what information is salient to the exam process and include guidelines for the measurement of:

a. vital signs

b. height/weight

c. vision

i. corrected and uncorrected visual acuity (near and distant)

ii. peripheral vision

iii. visual depth perception

iv. color vision per Ishihara Color Vision Test or in the alternative

Farnsworth D-15

d. pure tone audiometry (500; 1,000; 2,000; 3,000; 4,000; 6,000; 8,000 frequencies)

e. tuberculosis skin test results (to be read 48 to 72 hours past administration) on site

f. Chest x-ray for all applicants who have a positive tuberculosis skin test

g. medical doctor’s interpretation of twelve lead EKG (upon review of the EKG, the

Primary Reviewing Physician must sign or otherwise initial the EKG) and interpretation of the chest x-ray when the applicant has a positive tuberculosis skin test

D. Medical Conclusion/Recommendation Process for Pre-Employment Medical Services

After performing an assessment of the applicant’s medical history and a comprehensive systematic examination, the examining physician shall complete a summary of the findings in order to establish the applicant’s health status and the stability of the condition(s) identified.

The examining physician shall refrain from making any recommendation verbally or in writing to the individual regarding the individual’s medical suitability for the position. Rather, the examining physician shall forward the exam/history data to the Contractor’s Primary Reviewing Physicians.

The Contractor’s Primary Reviewing Physicians shall possess an understanding of the stressors and responsibilities of the Criminal Investigator position and shall be thoroughly knowledgeable of the medically established guidelines for the position. Upon review of the information obtained from the applicant pre-employment medical examination, the Contractor’s Primary Reviewing Physicians shall determine whether the individual meets the medical requirements of the position. The Dallas Service Center staff will receive and review the Primary Reviewing Physician’s recommendation, and forward to management accordingly.

1. Contractor’s Primary Reviewing Physicians shall be responsible for:

a. Reviewing all medical history and examination records and ensuring their completeness.

b. Ensuring that the information obtained from the medical examination, the medical findings, conclusions, and recommendations are consistent with generally accepted professional guidelines.

c. Ensuring that the examination procedures and methods for reporting the information are uniform.

d. Indicating to the Dallas Service Center staff through written report within nine (9) working days of receipt of a file whether and what additional medical documentation is necessary to clarify the status of a particular medical condition(s).

e. Providing an opinion as to the applicant’s medical suitability for the position including a description of current health status, stability of condition, and the rationale for the decision. This recommendation shall be typed in narrative form and shall indicate exactly what documentation was reviewed prior to reaching the decision. The written medical opinion of the applicant’s suitability for the position shall be submitted within nine (9) working days from receipt of medical records. If the results of the medical exam do not clearly support the applicant’s suitability for the position, the Primary Reviewing Physician’s opinion shall specify what additional medical documentation is needed to clarify the status of a particular medical condition(s).

IV Scope of Work/Type of Task Order The guidance set forth in this SOW is to conduct medical and drug screening to fill up to 500 vacant entry level criminal investigator position within HSI by conducting One-Stop Hiring event at processing center in New York/New Jersey San Antonio TX, and Las Vegas, NV during the month of April 2017. The processing center will be hosted at a hotel venue.

This task order will be awarded at one fixed price for up to 800 applicants, cumulative, the three locations listed above. Any applicants in excess of the 800 will be billed at a separate fixed rate stipulated in the task order. All costs will be included in the fixed price to include, on-site labor, equipment, supplies, shipping, drug test collections, drug test lab analysis, TB Bloodwork Lab Analysis and any other direct costs incurred by the vendor.

TASKS & DELIVERABLES

The Contractor will need to be able to render services during the timeframes identified below:

Conduct One-Stop event during the following dates and times: April and May 2017 (dates provided below:

Event Location

Start Date End Date

Task Start Time End Time

New York

Wednesday April 5, 2017

Wednesday April 5, Set-up for one stop processing

Dependent on venue availability

Dependent on venue availability

New York

Friday, April 7, 2017

Tuesday April 11, One-Stop Processing

7:00 AM 4:00PM

New York

Tuesday April 10, Tuesday April 10, One-Stop Processing/ Breakdown

7:00 AM After last applicant is finished

Las Wednesday Wednesday Set-up for Dependent on Dependent on

Vegas April 19, April 19, one stop processing venue availability venue availability

