RFI Attachment A - SOW V.2.pdf

Office of Asset and Facilities Management

U.S. Department of Homeland Security 500 12th ST, SW, Washington, D.C. 20024

10 April 2026

STATEMENT OF WORK FOR:

Coworking Space Request – 12 Months

Overview

Request to obtain coworking space funding for a 12-month term at multiple locations nationwide, to support the U.S. Immigration and Customs Enforcement (ICE). The required coworking sites and initial workspace allocations for over 300 FTEs at 90 locations (type to be confirmed) are listed below.

Scope of Work

To provide flexible workspace (private offices and/or workstations) for assigned ICE personnel at approved coworking locations across the listed cities, as coordinated with approved vendor and ICE

POC.

SCOPE:

• Term: 12 months of coworking space use, starting upon approval/award.

• Locations: See full site list below.

• Workspace Details: Each site will offer a mix of workstations and private offices.

• Services Included:

o Desk or private office o Wi-Fi access o Printing privileges (per-site monthly limits) o Ability to scale up or down based on Government need o Fulfillment of satisfactory office spaces for no less than 97% of associated personnel

(currently 321 of 330 at time of solicitation/award)

Locations (by State):

o AL: Huntsville, Montgomery o AZ: Casa Grande, Chandler, Concho, Eloy, Mesa, Phoenix, Scottsdale, Tucson o CA: Long Beach, Morgan Hill, Rocklin, Sacramento, San Bernadino, San

Diego, San Francisco, Santa Ana o CO: Colorado Springs o CT: Hartford o DE: Wilmington o FL: Bradenton, Ft. Myers, Gainesville, Jacksonville, Miami, Niceville, Orlando, Sarasota, Tampa, West Palm Beach o GA: Atlanta, East Point, Leesburg o HI: Honolulu o IL: Chicago, Rock Island o IN: Indianapolis o KS: Kansas City, Manhattan o KY: Louisville o LA: Baton Rouge o MA: Boston, Burlington o MD: Baltimore, Frederick o ME: Caribou, Portland, Scarborough o MI: Grand Rapids o MN: Fort Snelling o MO: Kansas City, St. Louis o MS: Gulfport, Vicksburg o MT: Savage o NC: Cary, Charlotte, Raleigh o NE: Omaha o NH: Manchester o NJ: Mt. Laurel, Newark o NY: New York o OH: Brooklyn Heights, Westerville o OR: Portland, Roseburg o PA: Allentown, Altoona o PR: San Juan o RI: Crawford o SC: Columbia, Summerville o SD: Hot Springs, Mitchell o TN: Knoxville, Nashville, o TX: Austin, Bryan, El Paso, Houston, San Antonio o UT: West Valley City o VA: Norfolk, North Chesterfield o VT: Derby, Williston o WA: Seattle o WI: Maynes o WV: Martinsburg, Milton o WY: Casper

Note: Full physical addresses to be requested as needed; only operational locations will move forward.

Note: Any alternative building for a given location must be within 45 miles of the listed city it is being used as an alternative for.

Note: List of cities is subject to change based on Government need.

Required Contract Language

OPR/PSD Security Language

General Cybersecurity Contract Requirements

Security Review Terms and Conditions

The Government may elect to conduct periodic reviews to ensure that the security requirements contained in this contract are being implemented and enforced. The Contractor shall afford ICE, including the organization of ICE Office of the Chief Information Officer, the Office of the Inspector General, authorized Contracting Officer Representative (COR), and other government oversight organizations, access to the Contractor's facilities, installations, operations, documentation, databases and personnel used in the performance of this contract. The Contractor will contact ICE Chief Information Security Officer to coordinate and participate in the review and inspection activity of government oversight organizations external to ICE. Access shall be provided to the extent necessary for the government to carry out a program of inspection, investigation, and audit to safeguard against threats and hazards to the integrity, availability, and confidentiality of ICE data or the function of computer system operated on behalf of ICE, and to preserve evidence of computer crime.

