2.3.1- Attachment #5 Statement Of Work - East Bay v4.pdf

SOW Fresno Kennel Services

STATEMENT OF WORK U.S. Customs and Border Protection Office of Field Operations, San Francisco Field Office Kenneling Services – East Bay Tactical

PR 20150894

1. BACKGROUND

U.S. Customs and Border Protection (CBP) Canine Enforcement Program (CEP) enhances the CBP mission through detection and apprehension of undocumented immigrants and seizure of controlled substances and other contraband utilized to finance terrorist or criminal drug trafficking organizations. To ensure efficiency of the working canines, CBP requires canines to be housed in kennel facilities. If Government kennel facilities are unavailable, commercial or veterinarian kennels will be contracted to provide housing.

2. SCOPE

The purpose of this procurement is to secure commercial kennel facilities and services to support the CEP and the CBP mission at the Area Port of San Francisco. Requirements shall include housing and rations for CBP-owned canines and other kennel-related goods as defined by this statement of work.

• The number of canines to be kenneled shall be a minimum of 1 and shall not exceed 5 at any given time. The number of canines is subject to fluctuation according to the demands of their service.

The contractor shall provide all labor, materials, supervision, facilities, equipment, and personnel necessary to satisfy the kenneling/feeding requirements of CBP. The contractor shall provide secure, safe, and insured boarding and care for CBP-owned canines.

Facility Location Requirement To ensure operational efficiency, the kennel facility must be located within a 25-mile radius of both the following CBP locations:

Location Address CBP- APSF POE EB Trade CBP-East Bay Tactical POE 700 Maritime Street, Oakland, CA 94607

The facility location must allow handlers to retrieve their canines within 45 minutes of notification and within 10 minutes of arriving at the facility.

3. APPLICABLE DOCUMENTS

The contractor must comply with the following:

• Animal Welfare Act (9 CFR 3.1 & 3.11)

• National Canine Enforcement Handbook (HB 3200-07B) – (Available upon request from CBP or through designated CBP enforcement resources. This document is not publicly accessible but can be obtained through official CBP channels.)

• Applicable municipal codes and ordinances for kennel operations.

4. PERSONNEL & SECURITY REQUIREMENTS

4.1 Disclosure of CBP Canines: The contractor shall ensure that kennel employees do not identify or point out to anyone the identity and location/runs of CBP canines. No information about the CBP canines shall be disseminated to anyone other than CBP CEOs, at any time.

The contractor and its employees are strictly prohibited from using or featuring CBP canines, Canine Enforcement Officers (CEOs), or the kennel facility in any form of social media. This restriction is in place to protect the safety, security, and operational integrity of the CBP canines, personnel, and associated facilities.

4.2 POC/COR Designation and Inspections: A COR will be appointed to monitor contractor performance and coordinate technical and administrative matters with the Contracting Officer (CO). The Contractor shall be subject to a semi-annual review. The COR will conduct each semi-annual review, unless otherwise indicated by the COR in advance, and will provide a report to the CO after each review. The COR may conduct additional reviews at unannounced times. The COR will be identified in the contract.

4.3 CBP Canines: CBP consists of a variety of working and sporting breeds. CBP canines are working dogs, not pets boarded while their owners are on vacation. These canines work 8 – 16 hours a day, often in high stress situations; therefore, it is important for these canines to rest while they are in the kennel facility. The canines weigh between 50-90 pounds. Absent unique circumstances, no CBP canine will be younger than one year old.

5. FACILITY AND RUNS:

The kennel facilities must be secure from the public and situated in a quiet location away from noisy neighborhoods or noisy public roads and parks. It is important for these canines to have an appropriate environment to rest while they are in the kennel facility. The facility must provide an environment conducive to the canines obtaining adequate rest. Audible and visual distractions are considered detrimental. The contractor must meet all requirements to maximize the work hours of the canines and not diminish their effectiveness.

Regardless of the kennel type, only one canine shall be in each kennel run at any one time.

