Statement of Work.pdf

CBP - Work Statements

Statement of Work (SOW)

Boston Field Office Kennel Service

1.0 BACKGROUND: The purpose of this procurement is to provide commercial kennel facilities and services in support of the Customs and Border Protection (CBP) Canine Enforcement Program.

2.0 SCOPE: The vendor shall provide all labor, materials, supervision, and facilities required to provide kenneling services for the CBP canines. The number of canines to be kenneled is currently nine (9), however, the number of canines is subject to change according to the demands of their service and could possibly increase by one canine during the period of performance. The vendor must be located within twenty (20) miles or less of the canine’s work site. The official CBP work address is:

Customs and Border Protection

Logan International Airport Terminal E

East Boston MA 02128

2.1 The vendor shall issue a key to the Contracting Officer Technical

Representative (COR) and each U.S. Customs & Border Protection Officer, Canine (CBPO K9), or U.S. Customs & Border Protection Agriculture Canine (CBPAS K9) Handler assigned to the local office to enable access to the facility 24 hours per day, 7 days per week. The vendor shall ensure that only authorized personnel have access to CBP dogs. Access to the CBP dogs by the public is strictly prohibited.

2.2 In addition to housing the canines, the vendor will also be responsible for cleaning the kennels daily and maintain them in a safe and sanitary condition.

2.3 A Contracting Officer Representative (COR) will be appointed to monitor vendor performance and coordinate technical and administrative matters with the Contracting officer. The COR for CBP canine kenneling shall be a technically qualified Customs and Border Protection (CBP) Canine Supervisor. If there is not a technically qualified CBP Canine Supervisor, the Field Office Canine Advisor will have oversight of the kennel contract.

A technically qualified canine supervisor shall conduct a semi-annual review and provide a brief report to the Contracting Officer after each review. The COR, for this requirement is: The Boston Field Office Budget Specialist and/or the Field Canine Advisor.

3.0 APPLICABLE DOCUMENTS: National Canine Enforcement Program

Procedures Handbook (HB 3200-07B)

4.0 SPECIFIC TASKS: To ensure CBP provides quality housing for detector dogs, the following canine kennel requirements have been created. They are to be used to evaluate the present kennel situations in the ports. As new kennels are needed these standards shall be used to evaluate the potential of the new site.

4.1 Facility Requirements: The kennel facilities must be situated in a location that will be quiet and secure from the public. The facility must provide an environment conducive to the canines obtaining adequate rest. CBP prefers indoor kennel runs as they are more secure and have less external stimuli. The indoor runs provide significantly more protection from the elements. A guillotine type drop door is permissible for the indoor/outdoor runs.

Regardless of the kennel type, only one canine shall be in each kennel run at any one time. Depending on the facility layout, it may be necessary for the CBP to rent an empty “buffer” run to separate CBP canines from privately kenneled animals. If a buffer kennel is rented, it shall remain empty at all times. Regardless of the circumstances, Shipping crates or wire cages are not acceptable at any time for the boarding or kenneling of the dog.

The vendor’s facility should be an indoor-outdoor type (indoor if no alternatives), which allows the animal’s access to adequate shade, fresh air, fresh water, exercise, and protection from inclement weather and unauthorized personnel. Regardless of the kennel type, only one dog shall be in each kennel run. Each kennel run access gate will be equipped with a two (2) piece quick release latch mechanism, (no locks).

4.2 Floor and Dog Runs: The kennel building will be constructed with a concrete foundation and floor; all runs will be constructed of concrete.

Kennel run floors will be a sealed hard surface (i.e., concrete or tile is acceptable). All concrete surfaces will be sloped and constructed to allow for drainage and for flushing stools and urine from the kennel run. Pooling of liquid is not permitted. Other floors and pathways should be of a non-skid surface. When drains are located in common areas, special care must be taken to sanitize and disinfect those areas prior to allowing animal access. Drain covers should be designed to prevent toes from being caught in drains.

4.3 Outside Kennel Runs: If kennel runs use a common barrier to separate adjacent runs, the barrier should be a solid wall at least four (4) feet in height. Each kennel run will be at least six (6) feet long by four (4) feet wide, not including the sleeping area. Outside kennel runs will be equipped with a raised sleeping platform or doghouse. The doghouse shall have three solid sides and a top. The doghouse will be positioned in the shaded side of each run. The platform shall be of adequate size to accommodate the dog. The doghouse shall allow the dog to turn freely and provide at least two inches clearance above the animal’s head while in the standing position. Outside kennel runs shall have the dog’s bedding area enclosed. 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 our solid walls with an access opening on one end. Outside kennel runs will be covered with a canopy that will provide shade during all daylight hours. Security fencing (constructed 6’-8’ high and made of 11-gauge materials) shall surround all outside runs and be in good repair.

