Attachment_1_SOW.pdf

AIRBORNE INFECTION ISOLATION ROOM PREVENTIVE MAINTENANCE

ATTACHMENT 1: STATEMENT OF WORK (SOW)

I. BACKGROUND:

Immigration and Customs Enforcement (ICE)/Enforcement and Removal Office (ERO)/ ICE Health Service Corp (IHSC) are responsible for the care and custody of detained aliens throughout the nation. IHSC supports the ICE Mission by providing or arranging clinically appropriate healthcare.

II. DESCRIPTION OF SERVICES:

ICE/ERO requires annual Analysis/Certification to ensure at a minimum proper airflow and calibration in 15 ICE Detention Facilities, a total of sixty-three (63) Airborne Infection Isolation Room (AIIRs), listed in Attachment 2. The contractor shall be responsible for administering these services within all of the 15 designated locations.

III. OBJECTIVE:

This service is to obtain Airborne Infection Isolation Room (AIIR) maintenance and certifications for 15 ICE/ERO Detention Facilities. These services apply to the necessary standards set by the National Commission on Correctional Health Care (NCCHC) and The Joint Commission (TJC) to provide a healthy environment for detainees, staff, and visitors.

The following citation is from the “National Commission on Correctional Health Care (NCCHC) Standard J-B-01 Infection Control Program”:

1. Compliance Indicator Number 5 states that, “Active tuberculosis (TB) patients are housed in designated negative pressure rooms.”

2. Additionally, NCCHC’s requirements for “Management of Tuberculosis in Correctional Facilities” which also references negative pressure rooms are as follows:

a. Special Housing All inmates exhibiting symptoms of TB and those suspected of having TB should remain in single unit medical isolation, until they are no longer infectious to other inmates or staff.

Negative pressure rooms should be available for the medical isolation of inmates believed to have infectious TB. These negative pressure rooms should be tested annually, to insure proper ventilation. This testing should be documented.

In facilities which do not have negative pressure rooms, policies and procedures should provide for the transfer of the inmate to a local hospital which can provide such services.

3. The JC standard, numbered “EC 1.7” requires all Joint Commission accredited facilities to have a management program to "reduce the potential for organizational-acquired illness." Thus, the health care facility is held responsible for "managing pathogenic biological agents in cooling towers, domestic hot water, and other aerosolizing water systems."

4. Additionally, in order to control the spread of TB among detained populations and medical staff, IHSC policy states that those with tuberculosis “must be isolated for a designated period of time in an Airborne Infection Isolation Room (AIIR).”

IV. PERFORMANCE REQUIREMENTS SUMMARY:

The functionality of these rooms must comply with current Center for Disease Control (CDC) guidelines. The CDC standards* apply to the actual specifications of the isolation rooms, while the NCCHC and JC Standards are for facilities to mandate the existence of isolation rooms.

*Note: There is no CDC requirement or guideline that references certification of airborne infection isolation (AII) rooms; however, the CDC offers guidelines for proper functioning and testing of AII rooms. In addition, there is no OSHA standard that addresses AII rooms.

These isolation rooms should comply, but not limited, to the following requirements:

1. The ventilation system should provide a minimum of 12 air changes* per hour for both intake and exhaust. *Note: The CDC guideline is for all rooms to achieve >12 ACH for new construction since 2001, and > ACH for older construction. Moreover, 100% of the air should be treated with HEPA (High Efficiency Particulate Air) filters and exhausted directly to the outdoors above the re-entrainment zone. Ultraviolet Germicidal Irradiation (UVGI) commonly known as UV light can be used in conjunction with the HEPA filters;

however, they do not replace the existence of HEPA filters.

2. The minimum pressure difference required to maintain negative pressure is .025 mm.

Exhaust airflow must always go in the direction of the detention area and the exhaust must exceed the supply side by a minimum of 10 percent or 50 cubic feet per minute.

The ventilation system should be designed to maintain inward airflow to the rear of the detention area and to introduce air to sweep across the detainee area to the exhaust location, thereby reducing the opportunity for pathogen transmission.