Las Vegas

Friday, April 20, 2017

Monday April 24, One-Stop Processing/ Breakdown

7:00AM After last applicant is finished

San Antonio

Wednesday May 3, 2017

Wednesday May 3, 2017

Set-up for one stop processing

Dependent on venue availability

4:00PM

San Antonio

Thursday, May 4, 2017

Sunday May 7, 2017

One-Stop Processing

7:00 AM After last applicant is finished

• Approximately 40-50 applicants may be seen to conduct medical and drug services

a. This task order will be awarded at one fixed price for up to 800 applicants, cumulative, the three locations listed above. Any applicants in excess of the 800 will be billed at a separate fixed rate stipulated in the task order. All costs will be included in the fixed price to include, on-site labor, equipment, supplies, shipping, drug test collections, drug test lab analysis, TB Bloodwork Lab Analysis and any other direct costs incurred by the vendor. Applicants needing further evaluation (follow-up) will be billed separately.

b. Perform administrative, medical and drug services in accordance with (IAW) all contract requirement(s) set forth in this statement of work (SOW) and contract task order SOW.

c. Provide service for approximately 800 pre-employment medical and drug screening exams at three separate locations over a period of four weeks.

d. Provide all labor materials and equipment necessary for the applicant/employee medical service and performance assessments to include collection and transportation of all specimens.

e. Last applicant will be accepted by OHC/HSI-Staff no later than 3:30pm each day to allow for all tests to be completed by 8:00PM.

f. Vendor will provide a fillable blank electronic medical form to OHC-Dallas at the end of the each day OHC staff will email fillable forms to each applicant prior to each one-stop.

Provide additional forms onsite in the event an applicant is unable to bring provided forms.

Input test results into Client Access System (CAS) for each applicant as follows:

a. Blood test will be used for the PPD test.

b. Further Evaluation rating (follow-ups) should be priced separately.

c. Drug results within 5 business days of actual test

d. Medical results within 8 business days of actual test

g. Hard copy Medical and drug results for each applicant will be sent to OHC Dallas within 7-

14 business days of actual exam.

h. Furnish all personnel and any additional equipment needed for screening during each event to include but not limited to pipes, drapes, clipboards, etc.

Report Type Frequency Receiving Office/personnel

Report Format

Report Content

Activity Roster Daily OHC/HSI Electronic of daily activity roster roster containing the names of each applicant seen, to include stations successfully completed

Drug Analysis Daily OHC/HSI Onsite POC Manual reconciliation

Chain of Custody report compared to OHC’s daily roster

Location Comprehensive Report

3rd business day after each event

OHC & CI-

OneStop@ice.dhs.gov

Excel comprehensive report containing names, dates and status of each applicant seen

Physical examinations performed under this SOW must be consistent with the medical guidelines for weapon-carrying positions. Specifically, the medical examination shall include an assessment of the individual’s medical history and his or her current medical and physical status and provide sufficient information to provide a recommendation concerning the individual’s continued suitability for the position.

Expert testimony would involve case review, a narrative summary and in some case in-person testimony.

E. Medical Conclusion/Recommendation Process for Post-Employment Medical Services

After performing an assessment of the employee’s medical history and a comprehensive systematic examination, the examining physician shall complete a summary of the findings in order to establish the employee’s health status and the stability of the condition(s) identified.

1. Contractor’s Primary Reviewing Physicians Post Employment medical services shall be responsible for:

a. Reviewing all medical examination records and ensuring their completeness.

b. Ensuring that the information obtained from the physical examination, the medical findings, conclusions, and recommendations are consistent with generally accepted professional guidelines.

c. Ensuring that the examination procedures and methods for reporting the information are uniform.

d. Indicating to the Government’s Fitness for duty consult (FDC) through written report within seven to fourteen (7-14) working days of receipt of file whether and what additional medical documentation is necessary to clarify the status of a particular medical condition(s).

e. Providing the Government’s FFDC staff with the written report as to the employee’s medical suitability within seven to fourteen (7-14) working days from receipt of the employee’s exam/history data from the examining physician/specialist.