All kennel runs shall have secured chain-link tops, to prevent the dog from jumping or climbing out. Runs will have sloped flooring to allow drainage (no standing water). Each run shall be separated by a partition constructed of concrete, fiberglass, or stainless steel at least 48 inches high to prevent cross contamination between kennels. The partition shall be capable of preventing cross contamination between runs. Kennel runs shall be disinfected with veterinary approved chemicals. Dog beds shall be allowed with CBP Canine Supervisor approval.

4.4 Inside/Outside Kennel Runs: The outside portion of each kennel run will have solid walls four (4) feet in height between adjacent runs, and the kennel run will be at least six (6) feet long and four (4) feet wide. The sleeping area will be large enough to allow the animal to turn freely and be at least two (2) inches taller than the animal at the head when standing erect. The sleeping area will be equipped with a raised sleeping platform approved by the CBP Canine Supervisor. Access doors to the inside sleeping area will be of sufficient size to allow the dogs to enter without scraping their sides or back. A guillotine type drop door is permissible.

Because of breed, body condition, medical condition, hair, coat, facial conformation, and age differences, during extreme heat or cold (i.e., temperature in excess of 85 degrees or below 50 degrees) CBP canines must be monitored individually to ensure their comfort and to ensure they can adequately maintain their body temperature. If CBP canines appear too cold (i.e., shivering or huddling for warmth) or too hot (i.e., excessive panting), CBP Canine Supervisor must be contacted for approval of necessary measures that may need to be taken to ensure their comfort and safety i.e., adjustments to the thermostat, additional bedding, fans, movement to another area of the kennel, health evaluation, etc.

4.5 Enclosed Indoor Kennel Runs: Runs that are totally enclosed in a building will meet the same size requirements for indoor/outdoor or outdoor runs. Indoor runs will meet or exceed all requirements for ventilation in accordance with all local, state, and federal regulations regarding kennel services. Indoor runs shall have air condition/ventilation systems that maintain the inside ambient air temperature within 10 degrees above or below the outside ambient air temperature. Backup generators in the case of power outages are preferred but not required.

The vendor should address power outages and natural disasters in its safety contingency plan (paragraph 4.16.3). Fresh air is essential for maintenance of good health and well-being as well as limiting the spread of infectious diseases. Proper ventilation removes heat, dampness, odor, airborne microbes, and pollutant gases such as ammonia and carbon monoxide, while allowing for introduction of fresh, oxygenated air. The kennel facility shall have fresh air either through windows, doors, vents, or air conditioning. Auxiliary ventilation (i.e. air conditioning or exhaust fans) is required where the ambient temperatures can reach 85 degrees F or higher. The minimum indoor run air temperature shall not be less than 50 degrees F. The maximum indoor run air temperature shall not be more than 85 degrees F. The minimum/maximum is to ensure that the canines maintain acclimation to the weather conditions in the work environment as best as possible.

4.6 Fencing and Gates: Wire mesh 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. Kennels shall have double gate/doors that require the dog to go through two secure gates/doors to enter/exit the facility and grounds.

4.7 Lighting: The kennel compound and kennel runs will be sufficiently lighted to provide security and to allow for safe nighttime activity in removing or returning canines to their kennel runs. All accessible areas will be lighted, either by motion sensors or permanent lighting.

4.8 Kennel Construction: The Government will not reimburse the vendor for any construction or remodeling.

4.9 Sanitation: Kennel runs and sleeping areas will be disinfected daily (or more frequently as needed) with a veterinarian-approved disinfectant solution. Kennel runs will be washed, and stools will be removed from the runs as often as necessary (as soon as a stool or urine is seen). Stools, urine, and waste dog food will not be allowed to remain in a run. All chemicals shall be stored away from any food items or near the floor, capped and in the original labeled containers. Chemicals not in the original container shall be clearly marked. The Environmental Protection Agency or the State shall approve all disinfectants used for cleaning. A Material Safety Data Sheet (MSDS) will be posted in the kennel for all chemicals, disinfectants, and any other labeled containers. The facility must be free of poison baits or toxic materials accessible to animals.

Pesticides must be approved by local and federal law for use around animals. Only licensed Pesticide applicators are authorized to apply pesticides at the kennel facility. The CBP Canine Supervisor should have twenty-four (24) hour notice prior to any pesticide applications at the kennel facility.

4.10 Food and Water Areas: The food and water utensils shall be cleaned and disinfected after each use and/or daily with hot soapy water. Utensils used in preparation of food shall be cleaned immediately after each food preparation period. Stainless steel feed and water pans will be used.

Empty dog food bags will be removed and disposed of in a covered container. All food will be stored in rodent-proof storage containers. The area will be rodent and pest free. The food storage areas will be kept free of any trash, debris, cadavers, or refuse. A refrigerator for diet and medications will be available. Medication will be properly labeled and stored in the refrigerator. If the water supply comes from an underground well, it must be tested and approved for human consumption (potable).