Privacy Expectations

Government contractor employees do not have a right, nor should they have an expectation, of privacy while using Government provided devices at any time, including accessing the Internet and using e-mail and voice communications. To the extent that employees wish that their private activities remain private, they should avoid using the Government provided device for limited personal use. By acceptance of the government provided device, employees imply their consent to disclosing and/or monitoring of device usage, including the contents of any files or information maintained or passed – through that device.

Personal Identification Verification (PIV) Credential Compliance Terms and Conditions

a) Procurements for products, systems, services, hardware, or software involving controlled facility or information system shall be PIV-enabled by accepting HSPD-12 PIV credentials as a method of identity verification and authentication.

b) Procurements for software products or software developments shall be compliant by accepting PIV credentials as the common means of authentication for access for federal employees and contractors.

c) PIV-enabled information systems must demonstrate that they can correctly work with PIV credentials by responding to the cryptographic challenge in the authentication protocol before granting access.

d) If a system is identified to be non-compliant with HSPD-12 for PIV credential enablement, a remediation plan for achieving HSPD-12 compliance shall be required for review, evaluation, and approval by the CISO.

Limiting Access to Privacy Act and Other Sensitive Information

In accordance with FAR 52.224-1 Privacy Act Notification (APR 1984), and FAR 52.224-2 Privacy Act (APR 1984), if this contract requires contractor personnel to have access to information protected by the Privacy Act of 1974, the contractor is advised that the relevant DHS system of records notices (SORNs) applicable to this Privacy Act information may be found at https://www.dhs.gov/system-records-notices-sorns. Applicable SORNS of other agencies may be accessed through the agencies’ websites or by searching GovInfo, available at https://www.govinfo.gov that replaced the FDsys website in December 2018.

SORNs may be updated at any time.

Prohibition on Performing Work Outside a Government Facility/Network/Equipment

The Contractor shall perform all tasks on authorized Government networks, using Government-furnished IT and other equipment and/or Workplace as a Service (WaaS) if WaaS is authorized by the statement of work. Government information shall remain within the confines of authorized Government networks at all times. Except where telework is specifically authorized within this contract, the Contractor shall perform all tasks described in this document at authorized Government facilities; the Contractor is prohibited from performing these tasks at or removing Government-furnished information to any other facility; and Government information shall remain within the confines of authorized Government facilities at all times. Contractors may only access classified materials on government furnished equipment in authorized government owned facilities regardless of telework authorizations.

Prior Approval Required to Hire Subcontractors

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

Separation Checklist for Contractor Employees

Contractor shall complete a separation checklist before any employee or Subcontractor employee terminates working on the contract. The separation checklist must verify: (1) return of any Government-furnished equipment; (2) return or proper disposal of sensitive personally identifiable information (PII), in paper or electronic form, in the custody of the employee or Subcontractor employee including the sanitization of data on any computer systems or media as appropriate; and (3) termination of any technological access to the Contractor’s facilities or systems that would permit the terminated employee’s access to sensitive PII.

In the event of adverse job actions resulting in the dismissal of an employee or Subcontractor employee, the Contractor shall notify the Contracting Officer’s Representative (COR) within 24 hours. For normal separations, the Contractor shall submit https://www.dhs.gov/system-records-notices-sorns https://www.govinfo.gov/ the checklist on the last day of employment or work on the contract.

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

Contractor’s Commercial License Agreement and Government Electronic Information Rights

Except as stated in the Statement of Work and, where applicable, the Contractor’s Commercial License Agreement, the Government Agency owns the rights to all electronic information (electronic data, electronic information systems or electronic databases) and all supporting documentation and associated metadata created as part of this contract. All deliverables (including all data and records) under the contract are the property of the U.S.

Government and are considered federal records, for which the Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Privacy Lead Requirements

If the contract involves an IT system build or substantial development or changes to an IT system that may require privacy documentation, the Contractor shall assign or procure a Privacy Lead, to be listed under the SOW or PWS’s required Contractor Personnel section.