V Drug Testing Services

A. Background

The primary objective of a urine drug screening program is to establish and maintain a Drug Free Federal Workplace in accordance with Executive Order 12564 and Public Law 100-71. The work shall be performed in accordance with all applicable policies procedures and rules set for the by HHS rules outlined in the “urine specimen collection handbook for Federal Workplace Drug Testing Programs” at http://workplace.samhsa.gov/DrugTesting/SpecimenCollection/UrnSpcmnHndbk10012004.htm. The contractor shall update processes, as necessary, according to the HHS rules outlined in the above referenced handbook, and stay abreast of HHS requirement changes, and modify processes to accommodate HHS requirement modifications.

The contractor shall, will also administer on-site (at the locations identified above) for collection and coordinate this determination with the contractor who will collect urine specimens from applicants listed at one of the One-Stops locations. ICE will furnish a facility at each event location (New York/New Jersey, Las Vegas, NV and San Antonio TX) and have available the following equipment for use for the contractor to send electronic files to the contractor to maintain the Designated Testing List.

Categories of Drug Screening

For all services below, the Medical Review Officer (MRO) shall notify the Government’s DPC within 24 hours after verification of a confirmed positive result, and within 1 (one) working day after notification of a negative test result. The contractor shall notify the ICE or FPS requesting office within 4 hours of the scheduled appointment for those applicants/employees who do not report for their scheduled test or the next business day if the appointment was on a “walk-in” basis.

D. The Collector http://workplace.samhsa.gov/DrugTesting/SpecimenCollection/UrnSpcmnHndbk10012004.htm

The collector will be a certified individual who instructs and assists a donor at a collection site, receives and makes an initial inspection of the urine specimen provided by the donor, and initiates and completes the custody and control form (CCF) in accordance with the HHS DFWP Mandatory Guidelines. The collector is vital to the success of a drug-testing program and is the one individual with whom all donors will have direct face to face contact. If the collector does not ensure the integrity of the specimen and adhere to the collection process, the specimen may not be considered a valid piece of evidence. For the on-site collections, after discussion with the DPC, the contractor shall be expected to provide a collection team consisting of one male and one female collector. The majority of collections will be obtained between the hours of vendors Lab choice each day. A vendor can choose of whom the specimen is collected by such as but not limited to Lab Corp. Vendor will need to provide ICE Staff on-site the times of the last collection so that we can ensure that all applicants successfully completed a urinalysis test. Agency site coordinator(s) may travel on site to oversee collection and collectors.

The contractor must contact the Government to resolve problems concerning:

1. applicants who are unable to provide a specimen while at the collection facility

2. permission to conduct direct observation collections for applicants or employees suspected of adulterating specimens

a. Collection Supplies

The contractor shall be responsible for providing all supplies necessary to conduct proper collections at the designated sites.

b. Applicant/Employee Identification

Applicant or employee identification will be through a government issued picture identification badge or driver’s license. The Contractor shall confirm the identity of the applicant/employee for drug screening. If the applicant is unable to provide a specimen upon request a medical staff will not allow applicant to leave the screening area until a specimen is provided.

c. Specimen Suitability

In accordance with the Mandatory Guidelines if the applicant/employee is unable to provide a specimen of at least 30 ml (45ml preferred) but does provide enough specimens to activate the temperature strip, the collector must first determine if the specimen is within the acceptable temperature range.

If the specimen was of insufficient quantity and within the acceptable temperature range, the collector will dispose of the original specimen and collection container but retain the CCF.

The collector notes the time of the first attempt on the CCF, and informs the individual of when the two-hour period begins and ends. The individual is required to remain at the test site until a second specimen is provided. The individual may be given a reasonable amount of liquid to drink for this purpose not to exceed 40 ounces within a three hour period per regulations. If the specimen is less than 30ml and the temperature is outside the acceptable range, the collector shall immediately contact the Government authorized officials to discuss the appropriate action to be taken.

If the individual is unable to provide a second specimen within 3 hours, the collector must contact the DPC for instructions. For applicants and employees, the contractor shall immediately contact the DPC before the individual is allowed to leave the site.

Specimen will be prepared for immediate shipment; it must be appropriately secured and refrigerated during temporary storage.

d. Collection Control

In order to ensure that the urine sample is properly identified, strict chain of custody procedures as outlined in the Mandatory Guidelines shall be applied.