3. The exhaust fan must be interlocked with the supply fan so that if the exhaust fan shuts off, the supply fan will automatically shut off preventing the area from becoming positively pressurized. An automatic pressure indicator gauge with audio and visual alarm will be provided to monitor the negative pressurization of the isolation area. This indicator is normally located in the command and control room.

CDC Reference Material

1. Prevention and Control of Tuberculosis in Correctional and Detention Facilities:

Recommendations from CDC MMWR 2006; 55 (No. RR–09, 1–44)

2. Available at http://www.cdc.gov/tb/publications/guidelines/Correctional.htmAnd Guidelines for Preventing the Transmission of Mycobacterium tuberculosis in Health-http://www.cdc.gov/mmwr/preview/mmwrhtml/rr5509a1.htm http://www.cdc.gov/mmwr/preview/mmwrhtml/rr5509a1.htm http://www.cdc.gov/tb/publications/guidelines/Correctional.htm http://www.cdc.gov/mmwr/preview/mmwrhtml/rr5417a1.htm?s_cid=rr5417a1_e

Care Settings, 2005 MMWR 2005; 54 (No. RR-17, 1-141)

3. Available at http://www.cdc.gov/tb/publications/guidelines/infectioncontrol.htm

Note: ICE will provide ICE protocol as it related to ICE detention facilities after award of contract.

V. PERIOD OF PERFORMANCE

Base POP: 3/1/2018-2/28/2019 Option Period 1: 3/1/2019-2/28/2020 Option Period 2: 3/1/2020-2/28/2021 Option Period 3: 3/1/2021-2/28/2022 Option Period 4: 3/1/2022-2/28/2023

VI. REQUIREMENT AND TASKS

1. Contractor shall perform in accordance with, CDC, American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc (ASHRAE), NCCHC & OSHA standards and recommendations.

2. The Specific tasks includes but not limited to the following:

a) Contractor shall provide annual certification, preventive maintenance services and analysis of the Airborne Infection Isolation Room HEPA (High-Efficiency Particulate Air) filtration units

b) Contractor shall provide written test report of the inspections performed

c) Contractor shall perform overall inspection and review of gauges

d) Contractor shall perform ultrafine particle count for efficiency of HEPA core filter

e) Contractor shall perform airflow measurement

f) Contractor shall estimate room clearance rate and condition

g) Contractor shall change pre-filters and ultraviolet bulbs

h) Contractor shall perform calibration of monitors

i) Contractor shall determine as to whether or not the design of the HVAC system for the detention area complies with the latest edition of the American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc. (ASHRAE) and the latest edition of the Center for Disease Control (CDC) guidelines for preventing the transmission of TB within detention facilities http://www.cdc.gov/mmwr/preview/mmwrhtml/rr5417a1.htm?s_cid=rr5417a1_e http://www.cdc.gov/tb/publications/guidelines/infectioncontrol.htm http://en.wikipedia.org/wiki/Particulate

j) If the initial inspection finds the ventilation/negative pressure system insufficient to meet the CDC/OSHA requirements; the vendor will provide, in writing, the nature of the deficiency and possible recommendations to either repair or replace the system.

This shall include all associated costs in order to meet the necessary requirements.

Since the Contracting Officer’s Representative (COR) will not be on-site to verify performance/delivery of services at the Detention facility sites, all reports, processes, and product deliverables are subject to the approval of the Detention Project Manager (See POC’s in Attachment 2). The contractor shall provide copies of the original Annual Analysis/Certification paperwork to both the Site PM and COR. If any of the services performed do not conform to contract requirements, the Government may require the contractor to take necessary action to ensure that future performance conforms to contract requirements and reduce the contract price to reflect the reduced value of the services performed.

VII. SECURITY REQUIREMENTS

GENERAL

The United States Immigration and Customs Enforcement (ICE) has determined that performance of the tasks as described in Contract requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as Contractor) have access to sensitive DHS information, and that the Contractor will adhere to the following.