There must be a “buffer” run to separate CBP canines from privately kenneled animals.

Regardless of the circumstances, CBP canines cannot be placed in shipping crates or wire cages at any time.

5.1 Floor and Dog Runs: The kennel building shall be constructed with concrete foundations and subfloors. Floors for kennel runs must be a sealed, hard, non-skid surface (i.e., concrete or tile is acceptable). All concrete surfaces shall be sloped and constructed to allow for adequate drainage for flushing stools and urine from the kennel run. Pooling of liquid is not permitted.

Other floors and pathways shall have a non-skid surface and allow for adequate drainage when flushing stools and urine from the kennels. The only items permitted in the kennel runs are the non-porous dog bed, water bucket, and feed dish. Toys are not permitted in the kennel runs unless specifically authorized by CBP K9 Management to ensure the safety and welfare of the CBP canines. The Contractor shall ask K9 management which dog is allowed to have a toy and what is allowed. All toys must be inspected regularly to ensure their structural integrity. Any damaged toys must be removed from the kennel run immediately and reported to K9 Management without delay.

5.2 Kennel Runs: Indoor/Outdoor kennel runs will be considered by CBP. However, CBP prefers indoor kennel runs as they are more secure, have fewer external stimuli, and provide significantly more protection from the elements. Each kennel run will have a minimum of twenty-four square feet, not including the sleeping area. No dimension of the kennel run shall be less than three feet. A guillotine type drop door is permissible for the indoor runs. All kennel runs shall be cleaned and disinfected with veterinary approved chemicals (See Section 6, Cleaning, Sanitation, Disinfection).

5.3 Kennel Run Barriers: If kennel runs use a common barrier to separate adjacent runs, the barrier shall be from the floor to the chain link or canopy top to prevent cross contamination between runs. The barrier must consist of, from the floor, a solid or composite wall at least three feet six inches in height. The remainder of the barrier shall either be a solid wall or wire mesh fence fabric.

5.4 Sleeping Areas/Platforms: Kennel runs shall be equipped with either a raised sleeping platform or doghouse. Sleeping platforms shall be of non-porous materials (e.g. stainless steel, fiberglass). The platform shall be of adequate size to accommodate the dog. If the enclosed bedding area is attached to the kennel run, it will have two solid walls between the adjacent kennel runs with chain link ends. If the enclosed bedding area is separate from the kennel run, it must have four solid walls with access opening on one end. Access doors to the inside sleeping area of an indoor/outdoor kennel run shall be a minimum of 40” high and 28” inches wide.

5.5 Ventilation: Kennel facilities and runs shall have fresh air either through windows, doors, vents, or air conditioning. The minimum air temperature shall not be less than 50 degrees Fahrenheit (F). The maximum air temperature shall not be more than 80 degrees F. The ventilation system must maintain a steady and equal temperature for the entire area where CBP canines are housed. An emergency back-up generator should be available if the power goes off. The generator shall be capable of providing and maintaining immediate power until the primary source of power is restored.

5.6 Fencing and Gates: Wire mesh fence fabric will be utilized on the runs and gates. The fabric will be at least 11-gauge material for 2-inch mesh or at least 13-gauge for 1 ¼-inch mesh. Access gates to each run and sleeping area will have a positive latching system to prevent the dogs from jumping against the latch and accidentally opening the gate. Kennel facilities shall have double gates/doors that require the dog to go through two secure gates/doors to enter/exit the facility and grounds.

To restrict access to the kennel from the outside, security fencing should surround all outside runs and break areas. The fence fabric shall be an 11- gauge steel wire mesh chain link fence.

The fabric height, from ground to top of fence, shall be between 6’ and 8’. Kennel fencing must not be located so the features of land (the topography), or structures defeat its purpose by allowing passage over, around, or under the fence. The fence must always be in a well-maintained condition.