While performing any part of the chain of custody procedures, the contractor shall ensure that the specimen and custody documents are always under the total control of the collector.

If the collector must leave the workstation, the specimen and custody form must be secured in a tamper-proof container. Collectors shall work with only one donor at a time.

Only the proper laboratory chain of custody forms shall be utilized for the purpose of maintaining control and accountability from initial collection to final disposition of all specimens. The forms shall identify the specimens through use of pre-printed applicant/ employee identification information that matches label items and a sequential number assigned to each urine specimen obtained. With each transfer of possession, the chain of custody form must be signed, dated, and time stamped by the individual releasing the specimen. By signing and dating the CCF, the donor certifies that the urine in the bottle came form his/her body at the time of collection. Refusal to sign the CCF shall be noted on the CCF by the collector. The collector shall complete the CCF for the collection process.

The applicant/employee shall not be released until the specimen is sealed in the transmittal package. The contractor shall ensure that the number of person handling the specimens does not exceed two (2) consisting of the collector and one other contractor employee.

After collection of urine specimens, the contractor shall arrange to ship the specimens to the designated HHS-certified contract Drug Testing Laboratory (DTL). The specimen shall be placed in appropriate containers (specimen boxes or padded mailers) that are securely sealed to eliminate the possibility of tampering. Collectors shall prepare packages in accordance with specific written DTL instructions. The Contractor shall ensure that all specimens are delivered to the DTL, within 24 hours of collection, by next day delivery service.

e. Response to Agency

Upon being notified by the DPC of drug collection problems, due to failure to comply with the SOW, the contractor shall research the problems and report to the DPC, in writing, the corrective actions taken within 48 hours after the notification.

f. Reports and Records

A daily Excel or CSV file will be provided to OHC Entry Level Medical Team

TRAVEL

The Contractor will be reimbursed for travel to provide support at a Government site or other site as may be specified and approved by the COR under this effort. All travel shall be approved, by the COR, prior to commencement of travel. The contractor shall be reimbursed for actual allowable, allocable, and reasonable travel costs incurred during performance of this effort in accordance with HSI government travel system.

4.0 GOVERNMENT FURNISHED PROPERTY/ EQUIPMENT

ICE will furnish a facility at each event location (New York/New Jersey, Las Vegas, NV and San Antonio TX) and have available the following equipment for use.

SPACES QTY EQUIPMENT

/SUPPLIES

QTY

Conference/Meeting Room 1 => 1300 sq ft Chairs 15 Parking Spaces 36 Water stations with cups 2 Uranalysis Room 1 Small table 15 Hearing Room 1

5.0 INVOICING

The contractor will be allowed to invoice at the completion of each event.

SECURITY PROCEDURES

Contract employees under the contract, needing access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the Personnel Security Unit.

Prospective Contractor employees with adequate security clearances issued by the Defense Industrial Security Clearance Office (DISCO) may not be required to submit complete security packages, as the clearance issued by DISCO may be accepted. Prospective Contractor employees without adequate security clearances issued by DISCO shall submit completed forms to the Personnel

Security Unit through the COR, no less than five (5) calendar days before the starting date of the contract or five (5) calendar days prior to the expected entry on duty of any employees, whether a replacement, addition, subcontractor employee, or vendor.

VII KEY PERSONNEL REQUIREMENTS

Medical Review Officer (MRO) must be a physician licensed any U.S., Canadian, or Mexican jurisdiction, currently Board-certified in Occupational Medicine, or Internal Medicine and having successfully passed the Medical Review Officer Certification Council (MROCC) examination, continuing education and recertification requirements as mandated. Note that having successfully passed the American Association Of Medical Review Officer (AAMRO) examination is an acceptable substitute for the MROCC examination. The MRO must be knowledge about the Federal Workplace Drug Testing Programs, and clinical experience in controlled substance abuse disorders, detailed knowledge of alternative medical explanations for laboratory positive drug test results, knowledge about issues relating to adulterated and substituted specimens, knowledge about possible medical causes for specimens reported as having an invalid result and knowledge about the requirements outlined in 49 CFR Part 40, the Department of Transportation MRO Guidelines, and the agency regulations, remain current on any changes to these materials.