PRELIMINARY DETERMINATION

ICE will exercise full control over granting; denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. ICE may, as it deems appropriate, authorize and make a favorable expedited pre-employment determination based on preliminary security checks. The expedited pre-employment determination will allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable pre-employment determination shall not be considered as assurance that a favorable full employment determination will follow as a result thereof. The granting of a favorable pre-employment determination or a full employment determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by ICE, at any time during the term of the contract. No employee of the Contractor shall be allowed to enter on duty and/or access sensitive information or systems without a favorable preliminary fitness determination or final fitness determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable pre-employment determination or full employment determination by the OPR-PSU. Contract employees are processed under the ICE Management Directive 6-8.0. The contractor shall comply with the pre-screening requirements specified in the DHS Special Security Requirement – Contractor Pre-Screening paragraph located in this contract, if HSAR clauses 3052.204-70, Security Requirements for Unclassified Information Technology (IT) Resources; and/or 3052.204-71, Contractor Employee Access are included in the Clause section of this contract.

BACKGROUND INVESTIGATIONS

Contract employees (to include applicants, temporaries, part-time and replacement 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, whether a replacement, addition, subcontractor employee, or vendor employee, shall submit the following security vetting documentation to OPR-PSU, in coordination with the Contracting Officer Representative (COR), within 10 days of notification by OPR-PSU of nomination by the COR and initiation of an Electronic Questionnaire for Investigation Processing (e-QIP) in the Office of Personnel Management (OPM) automated on-line system.

1. Standard Form 85P (Standard Form 85PS (With supplement to 85P required for armed positions)), “Questionnaire for Public Trust Positions” Form completed on-line and archived by applicant in their OPM e-QIP account.

2. Signature Release Forms (Three total) generated by OPM e-QIP upon completion of Questionnaire (e-signature recommended/acceptable – instructions provided to applicant by OPR-PSU). Completed on-line and archived by applicant in their OPM e-QIP account.

3. Two (2) SF 87 (Rev. March 2013) Fingerprint Cards. (Two Original Cards sent via COR to OPR-PSU)

4. Foreign National Relatives or Associates Statement. (This document sent as an attachment in an e-mail to applicant from OPR-PSU – must be signed and archived into applicant’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

5. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” (This document sent as an attachment in an e-mail to applicant from OPR-PSU – must be signed and archived into applicant’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

6. Optional Form 306 Declaration for Federal Employment (This document sent as an attachment in an e-mail to applicant from OPR-PSU – must be signed and archived into applicant’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

7. Two additional documents may be applicable if applicant was born abroad and/or if work is in a Detention Environment. If applicable, additional form(s) and instructions will be provided to applicant.

Prospective Contractor employees who currently have an adequate, current investigation and security clearance issued by the Department of Defense Central Adjudications Facility (DoD

CAF) or by another Federal Agency may not be required to submit a complete security packet.

Information on record will be reviewed and considered for use under Contractor Fitness Reciprocity if applicable.

An adequate and current investigation is one where the investigation is not more than five years old, meets the contract risk level requirement, and applicant has not had a break in service of more than two years.

Required information for submission of security packet will be provided by OPR-PSU at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU as notified via the COR.

Be advised that unless an applicant requiring access to sensitive information has resided in the US for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to DHS /ICE IT systems and the information contained therein, to include, the development and / or maintenance of DHS/ICE IT systems; or access to information contained in and / or derived from any DHS/ICE IT system.

TRANSFERS FROM OTHER DHS CONTRACTS:

Personnel may transfer from other DHS Contracts provided they have an adequate and current investigation (see above). If the prospective employee does not have an adequate and current investigation an eQip Worksheet will be submitted to the Intake Team to initiate a new investigation.

Transfers will be submitted on the COR Transfer Form which will be provided by OPR-PSU along with other forms and instructions.

CONTINUED ELIGIBILITY

If a prospective employee is found to be ineligible for access to Government facilities or information, the COR will advise the Contractor that the employee shall not continue to work or to be assigned to work under the contract.

The OPR-PSU may require drug screening for probable cause at any time and/or when the contractor independently identifies, circumstances where probable cause exists.