5.7 Lighting/Video Surveillance: The kennel facilities, kennel runs, and parking lot shall be under video surveillance 24 hours a day 7 days a week and have exterior lighting on all sides of the building to provide security and allow for safe nighttime activity when retrieving or returning canines to their kennels. All accessible areas shall have lights, by motion sensors or permanent lighting. Video surveillance shall be a minimum 720p resolution and available to CBP for viewing, upon request.

5.8 Kennel Construction: The government will not reimburse the contractor for any construction or remodeling.

6. CLEANING, SANITATION, DISINFECTION:

Contractors shall maintain a clean and sanitized facility at all times in accordance with local, state, and federal regulations. The kennel and surrounding property shall be in a well-kept condition that will not pose a danger to the canines or the CEO. If necessary, the contractor should coordinate with CBP for assistance with removing canines from kennel runs to ensure proper cleaning is conducted.

6.1 Cleaning: To mitigate the spread of diseases and ensure the health and safety of canines housed at the facility, the contractor shall conduct daily cleaning and weekly deep cleaning. All areas housing CBP canines shall be rodent and pest free. Stool, urine, and food waste shall not remain in kennels, runs, or break areas for more than one (1) hour during required staffing hours (See Section 10.5, Staffing Hours). All stools shall be removed within one (1) hour after the kennel opens for business or no later than 9:00 a.m. on days when the kennel is not open for business.

Daily Cleaning: Water bowls shall be cleaned with hot, soapy water and allowed to air dry while daily cleaning is conducted. The Contractor shall scoop up solid waste and clean up urine as soon as possible. Sweep debris, dirt, and fur from the facility, drain grates, runs, and break areas. The Contractor shall spot clean any soiled areas within the facility, including drain grates, kennel runs, and break areas. Spot cleaning must be conducted using approved detergent and disinfectants to maintain proper sanitary conditions and ensure a hygienic environment for CBP canines. After cleaning, water bowls shall be half-filled with fresh water and must be free of dirt, debris, and fur.

Deep Cleaning: The contractor shall conduct deep cleaning, including disinfection, on a weekly basis. Kennel walls, runs, break areas, and drain grates shall be thoroughly washed with detergent, then disinfectant. Deep cleaning includes:

• Pre-cleaning: Hose down or power wash to remove loose debris, fur, and waste.

• Scrub with detergent: Use a veterinarian-approved detergent to scrub all surfaces thoroughly

– floors, walls, doors, grates, etc. Thoroughly clean corners and crevices to prevent build-up.

• Rinse: Rinse completely to remove detergent residue.

• Disinfect: Apply a veterinarian-approved disinfectant following instructions provided on the product label.

• Dry completely: Ensure runs are completely dry before allowing canines to return.

Storage of Cleaning Agents and Supplies: All chemicals shall be stored away from any food items, capped and in the original labeled containers. Chemicals not in the original container shall be clearly marked to identify the contents. All detergents and disinfectants used for cleaning shall have the approval of the Environmental Protection Agency or the State. Cleaning supplies (i.e., brooms, push brooms, mops, etc.) shall be hung to allow wet items to dry properly and prevent bacterial growth

6.2 Food and Water Areas: Empty dog food bags must be removed and disposed of in a covered container. All food shall be stored in rodent proof storage containers. The area must be rodent and pest free. Container lids must be closed after use. The contractor shall provide a refrigerator for special diets and medications. Medication will be properly labeled and stored in the refrigerator, as necessary. The kennel shall have potable hot and cold running water. CEOs shall have 24-hour access to the potable hot and cold running water. Self-waterers are not permitted. If the water supply comes from an underground well, it must be tested and approved for human consumption (potable) within 20 days of contract award.

6.3 Feeding/Water Bowls and Utensils: All food utensils shall be washed using hot, soapy water immediately after food preparation. Stainless steel feed and water bowls must be used.

Wash food and water bowls thoroughly with hot, soapy water immediately after canines have finished eating and during daily cleaning. Bowls and utensils shall be placed on a drying rack upside-down to allow any remaining water to properly drain from the inside. If a drying rack is unavailable the bowls shall be placed upside-down in a manner that allows proper air flow and water drainage.