Primary Reviewing Physician(s) must be a physician(s) licensed any U.S., Canadian, or Mexican jurisdiction and currently Board-certified in Occupational Medicine, or Internal Medicine. This physician(s) shall possess an extensive knowledge of the various positions’ medical guidelines/standards, physical requirements, critical tasks, as well as the positions’ environmental hazards and stressors.

Program Manager (PM) must have at least seven (7) years of managing programs of the same size, complexity, and scope of this Statement of Work. The PM shall hold a Masters degree in Healthcare Administration and/or MBA with a concentration in Healthcare or related field. PMP (Project Management Professional) Certification or equivalent preferred. The contractor shall provide a Program Manager that shall act as the central point of contact with the Government for all program-wide technical issues, and will represent the contractor at all post-award status meetings. The Program Manager shall be responsible for all issue resolution, program management, and other administrative support including providing comprehensive support for the contract. The Program Manager shall be a single point of contact for the IDIQ Contracting Officer and the IDIQ Contracting Officer’s Technical Representative(s).

The Program Manager shall be available to the COTR(s) via telephone between the hours of 8:00am-5:00pm (EST), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within twenty-four (24) hours of notification.

Contracts Administrator (CA) must have at least five (5) years of experience in government contracts and a working knowledge of the FAR. The Contract Administrator shall act as the central point of contact in all contract matters for the company. The Contract Administrator shall monitor company performance for conformance to original proposal and maintains continual review to ensure that all terms and conditions are in accordance with legal requirements, the Statement of Work specifications, and government regulations. The Contract Administrator prepares and disseminates information to the Program Manager regarding contract status, compliance, modifications, deviation, negotiation, etc. The Contract Administrator and the Program Manager shall participate in post award kick-off meetings and contract set-up meetings.

Replacement of Key Personnel

Before replacing any individual designated as Key by the Government, the contractor shall notify the IDIQ no less than fifteen (15) business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute. All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The contractor shall not replace Key Contractor personnel without acknowledgement from the IDIQ Contracting Officer.

VIII General Requirements

A. Hours of Operation

The Contractor, Primary Reviewing Physicians, and physicians of specialty shall routinely be available throughout the One Stop Hiring Event times and locations that has been identified in this

SOW.

B. Contractor’s Responsibilities

1. The contractor shall make personnel available, whenever requested in writing by the Government to provide testimony and documentation as required in support of administrative or judicial court actions.

2. In providing these services, the contractor shall abide by the language in the Americans with

Disabilities Act, the Civil Rights Act, the Pregnancy Discrimination Act, the Rehabilitation Act, the Code of Federal Regulations, and any other applicable law that may affect decisions made by the Government.

3. The contractor’s responsibilities shall include, but not limited to, providing all labor, materials, and equipment necessary for the applicant/employee medical examination services, fitness/performance assessments, and for the collection and transportation of all specimens except where it is necessary for the Government to provide property or information.

4. The contractor shall pay all fees and postage relating to information submitted to the

Government, including forms, reports, shipping to collectors, etc.

C. Contractor Quality Assurance Plan

The contractor is for the quality and timeliness of all services and products under this SOW. The contractor shall monitor pending exams/tests and follow up with facilities to ensure the completion of services within required timeframes

1. Timeframes:

a. Prior to the one-stop event ICE will send an electronic file to the contractor to notify of them of pre-employment applicants attending each one stop location. Applicant’s location is subject to change and additional applicants may be added, ICE will attempt to provide accurate information as obtained. This file will contain all necessary information to schedule an examination.. This file will contain all necessary information to schedule an examination.

b. shall advise the applicant that medical records related to current or past medical conditions should be copied and brought by the applicant to the one-stop, including any Veterans Affairs Disability Rating Decision letters and any form of disability compensation that the applicant may be receiving. The applicant should be made aware that the individual is expected to provide these records to the examining physician.

c. The reviewing physician shall provide a written medical opinion of the applicant’s suitability for the government position to ICE within nine (9) working days of the original request. If the results of the medical examination do not clearly support the applicant’s suitability for the position, the Primary Reviewing Physician’s opinion shall specify what additional documentation is needed. Additional opinions based on medical documentation received may be requested from the Primary Reviewing Physicians. A written medical opinion based on the secondary requests shall be provided to the Government within nine (9) working days beginning from the date upon which the Dallas Service Center / FPS Medical Branch or their designee receives notice from the Primary Reviewing Physician that one is required.

d. The drug screening personnel must provide the chain of custody to OHC at the end of each day; sent electronically to in an Excel file to OHC-Dallas.