The Privacy Lead shall be responsible for providing adequate support to DHS to ensure DHS can complete any required PTA, PIA, SORN, or other supporting documentation to support privacy compliance. The Privacy Lead shall work with personnel from the program office, the ICE Privacy Unit, the Office of the Chief Information Officer, and the Records and Data Management Unit to ensure that the privacy documentation is kept on schedule, that the answers to questions in the PIA are thorough and complete, and that questions asked by the ICE Privacy Unit and other offices are answered in a timely fashion.

The Privacy Lead

• Must have excellent writing skills, the ability to explain technology clearly for a non-technical audience, and the ability to synthesize information from a variety of sources.

• Must have excellent verbal communication and organizational skills.

• Must have experience writing PIAs. Ideally the candidate would have experience writing PIAs for DHS.

• Must be knowledgeable about the Privacy Act of 1974 and the E-Government Act of

2002.

• Must be able to work well with others.

If a Privacy Lead is already in place with the program office and the contract involves IT system builds or substantial changes that may require privacy documentation, the requirement for a separate Private Lead specifically assigned under this contract may be waived provided the Contractor agrees to have the existing Privacy Lead coordinate with and support the ICE Privacy POC to ensure privacy concerns are proactively reviewed and so ICE can complete any required PTA, PIA, SORN, or other supporting documentation to support privacy compliance if required. The Contractor shall work with personnel from the program office, the ICE Office of Information Governance and Privacy, and the Office of the Chief Information Officer to ensure that the privacy documentation is kept on schedule, that the answers to questions in any privacy documents are thorough and complete, that all records management requirements are met, and that questions asked by the ICE Privacy Unit and other offices are answered in a timely fashion.

ICE AI Contract Language

1. Compliance with Federal Laws and Policies; AI Use Limitations. The Contractor shall ensure any AI system or service provided compliance with all applicable federal, Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement (ICE) AI Policies, Directives, and Memos, as well as ICE AI governance requirements. The AI solution must align with the U.S. Constitution and all relevant laws and regulation, including privacy, civil rights, and civil liberties. Specifically:

a. The Contractor must stay current and comply with any updates or new AI policy and AI governance requirements issued during the contract term.

b. AI used to support law enforcement decisions or civil actions must include technical and operational safeguards to:

i. Establish human-in-the loop oversight.

ii. Document or label AI-generated content.

c. For AI used in determinations impacting individuals (e.g., risk assessments, identity verification), the Contractor must cooperate with federal, DHS, and ICE procedures for notice and appeal, providing explanations or adjusting outputs upon error findings.

d. The contract prohibits use of AI that violates DHS policy, including:

i. Using AI outputs as sole evidence for punitive or enforcement actions.

ii. Utilizing AI to make or support decisions on improper bases (e.g., predicting future behavior or emotional state leading to discriminatory or unlawful actions).

e. The Contractor must follow AI Use Case approval, Security Authorization, and ICE AI governance and AI risk management processes and requirements before developing, piloting, testing, or deploying AI in ICE environments or using ICE data.

f. The Contractor is responsible for complying with AI Security Control Baseline requirements.

2. Traceability, Auditability, and Transparency. The Contractor shall design, build, document, and operate the AI system or service to be explainable, auditable, and transparent. At a minimum, the Contractor shall:

a. Document the provenance of data used for AI training, fine-tuning, or operation.

b. Ensure data used for AI training, fine-tuning, or operation was lawfully obtained and processed.

c. Document the provenance of any third-party AI models used (source, version, etc.).

d. Provide comprehensive system connections, data flows, and technical components.

e. Provide comprehensive documentation explaining how the AI system works, including any models and algorithms.

f. Ensure the AI system, where applicable, provides clear explanations or reasoning for its decisions or predictions.

g. Ensure AI outputs are traceable, auditable, meet evidentiary standards, and are explainable to non-technical users. Additionally,

i. Ensure GenAI inputs and their outputs are logged and preserved in line with federal, DHS, and ICE retention policies.