The OPR-PSU will conduct reinvestigations every 5 years, or when derogatory information is received, to evaluate continued eligibility.

ICE reserves the right and prerogative to deny and/or restrict the facility and information access of any Contractor employee whose actions are in conflict with the standards of conduct, 5 CFR

2635, or whom ICE determines to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

REQUIRED REPORTS:

The Contractor will notify OPR-PSU, via the COR, of terminations/resignations of contract employees under the contract within five days of occurrence. The Contractor will return any ICE issued identification cards and building passes, of terminated/ resigned employees to the COR.

If an identification card or building pass is not available to be returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COR will return the identification cards and building passes to the responsible ID Unit.

The Contractor will report any adverse information coming to their attention concerning contract employees under the contract to the OPR-PSU, via the COR, as soon as possible. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the employees’ name and social security number, along with the adverse information being reported.

The Contractor will provide, via the COR, a Quarterly Report containing the names of personnel who are active, pending hire, have departed within the quarter or have had a legal name change (Submitted with documentation) . The list shall include the Name, Position and SSN (Last Four) and should be derived from system(s) used for contractor payroll/voucher processing to ensure accuracy.

CORs will submit reports to psu-industrial-security@ice.dhs.gov.

EMPLOYMENT ELIGIBILITY

The contractor will agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by USCIS to establish work authorization.

The E-Verify system, formerly known as the Basic Pilot/Employment Eligibility verification Program, is an Internet-based system operated by DHS USCIS, in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify represents the best means currently available for employers to verify the work authorization of their employees.

The Contractor must agree that each employee working on this contract will have a Social Security Card issued and approved by the Social Security Administration. The Contractor shall be responsible to the Government for acts and omissions of his own employees and for any Subcontractor(s) and their employees.

Subject to existing law, regulations and/ or other provisions of this contract, illegal or undocumented aliens will not be employed by the Contractor, or with this contract. The mailto:psu-industrial-security@ice.dhs.gov

Contractor will ensure that this provision is expressly incorporated into any and all Subcontracts or subordinate agreements issued in support of this contract.

SECURITY MANAGEMENT

The Contractor shall appoint a senior official to act as the Corporate Security Officer. The individual will interface with the OPR-PSU through the COR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COR and the OPR-PSU shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COR determine that the Contractor is not complying with the security requirements of this contract, the Contractor will be informed in writing by the Contracting Officer of the proper action to be taken in order to effect compliance with such requirements.

The following computer security requirements apply to both Department of Homeland Security (DHS) U.S. Immigration and Customs Enforcement (ICE) operations and to the former Immigration and Naturalization Service operations (FINS). These entities are hereafter referred to as the Department.

INFORMATION TECHNOLOGY

When sensitive government information is processed on Department telecommunications and automated information systems, the Contractor agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS IT Security Program Publication DHS MD 4300.Pub. or its replacement.

Contractor personnel must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

Contractors who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, whether or not the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

INFORMATION TECHNOLOGY SECURITY TRAINING AND OVERSIGHT

In accordance with Chief Information Office requirements and provisions, all contractor employees accessing Department IT systems or processing DHS sensitive data via an IT system will require an ICE issued/provisioned Personal Identity Verification (PIV) card. Additionally, Information Assurance Awareness Training (IAAT) will be required upon initial access and annually thereafter. IAAT training will be provided by the appropriate component agency of

DHS.

Contractors, who are involved with management, use, or operation of any IT systems that handle sensitive information within or under the supervision of the Department, shall receive periodic training at least annually in security awareness and accepted security practices and systems rules of behavior. Department contractors, with significant security responsibilities, shall receive specialized training specific to their security responsibilities annually. The level of training shall be commensurate with the individual’s duties and responsibilities and is intended to promote a consistent understanding of the principles and concepts of telecommunications and IT systems security.

All personnel who access Department information systems will be continually evaluated while performing these duties. Supervisors should be aware of any unusual or inappropriate behavior by personnel accessing systems. Any unauthorized access, sharing of passwords, or other questionable security procedures should be reported to the local Security Office or Information System Security Officer (ISSO).