2. Electronic Files

The contractor shall send the Government electronic files containing information on their medical, fitness testing, and drug testing activity that took place within the previous 24 hours on a daily basis. The file shall be sorted by the type of test.

D. Contractor’s Data and Reporting Requirements

The Government requires the contractor to have a web-based protected site, in compliance with the Privacy Act at 5 U.S.C. 552a, which enables the user to determine the current status of a requested examination at any time and shows the scheduling dates for the examination(s) and estimated date for the return of results. The contractor must provide the Government users with the ability to produce standard and ad hoc reports from the data system. If the established reports are not responsive to the Government user, the contractor must provide the requested reports within five calendar days of the request.

G. Release of Information

All records are subject to the Privacy Act, 5 U.S.C. 552a. The information and records shall be maintained and used with the highest regard for applicant/employee privacy. Applicants/employees may review the information obtained from the physical/medical exam. However, they shall not be allowed to have unsupervised access to their medical records. Individuals may obtain a copy of their medical examination results by sending an original notarized letter authorizing release of the information, to which the information is to be released, along with the address of where the information is to be mailed.

For requests concerning pre-employment examinations, the Release of Information Authorization and request should be addressed to Entry Level Hiring Unit Dallas Service Center Immigration and Customs Enforcement (ICE)

7701 N. Stemmons Freeway Dallas, TX 75247

For requests concerning Fitness for Duty examinations, the Release of Information Authorization and request should be addressed to

Medical Officer Office of Human Capital U.S. Immigration and Customs Enforcement 800 K Street, NW Washington, D.C. 20536

H. Billing

Each invoice will be submitted either to ICE at the completion of each event.

The invoice shall also have the designated task order number. Invoices and supporting documentation shall be submitted in paper and electronic form in agency compatible software on a monthly basis.

I. Monthly Report

The contractor shall provide a monthly report to include all services performed during the preceding calendar month, within five (5) calendar days following the close of each month. This report should include a summary of all work performed during the preceding month to include:

• Name of applicant

• Last 4 of the Social Security Number

• Type of exam

• Cost of services performed

• Date service requested

• Date results sent to ICE/

X Expert Witness Testimony

An expert is defined as an individual possessing credentials or experience which establishes expertise in a particular field, most frequently a board certified or board qualified physician in a particular field or specialty, e.g. specialty consultant, IME, Forensic Psychiatrist or Medical Review Officer. However, for purposes of this SOW an expert witness may be the drug test sample collector, quality assurance employee of a laboratory, paralegal or anyone who may be called to testify in a hearing related to the drug testing program who is not a federal employee. The testimony required may be a deposition or court appearance as necessary. Annotating the monthly report or producing a Litigation package does not constitute expert witness for purposes of billing through this

SOW.

For the purposes of improving procedures, contract performance, etc., the contractor shall attend meetings with the designated Government officials, representatives from the contract laboratory, and MRO officials located in Washington, DC. The contractor shall also attend quarterly meetings with the designated Government officials at ICE or FPS Headquarters in Washington, DC. The cost of all travel shall include travel for meetings and expert testimony. The Contractor will be reimbursed for travel to provide support at a Government site or other site as may be specified and approved by the COTR under this effort. All travel shall be approved, by the COTR, prior to commencement of travel. The contractor shall be reimbursed for actual allowable, allocable, and reasonable travel costs incurred during performance of this effort in accordance with the Federal Travel Regulation at http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_OVERVIEW&contentId=141 61 currently in effective on date of travel.

XII Deliverables

PDF or Microsoft Word file are acceptable electronic deliverables; however that is not the case for spreadsheets. For purposes of the timelines specified in this SOW are defined as if the request is made before noon the first working day is the day of the request and if the request is made after noon the first working day will be the next working day.