3. Data Rights and Solution Ownership. The contract shall clearly delineate data and intellectual property rights to protect ICE’s interests in the AI solution and associated data. Specifically:

a. All data provided by the Government or generated through the AI system belongs to the Government. The Contractor is prohibited from:

i. Using nonpublic agency data and outputted results to train publicly or commercially available AI algorithms, or any non-ICE systems outside the contract’s scope without ICE’s authorization.

ii. Using Government-furnished data or AI generated data for purposes outside the contract without ICE authorization.

iii. Sharing, disclosing, or transferring Government data, AI models, or AI-outputs with third parties without ICE’s authorization.

b. The Contractor must grant the Government appropriate license rights in any custom-developed AI models, software, or deliverables. Intellectual Property (IP) rights will be negotiated consistent with federal law and the agency’s mission needs, aiming to avoid vendor lock-in. The Government may require broad or unlimited rights to certain deliverables (including source code or trained model files) for long-term use, maintenance, or integration of the AI solution.

c. ICE maintains ownership over and the Contractor must provide ICE access to:

i. Any derivative outputs of AI developed under the Contract, including data processed using AI.

ii. Any models trained, fine-tuned, or otherwise developed using ICE data.

4. Prevention Against Vendor Lock-In: To promote a competitive marketplace and long-term sustainability of ICE’s AI capabilities, the Contractor shall:

a. Utilize industry standards, Application Programming Interfaces (APIs), and protocols wherever possible to ensure interoperability and combability within and between ICE and DHS systems.

b. Ensure inputs and outputs of the AI system are exportable in a non-proprietary, machine-readable format to facilitate integration or transfer of functions to other systems.

c. Where custom components are developed, deliver sufficient technical documentation and access to components (including source code, model weights, or other foundational code) to enable ICE’s long-term use of the AI system.

d. In the case of transitioning the AI system to another contractor or in-house provider, the Contractor must support knowledge transfer and provide all necessary documentation, models, data, derivative outputs, and software to enable sustained system use.

i. The Contract must also document estimated costs and related steps that will be required to exit the Contract.

5. Security, Testing & Evaluation, and Continuous Monitoring: The Contractor shall implement rigorous security and risk management measures for the AI solution, per federal standards, ICE procedures, and Office of Management and Budget (OMB) guidance on AI risks. Key requirements include:

a. If designated as a High Impact AI system, complying with all required AI Risk Management practices (per OMB, DHS, and ICE policy), unless officially granted a waiver.

b. Before deploying the AI system: The Contractor must provide testing and evaluation artifacts and support (including providing requisite access) to enable ICE independent test and evaluation processes to evaluate factors such as, but not limited to:

i. AI system performance, including accuracy and reliability.

ii. Compliance with DHS AI Security Controls.

iii. Resiliency against AI cybersecurity and operational threats, including system misuse/abuse.

iv. Completion of an AI impact assessment and/or other risk assessment procedures, in line with federal, DHS, and ICE policy and practices.

v. Fulfillment of functional, business, and technical requirements.

c. While operating the AI system: The Contractor must re-test system performance, security, resiliency, and abuse/mis-use vulnerabilities before deploying new AI models, fine-tuned models, or other changes to AI systems that require Change Requests.

d. Audit and Logging: Ensure compliance with DHS and ICE AI auditing and logging requirements, including but not limited to audit and logging the access, usage, and modification of:

i. AI Guardrails deployed in GenAI systems.

ii. Models, including parameters and weights.

iii. AI system inputs and outputs (including prompts).

iv. Additional requirements as determined by federal, DHS, and ICE policy.

e. Continuous Monitoring: The Contractor shall implement continuous monitoring mechanisms to detect and respond to anomalies, biases, or performance degradation in AI systems. Additionally:

i. The Contractor shall establish protocols for the timely remediation of identified issues, including the potential suspension of AI system operations if necessary.

ii. The Contractor shall comply with all continuous monitoring requirements, per federal, DHS, and ICE policy.