2.2.1-RFQ_192126FHQIHSCDDU1_Dental Delivery Unit Refresh SOW Final_04.02.26.docx

RFQ 192126FHQIHSCDDU1

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 DELIVERY UNITS

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 A-dec 500 dental delivery units. The dental delivery units include the following: dental patient chair with rear and/or front delivery systems or combination of both, and a powerful light capable of illuminating intraorally that is either attached to the dental chair, wall, cabinet, or attached to the ceiling as fixed or track lighting. The dental configuration is dependent on existing architectural set-up at each facility described in Attachments B and C.

3. Objectives The contractor shall provide and install dental delivery units for all IHSC dental clinics as outlined in Attachments B and C. The dental delivery units 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 Delivery Unit Requirements

The contractor shall provide and deliver dental delivery units for all IHSC facilities listed in attachment A. These delivery units must:

· New equipment only.

· All be A-dec 500 model line and mirror the existing dental configuration at each site (See Attachments B and C).

· Include all necessary accessories and installation parts (hardware, cables, interfaces, mounting parts, cabinet parts for rear delivery, etc.)

· An authorized distributor/reseller of the A-dec 500 units dental equipment.

· For three (3) locations – El Paso, Florence, and Central Louisiana, the vendor will need to provide an additional A-dec cabinet to install the new A-dec rear delivery units to minimize issues or limitations (e.g., floor cables interference) with mounting the rear delivery unit versus drilling in the cement flooring (See Attachments B and C).

3.2 Task Two – Dental Delivery Unit 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 Attachments B and C. Prior to installation, the contractor may evaluate and confirm proper configuration and installation requirements at all destination sites, including appropriate space, size, configuration ability, electrical and internet connection necessities are available. Site visits are optional for all sites but recommended to ensure successful installation. The contractor should assume the building is made of brick/concrete for all installation purposes. The contractor shall submit the installation schedule to the Contracting Officer’s Representative (COR) and government designee for review and approval within 20 business days after award. The contractor shall obtain the COR’s approval of the installation schedule prior to proceeding with the installation effort.

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

· Installation of all A-dec dental delivery unit and site training shall be completed within 12 months after award for all sites listed in Attachment A working with the contractor’s project manager to oversee the entire project. Installation shall not begin until the Installation Schedule has been approved by the government. Installation shall include implementation of all purchased dental delivery units in coordination with the local 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 equipment installation at all sites with limited downtime and impact to operations during installation.

· The contractor shall ensure all systems are fully functional within the existing site configuration, the existing dental vacuum, waterlines (clean and wastewater), and existing dental compressor.

· The contractor shall collaborate with facility maintenance personnel during installation.

· The contractor must deliver all equipment/parts on the day of installation. No warehouse storage space is available. The contractor will also ensure adequate staff for transporting all packages/boxes from arrival at the facility to the dental clinic onsite.

· The contractor shall flush all supply lines (air, water, vacuum) before final connection to remove debris or containments according to manufacturer's instructions.

· The contractor shall uninstall, remove, and dispose of all current/existing equipment (see Attachment B for unit descriptions and locations with new equipment). The contractor shall dispose of the equipment offsite (not at the local facility) in accordance with all applicable state and federal laws, regulations, and/or any other regulatory requirements. All old equipment must be removed from each facility on the same business day as the de-installation occurs.

· 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 one day on-site equipment training for clinical staff at each of the sites outlined in Attachment A. 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 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 equipment training is hosted for each facility.

· The contractor shall provide introductory equipment maintenance training.

3.4 Task 4 – Operability Demonstration and Warranty

The contractor shall demonstrate functionality and operability of each fully installed dental delivery unit 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 dental delivery units. 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 20 business days to remedy and resolve the issue(s). If the new dental delivery unit is not operational, the contractor will re-install existing dental delivery unit for facility use while waiting for replacement. 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 12-month contractual period of performance.

In addition to the warranties contained in FAR 52.212-4, the contractor must provide at 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 and afforded the manufacturer’s warranty, including dental delivery unit parts, accessories, and technical phone support to troubleshoot any technical or equipment controls related issues at no extra cost. All warranty information, materials, etc. shall be provided to the COR and government designee 2 business days after the installation has been completed and accepted by the government.

4. Other Applicable Conditions All dental delivery units must be installed following federal, state, and local guidelines.

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 list below 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. Items 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.

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) business 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

Attachment A outlines the complete list of all facility locations where all installations and support shall be performed.

19. Period of Performance

The period of performance for this contract shall not exceed 12 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. Work outside of normal business hours will be coordinated with the COR prior.

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 always present a professional appearance 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).

CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment A- ICE Health Service Corps (IHSC) Facilities

Facilities

POC

Address

Phone

Batavia, NY 14020 Provided at award.

Bowling Green, VA 22427 Provided at award.

Eloy Detention Center (2 units)

Eloy, AZ 85231 Provided at award.

El Paso, TX 79925 Provided at award.

Florence, AZ 85232 Provided at award.

Folkston, GA 31537 Provided at award.

Jena, LA 71342 Provided at award.

Miami, FL 33194 Provided at award.

Montgomery Processing Center (2 units)

Conroe, TX 77301 Provided at award.

Pearsall, TX 78061 Provided at award.

Los Fresnos, TX 78566 Provided at award.

Tacoma, WA 98421 Provided at award.

T. Don Hutto Residential Center (2 units)

Taylor, TX 76574 Provided at award.

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

(refer to attachment C for detailed equipment and part needs)

Separate Rear Delivery Light – fixed to ceiling

Dental Assistant Delivery Light - mounted to Dental Chair

Dental Assistant Delivery Light - mounted to Dental Chair

Separate Rear Delivery plus additional cabinet (Inspire Treatment Console) Light – no replacement needed

Separate Rear Delivery plus additional cabinet (Inspire Treatment Console) Light – fixed to ceiling

Separate Rear Delivery (Dental Cart Delivery System) Light – mounted to dental chair

Separate Rear Delivery plus additional cabinet (Inspire Treatment Console) Light – mounted to dental chair

Krome Service Processing Center (2 units) Dental Chair only Separate Rear Delivery Light – mounted to dental island/cabinet

Dental Assistant Delivery Light - mounted to Dental Chair

Separate Rear Delivery for Dental Assistant only (with sub-base mounting part) Light – attached to wall

Port Isabel Service Processing Center (3 units) Dental Chair only Separate Rear Delivery (with sub-base mounting part needed for 2 units only) Light – mounted to ceiling track

Tacoma Northwest ICE Processing Center (2 units) Dental Chair only Separate Rear Delivery (with sub-base mounting part) Light – mounted to dental island/cabinet

T. Don Hutto Residential Center (2 units) Dental Chair with Dentist Continental front delivery Dental Assistant Delivery Light - mounted to Dental Chair

Attachment C- ICE Health Service Corps (IHSC) Specifications by Location (This page intentionally blank. See document attached)