DESCRIPTION FREQUENCY FORMAT RESPONSIBILITY REFERENCE

Pre-Employment Medical Test Results Pre- 7-14 working days Electronic Contractor To Dallas III B (p.5) http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_OVERVIEW&contentId=14161 http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_OVERVIEW&contentId=14161

Employment Medical Exam after Pre-employment Medical Exam version Service Center

Drug Testing Services Drug Test to be performed on site of the One-Stop (Pre- Employment)

48 hours after results

Electronically send chain of custody form with result

Medical Review Officer to Dallas Service Center

V. C.1 (p.15)

XIV ICE Privacy & Records Office (PRO) Clauses

FAR Clauses 52.224-1: Privacy Act Notification (APR 1984) 52.224-2: Privacy Act (APR 1984)

PRIV 1.4: Separation Checklist for Contractor Employees: Contractors shall enact a protocol to use a separation checklist before its employees, Subcontractor employees, or independent Contractors terminate working on the contract. The separation checklist must cover areas such as:

(1) return of any Government-furnished equipment; (2) return or proper disposal of Sensitive PII (paper or electronic) in the custody of the Contractor/Subcontractor employee or independent Contractor, including the sanitization of data on any computer systems or media as appropriate; and

(3) termination of any technological access to the Contractor’s facilities or systems that would permit the terminated employee’s access to Sensitive PII.

In the event of adverse job actions resulting in the dismissal of an employee, Subcontractor employee, or independent Contractor, the Contractor shall notify the Contract Officer’s Representative (COR) within 24 hours. For normal separations, the Contractor shall submit the checklist on the last day of employment or work on the contract.

As requested, contractors shall assist the ICE Point of Contact (ICE/POC), Contracting Officer, or COR with completing ICE Form 50-005/Contractor Employee Separation Clearance Checklist by returning all Government-furnished property including but not limited to computer equipment, media, credentials and passports, smart cards, mobile devices, PIV cards, calling cards, and keys and terminating access to all user accounts and systems.

(End of clause)

PRIV 1.7: Privacy Act Information: In accordance with FAR 52.224-1, PRIVACY ACT NOTIFICATION (APR 1984), and FAR 52.224-2, PRIVACY ACT (APR 1984), this contract requires Contractor personnel to have access to information protected by the Privacy Act of 1974.

The agency advises that the relevant system of records notices (SORN) applicable to this Privacy Act information is as follows:

OPM / GOVT 001-010 – OPM Government-Wide SORNs covering personnel records

These SORNs may be updated at any time. The most current DHS versions are publicly available at www.dhs.gov/privacy. SORNs of other agencies may be accessed through the agencies’ websites or by searching FDsys, the Federal Digital System of the Government Publishing Office, available at http://www.gpo.gov/fdsys/.

(End of clause)

REC: 1.1: Required DHS Basic Records Management Training: The Contractor shall provide DHS basic records management training for all employees and Subcontractors that have access to Sensitive PII as well as the creation, use, dissemination and/or destruction of Sensitive PII at the outset of the Subcontractor’s/employee’s work on the contract and every year thereafter. This training can be obtained via links on the ICE intranet site. The Agency may also make the training available through other means (e.g., CD or online). The Contractor shall maintain copies of certificates as a record of compliance. The Contractor must submit an annual e-mail notification to the Contracting Officer’s Representative that the required training has been completed for all the Contractor’s employees.

(End of clause)

REC 1.2: Deliverables are the Property of the U.S. Government: The Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable without the expressed permission of the Contracting Officer or Contracting Officer’s Representative. The Contractor shall certify in writing the destruction or return of all Government data at the conclusion of the contract or at a time otherwise specified in the contract. The Agency owns the rights to all data/records produced as part of this contract.

(End of clause)

REC 1.3: Contractor Shall Not Create or Maintain Unauthorized Records: The Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. The Contractor shall not create or maintain any records containing any Government Agency data that are not specifically tied to or authorized by the contract.

(End of clause)

REC 1.4: Agency Owns Rights to Electronic Information: The Government Agency owns the rights to all electronic information (electronic data, electronic information systems or electronic databases) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data.

(End of clause)

REC 1.5: Comply with All Records Management Policies: The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, mode of transmission, or state of completion.