6.4 Debris: The property surrounding the kennel facility shall be maintained in a clean and orderly condition, free of all refuse, garbage, trash, and debris. Seeded areas must be regularly mowed or trimmed and kept clear of brush and tall vegetation that may pose a health or safety risk to CBP canines, handlers, or any authorized personnel accessing the premises. Routine landscaping and grounds maintenance are required to ensure the ongoing safety and security of the CBP canines, Canine Enforcement Officers (CEOs), and others authorized to enter the facility.

6.5 Flea and Tick Prevention: The kennel and surrounding areas shall be treated to prevent infestation of fleas and ticks on a semi-annual basis, at a minimum.

6.6 Break Areas: When CBP canines are in the break areas, the area shall be kept free of all toys (e.g. tennis balls, etc.). When not in use, break areas shall maintain levels of cleanliness in compliance with this section.

7. HEALTH:

The contractor must ensure that the CBP canines are not in the same room with any animals quarantined or under medical treatment. The kennel must have an isolation area to accommodate animals currently under quarantine or medical treatments. The contractor must ensure that ill CBP canines are kenneled in a different room from ill privately boarded dogs.

The kennel must have First Aid Kits for personnel and animals. The contractor shall have written procedures to educate employees on how to handle animal-related injuries. Procedure must be submitted with quote.

The contractor shall observe the appearance and activity of the dogs for signs of illness, wounds, disease, and discontent. The contractor shall specifically watch for signs of injury or other changes in physical condition. If a CBP canine is injured or becomes ill, the contractor must contact the Canine Supervisor immediately upon discovery. During the required staffing hours (See Section 10.5, Staffing Hours), contact must be made within 30 minutes of determining that the canine is injured or ill. If the Canine Supervisor is unavailable, contact the CEO or the COR.

Should medical treatment be necessary, authorization must be obtained by the Canine Supervisor, CEO, or COR before treatment can be given. If the medical treatment is not pre-authorized by CBP, the contractor will be liable for the canine and any charges that are incurred as a result of the unauthorized medical treatment. If it is an emergency and the Canine Supervisor, CEO, or COR cannot be contacted, the contractor shall take the ill or injured canine to the pre-designated veterinarian. The name and contact information of the authorized veterinarian will be provided by CBP after contract award. The contact names, titles, and phone numbers of all canine personnel will be provided after contract award.

If the contractor fails to contact the appropriate Government personnel in a timely manner as aforementioned, the contractor assumes all liability for the canine and any charges that are incurred as a result of not contacting the appropriate Government officials.

When a CBP canine requires medication and the assigned Canine Enforcement Officer (CEO) is off duty, the CEO must coordinate with kennel personnel at least 24 hours in advance, providing clear instructions on how to administer the CBP-provided medication. All medications given to CBP canines must be recorded in a medication log specific to the individual canine, including dosage and frequency details and included in the Canine Status Chart (See Section 10.5). If arrangements are not made within the required 24-hour timeframe, the contractor shall promptly notify the Contracting Officer’s Representative (COR).

If a CBP canine dies while at the facility, CBP personnel will take possession of the dog remains. No CBP canine shall be buried or disposed of by kennel personnel.

7.1 Flea Treatment: All CBP canines must be treated monthly with Frontline Plus to prevent fleas and ticks. In areas with high numbers of ticks, Frontline Plus can be applied as often as every 21 days. In addition, a preventer collar may be useful in these areas. CBP canines shall be maintained on year-round flea and tick preventative medication to ensure their health, safety, and compliance with established CBP Canine Program guidelines. The kennel shall provide the preventives to the CEO. It is the responsibility of the CEO to administer preventives to their assigned canine.