The kennel shall have potable hot and cold running water. Self- waterers will not be permitted.

4.11 Health: The vendor shall ensure that the CBP canines are not kenneled in the same room with any animals that are quarantined or under medical treatment. The kennel must have an isolation area to accommodate those animals currently under quarantine or medical treatments. The vendor will ensure that CBP canines will be kenneled in a different room from other privately boarded animals. Privately boarded animals that are kenneled in the same area/room must have up to date vaccines and no sign of illness.

If one of these privately boarded animals should show any illness symptoms, they will be removed from the area immediately and their kennel disinfected. The kennel shall have first aid kits for personnel and animals. The vendor shall have written procedures to educate employees on how to handle animal-related injuries.

The vendor shall observe the appearance and activity of the dogs for signs of illness, wounds, disease, and discontent. The vendor shall specifically watch for signs of injury or other changes in physical condition. In the event a CBP canine is injured or becomes ill, the vendor will contact the CBP Canine Supervisor and the CBP COR within one hour. If no one can be contacted locally, the vendor will contact the Logan Airport CBP duty supervisor at (617) 568-1810 Ext. 2200. If it is an emergency and a CBP representative cannot be contacted or is not available to respond to the kennel within a reasonable amount of time, the vendor will take the ill or injured canine to the pre-designated veterinarian.

If veterinary services are not included in this award, the name and contact information of the authorized veterinarian will be provided. In the unlikely event a CBP canine passes away, CBP personnel will take possession of the dog and dispose of the remains at an off-site location. No CBP canine shall be buried or disposed of by kennel personnel.

4.12 Bathing: Assigned CBP Canine Handler personnel will bathe canines.

The vendor shall have a bathing utility and facility available to bathe the dogs. The vendor shall coordinate with CBP Canine Handlers to establish a bathing schedule that accommodates operational needs.

4.13 Other Cleaning: Outdoor area around the kennel must be kept clean and free from debris. Access to areas that cannot be disinfected should be restricted to animals who appear healthy, have been vaccinated and dewormed, and are five (5) months or older. Feces should be removed immediately from outdoor areas, but at minimum must be removed at least daily. Standing water should not be allowed to accumulate in areas around the kennel because many pathogens thrive, and mosquitoes breed readily in these moist environments. The vendor shall ensure that the compound area in which the kennels are located shall be free of all refuse, garbage, trash, and debris. Seeded areas within the compound shall be mowed or chopped and kept free of brush and tall vegetation that could pose a health hazard to the dogs, handlers or other individuals entering the premises.

4.14 Flea and Tick Prevention: The vendor shall implement a regular, preventative flea and tick treatment program, conducted by a professional exterminator, for the kennels, canine break areas, and surrounding grounds. In the event of an infestation, additional treatments will be performed as necessary.

4.15 Nutrition: See below

4.15.1 Water: Fresh, clean water must always be accessible to CBP canines unless there is a medical reason for water to be withheld for a prescribed period. Water should be changed daily and whenever it is visibly soiled.

4.15.2 Food: When the CBP Canine Handler is off duty, the CBP Canine Supervisor will decide to feed/medicate the dog. The food contents must meet the guidelines provided below.

The vendor will provide all 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. The acceptable range for the key nutritional factors are as follows:

• 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 in advance in consultation with the Veterinarian, COR and assigned canine handler. Special rations for dietary or medical purposes must also be approved in advance by the Veterinarian and COR.

ADDITIVES: Most commercial dog foods do not contain medication to prevent heartworm or hookworm infections;

therefore, the CBP Canine Handlers will provide and administer medication to their dogs, unless directed otherwise by a CBP Canine Supervisor.

4.15.3 Feeding: CBP dogs will be fed by contract vendors during the normal feed times. If the CBP Canine is not present in their assigned run, The CBP Canine Handlers will be responsible for ensuring the CBP canine has received its daily feeding. The food intake must be monitored daily. The CBP Canine Handler will be responsible for ensuring the Daily Food and Stool Report is completed. All CBP reports will be provided by CBP personnel.

The Canine Supervisor and or Field Advisor will be approving any changes pertaining to CBP canine feeding.

4.16 Veterinary Services: See below

4.16.1 Routine Medical Care: In the event that a Customs canine becomes ill, the contractor shall contact the identified individuals in the following order: canine enforcement officer, canine supervisor, and designated veterinarian. Contact information for the designated veterinarian will be provided upon award. Should medical treatment be necessary, the contractor assumes all liability for the animal and any charges that are incurred as a result of not following the order of precedence described above.