(End of clause)

REC 1.6: No Disposition of Documents without Prior Written Consent: No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the Agency records schedules.

(End of clause)

REC 1.7: Contractor Must Obtain Approval Prior to Engaging Subcontractors: The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (Subcontractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any Subcontractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

(End of clause)

SAFEGUARDING OF SENSITIVE INFORMATION (MAR 2015)

(a) Applicability. This clause applies to the Contractor, its subcontractors, and Contractor employees (hereafter referred to collectively as “Contractor”). The Contractor shall insert the substance of this clause in all subcontracts.

(b) Definitions. As used in this clause— “Personally Identifiable Information (PII)” means information that can be used to distinguish or trace an individual's identity, such as name, social security number, or biometric records, either alone, or when combined with other personal or identifying information that is linked or linkable to a specific individual, such as date and place of birth, or mother’s maiden name. The definition of PII is not anchored to any single category of information or technology. Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. In performing this assessment, it is important for an agency to recognize that non-personally identifiable information can become personally identifiable information whenever additional information is made publicly available—in any medium and from any source—that, combined with other available information, could be used to identify an individual.

PII is a subset of sensitive information. Examples of PII include, but are not limited to: name, date of birth, mailing address, telephone number, Social Security number (SSN), email address, zip code, account numbers, certificate/license numbers, vehicle identifiers including license plates, uniform resource locators (URLs), static Internet protocol addresses, biometric identifiers such as fingerprint, voiceprint, iris scan, photographic facial images, or any other unique identifying number or characteristic, and any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive Information” is defined in HSAR clause 3052.204-71, Contractor Employee Access, as any information, which if lost, misused, disclosed, or, without authorization is accessed, or modified, could adversely affect the national or homeland security interest, the conduct of Federal programs, or the privacy to which individuals are entitled under section 552a of Title 5, United States Code (the Privacy Act), but which has not been specifically authorized under criteria established by an

Executive Order or an Act of Congress to be kept secret in the interest of national defense, homeland security or foreign policy. This definition includes the following categories of information:

(1) Protected Critical Infrastructure Information (PCII) as set out in the Critical Infrastructure Information Act of 2002 (Title II, Subtitle B, of the Homeland Security Act, Public Law 107- 296, 196 Stat. 2135), as amended, the implementing regulations thereto (Title 6, Code of Federal Regulations, Part 29) as amended, the applicable PCII Procedures Manual, as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the PCII Program Manager or his/her designee);

(2) Sensitive Security Information (SSI), as defined in Title 49, Code of Federal Regulations, Part 1520, as amended, “Policies and Procedures of Safeguarding and Control of SSI,” as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the Assistant Secretary for the Transportation Security Administration or his/her designee);

(3) Information designated as “For Official Use Only,” which is unclassified information of a sensitive nature and the unauthorized disclosure of which could adversely impact a person’s privacy or welfare, the conduct of Federal programs, or other programs or operations essential to the national or homeland security interest; and

(4) Any information that is designated “sensitive” or subject to other controls, safeguards or protections in accordance with subsequently adopted homeland security information handling procedures.

“Sensitive Information Incident” is an incident that includes the known, potential, or suspected exposure, loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access or attempted access of any Government system, Contractor system, or sensitive information.

“Sensitive Personally Identifiable Information (SPII)” is a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual. Some forms of PII are sensitive as stand-alone elements. Examples of such PII include: Social Security numbers (SSN), driver’s license or state identification number, Alien Registration Numbers (A-number), financial account number, and biometric identifiers such as fingerprint, voiceprint, or iris scan. Additional examples include any groupings of information that contain an individual’s name or other unique identifier plus one or more of the following elements:

(1) Truncated SSN (such as last 4 digits)

(2) Date of birth (month, day, and year)

(3) Citizenship or immigration status

(4) Ethnic or religious affiliation

(5) Sexual orientation

(6) Criminal History

(7) Medical Information

(8) System authentication information such as mother’s maiden name, account passwords or personal identification numbers (PIN)

Other PII may be “sensitive” depending on its context, such as a list of employees and their performance ratings or an unlisted home address or phone number. In contrast, a business card or public telephone directory of agency employees contains PII but is not sensitive.

(c) Authorities. The Contractor shall follow all current…