7.2 Bathing: CBP is responsible for bathing CBP canines. The contractor’s facility shall have a bathing utility available to bathe the canines. CBP will coordinate bathing times to fit the contractor’s routine. The contractor shall provide authorized canine shampoo, washing brushes, towels, and a drying device (dog dryer) that are approved and suitable for use on CBP canines. All grooming items must meet established health and safety standards required for working dogs according to National Canine Enforcement Handbook (HB 3200-07B). If the contractor agrees to provide bathing services at no additional cost to CBP, a signed notice must be provided to the COR.

8. FOOD:

The contractor shall provide all food, supplies, and equipment necessary to perform the services. This includes items such as stainless-steel feed and water pans, cleaning supplies and equipment, disinfectants etc. The amount shall be the suggested label serving size provided by the food manufacturer unless special rations are approved by the COR or Canine Supervisor. The acceptable ranges for the key nutritional factors are:

Energy density 4.0 to 5.5 kcal ME/g DM Fat 15 to 40 % fat DM or 30 to 65% of calories from fat Soluble carbohydrate 39 to 55% NFE DM or 20 to 50% of calories from NFE Protein 22 to 32% protein DM or 18 to 25% of calories from protein Digestibility DM digestibility >80%

Once a standard, approved brand of dog food is established, any change must be approved seven (7) calendar days in advance by the COR or Canine Supervisor. Special rations for dietary or medical purposes must also be approved seven (7) calendar days in advance by the COR or Canine Supervisor.

ADDITIVES: A majority of commercial dog foods do not contain medication to prevent heartworm or hookworm infections. The kennel will administer heartworm and hookworm medication to the dogs on a semi-annual basis. The kennel will report administration of heartworm and hookworm medication in its semi-annual review with the COR. CBP canines shall be maintained on year-round heartworm preventative medication to ensure their health, safety, and compliance with established CBP Canine Program guidelines.

9. FEEDING:

To maintain a good state of health, the CBP canine’s daily diet must be strictly controlled. The number of feedings per day, and the amount of food rationed at each feeding, can vary based on the canine’s age, weight, and general state of health.

CBP Canines will be fed two (2) times a day unless otherwise prescribed by a veterinarian.

Feedings will be at 6:00 am and 2:00 pm. CBP Officers will be responsible for feeding their assigned canine when their work schedule conflicts with feeding times and normal contractor staffing hours.

Personnel feeding the canines shall complete the Food & Stool Chart for each dog on a daily basis and should include the percentage of food consumed during each feeding. The assigned CEO is responsible and accountable for ensuring the Food & Stool Chart is completed each day. The chart will be provided separately by the Canine Supervisor or COR after contract award.

10. SAFETY REQUIREMENTS:

10.1 Protection: The contractor shall have a plan for emergency procedures. A copy of the local fire evacuation plan must be posted in the kennel. The contractor shall provide fire extinguishers on site to extinguish common construction materials and/or electrical fires. The contractor shall ensure that the fire extinguishers are inspected and maintained in accordance with local, state and federal fire regulations. The contractor shall have business insurance as required by the appropriate state and local governments and municipalities.

The COR or Canine Supervisor shall make periodic unannounced inspections. The contractor must be certified to provide kenneling services by the appropriate local and state government municipalities.

10.2 Escaped Dog Plan: The contractor shall have a written plan for handling the “escaped dog” scenario. The plan must define what steps are followed/taken to notify the owner, advertise in local publications, etc. Escape plan must be submitted within 20 business days of contract award.

10.3 Animal Injury Procedures: The contractor shall have written procedures to educate employees on how to handle animal related injuries and all contractor personnel must be trained to follow these procedures.

10.4 Personnel: If required by the state, the kennel manager must be certified to manage a kennel facility. If the kennel manager is replaced, the contractor shall provide notification to the COR immediately.

The Contractor’s staff must comply will all Background and Security Clauses included in the solicitation. The contractor shall provide personnel who have technical knowledge and qualifications to perform the functions outlined in the SOW.