4.16.2 Emergency Medical Care: An emergency medical plan must be in place to provide appropriate and timely veterinary medical care for any CBP canine who is injured, in distress, or showing signs of significant illness. Staff should be trained to recognize conditions that require emergency care. The emergency care plan must ensure that the canine can receive proper veterinary medical care and pain management promptly (either on site or through transfer to another facility). In a life threatening situation, the veterinarian shall perform whatever services* are necessary to preserve the life of the canine.

CBP Canines shall wear their ID collars listing emergency contact information at all times.

*All services will be itemized on the monthly invoice

4.16.3 Safety Contingency Plan - During high-risk and contagious kennel diseases, the vendor will immediately contact the CBP Canine Supervisor. The vendor must have a plan of action to eliminate or minimize the spread of disease to all CBP Canines.

The plan of action provided by the vendor must be approved by the CBP Canine Supervisor.

Once the onsite veterinarian has identified a high-risk and contagious kennel disease at the kennel, the vendor is responsible for identifying an isolation area/runs for all healthy CBP canines. The vendor will notify CBP of the isolation area/runs; CBP Canine Handlers will then relocate all CBP canines.

The vendor will provide its safety contingency plan to CBP during the pre-award period or, if unable to do so, within 30 business days post-award.

4.17 General Requirements

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

The vendor shall ensure adequate smoke detectors are installed in accordance with local, state, and federal regulations and that the detectors are functional.

4.17.2 Periodic Unannounced Inspections: The COR or assigned CBP Canine Supervisor and or Field Advisor, shall make periodic unannounced inspections. The vendor must be certified, if required, by the appropriate local and state agencies to provide kenneling services.

4.17.3 Escaped Dog: The vendor shall have a written plan for handling the “escaped dog” scenario. The plan shall define what steps are taken to notify the owner, advertise in local publications, etc. A canine kennel book prepared and provided by CBP must be placed and readily accessible at the kennel. The canine kennel book will contain CBP management contact information, emergency procedures for an injured or sick CBP Canine, lost dog flyers for each CBP Canine assigned to the contracted kennel, and current rabies and kennel cough vacancies for each CBP canine.

CBP Canines shall wear their ID collars listing emergency contact information at all times.

4.17.4 Personnel: If required by the state, the county in which the kennel is located must certify the kennel manager. If the kennel manager is replaced, the vendor will provide prior notification to the COR and CBP Canine Supervisor.

4.17.5 CBP Canine Limited Access: Access to all CBP canines by the public is prohibited. Only technically qualified CBP Canine Handlers and CBP Canine Supervisors shall exercise CBP canines. Vendor staff should only handle CBP canines when necessary to perform daily functions according to the contract.

4.17.6 CBP Canine Exercise: If the CBP Canine Handler is on leave or in any non-work status, another on-duty CBP Canine Handler will exercise the CBP canine. Accurate exercise logs must be annotated and maintained for a minimum of two fiscal years for accountability purposes. Due to potential risks, vendor staff will only be utilized in limited situations and with prior approval from the CBP Canine Supervisor.

4.17.7 Access: All canine officers will require 24-hour access to the portion of the kennel facility used to kennel the CBP canines. If key-type door locks or padlocks are used for after-hours security, the vendor will provide a key (or set of keys, as appropriate) to each assigned CBP canine handler. All entry/exit points will be locked after hours or when unattended. All dog runs will be secured. Kennels shall have double gates/doors to enter/exit the facility and grounds.

4.17.8 Record Keeping: The vendor will keep a record of all CBP canines kenneled at the facility during each 30-day/monthly billing cycle. The record will include the following information at a minimum:

• Date of arrival and departure of each CBP canine; and

• The food will be provided by the vendor. Records of how much each canine consumes will be part of the invoice record.

4.17.9 Invoice: The vendor will submit a separate invoice to the CBP

Canine Supervisor and the CBP Budget Specialist assigned for approval at the end of each month (preferably electronic). The following information should be included on each invoice:

• Vendor name and address

• Contract number

• Invoice number

• Name of each canine

• CBP Canine ID number

• Period of service

• Daily kennel rate

• Amount of food consumed, and

• Total for all items

4.17.10 Parking: The contractor shall make parking spaces available on the facility grounds to accommodate all government owned and privately owned vehicles (POVs) of Customs and Border

Protection personnel who are on or off duty and working with the dogs. Sufficient parking and a safe, lighted area to load and unload detector dogs are required. Twenty-four (24) hour access to the parking area is required.

5.0 DELIVERABLES AND DELIVERY SCHEDULE: The vendor will submit a separate invoice at the end of each month (preferably electronically).

6.0 GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: NA

7.0 PLACE OF PERFORMANCE: Services will be provided at the contractor’s kennel facility located no further than twenty (20) miles from the CBP canine’s port/work site and shall be located within the United States.

8.0 PERIOD OF PERFORMANCE: The period of performance for this requirement shall be for a base and four (4) option years.

9.0 SECURITY: Unclassified

10.0 SPECIAL CONSIDERATIONS: NA