10.5 Staffing Hours: The kennel facility shall be staffed, on site, by at least one (1) employee, between the hours of 6:00 a.m. and 7:00 p.m., seven (7) days a week. These hours are the active dog hours for CBP canines. This presence will ensure that the requirements for ill canines (See Section 7, Health) and the requirements for stool removal (Section 6, Cleaning, Sanitation, Disinfection) will be met during these active dog hours. The contractor shall notify the Canine supervisor and COR when any circumstances prevent appropriate staffing as required in this section.

10.6 Record Keeping & Monthly Reporting Requirements

The contractor shall maintain comprehensive records for all CBP canines kenneled at the facility. These records must be submitted to the Contracting Officer’s Representative (COR) monthly, in accordance with the 30-day billing cycle.

At a minimum, the following documentation shall be included in the monthly report:

• Canine Kenneling Log: Documenting each canine's presence and placement within the facility.

• Canine Status Chart: Recording movement between kennel runs, feeding times, stool cleanup, weight measurements, and any medications administered.

• Exercise Log: Tracking activity for each canine, including confirmation of exercise for detector dogs not scheduled to work during any consecutive four-day period (as required in Section 10.5).

• Medication & Health Notes: Any notable health observations, injuries, or treatments administered during the reporting period.

• Staffing Logs: Confirmation of compliance with required on-site staffing hours and any deviations.

11. PROCUREMENT COMPLIANCE

U.S. Customs and Border Protection (CBP) shall procure products and services in accordance with all applicable federal regulations and policies. Any environmental product considerations will be made in compliance with statutory requirements under the U.S. Department of Agriculture’s BioPreferred® Program (7 U.S.C. 8102) and the Resource Conservation and Recovery Act (42 U.S.C. 6962).

Any non-statutory procurement preferences previously established under revoked Executive Orders shall no longer apply.

12. DELIVERABLES AND DELIVERY SCHEDULE

A. Deliverables Due at Time of Quote Submission

1. Kennel Facilities Description

• Floor plans

• Security measures

• Video surveillance details

• Fencing description

• Climate control system overview

2. Operations Plan

• Daily care procedures

• Feeding schedule

• Sanitation methods

• Emergency handling protocols

3. Security and Emergency Response Plan

• Escaped dog procedures

• After-hours access plan

• Unauthorized entry prevention

4. Regulatory Compliance Documentation

• Proof of compliance with Animal Welfare Act (9 CFR 3.1 & 3.11)

• Adherence to National Canine Enforcement Program Handbook (HB 3200-07B)

5. Facility and Operational Compliance Documentation

• Proof of compliance with applicable federal, state, and local regulations

• Required kennel licenses and certifications

6. Potable Water Certification

• Documentation verifying potable water supply (including test results, if applicable)

7. Employee Education Plan

• Written procedures for handling animal-related injuries

• Confirmation of employee training

8. Escaped Dog Plan (as required in Section 10.2)

• Step-by-step recovery plan

• Internal notification and escalation procedures

9. Animal Injury and Illness Protocols (as required in Section 7)

• SOPs for injury/illness response

• CBP and veterinary contact procedures

10. Bathing Utility Statement (as required in Section 7.2)

• Confirmation of on-site bathing utility

• Optional statement if services are provided at no additional cost

B. Monthly Recurring Deliverables

11. Monthly Kennel Records Report (Submitted with Invoice)

• Canine assignment and movement logs

• Feeding and stool cleanup records

• Weight tracking

• Medication logs

• Exercise logs for canines not working 4+ consecutive days

C. Semi-Annual and As-Needed Deliverables

12. Flea and Tick Prevention Log

• Record of semi-annual treatments

13. Heartworm and Hookworm Medication Report

• Confirmation of administration

• Submitted during COR semi-annual review

14. Emergency Veterinary Contact Sheet

• Name, address, and contact of designated veterinary provider

• Kept on file and available upon request

13. PAYMENT FOR SERVICES

Invoices shall be uploaded to IPP.

14. POINTS OF CONTACT

TBD Upon Award