Attach_J1_-_Statement_of_Work__Medical_Toxicology_FINAL_4_3_18.pdf

ATTACHMENT J1 – SOW

Solicitation No.: 70RHAD18R00000002 Medical Toxicologist SME Network April 3, 2018

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 1 of 8

Statement of Work for Chemical Medical Toxicology Subject Matter Expertise

(SME) Network

U.S. Department of Homeland Security Office of Health Affairs

Chemical Defense Program Health Threats Resilience Division

I. Summary and Background

The Department of Homeland Security (DHS) Office of Health Affairs (OHA) Chemical De-fense Program (CDP) is focused on a holistic chemical defense approach with emphasis on the health aspects of chemical incidents. In recent years, there has been growing concern that many of the most likely threats of chemical terrorism involve so-called “agents of opportunity.” Both common and unusual industrial agents may pose a considerable threat as potential terrorist weap-ons. While an understanding of the traditional military chemical weapons (e.g. nerve agents) re-mains essential, an appreciation of the myriad of other potential toxic chemicals readily available in our society is crucial if we are to optimally prepare, identify and defend against chemical threats.

“Toxic Industrial Chemical and Material” (TICs/TIMs) events require the expertise of a unique group of subject matter experts that are different than other types of Chemical, Biological, Radi-oactive, Nuclear, and Explosives (CBRNE) events. Responses to chemical events should mobi-lize the expertise of medical professionals, medical toxicologists, industrial hygienists, poison centers, and the public health community. Until recently, this group has not been recognized for their knowledge and clinical experiences dealing with human health and care of chemical injured people. In addition, they are a part of public health and have robust tools for surveillance and communication (including the public).

This program is intended to provide 24/7 access to SME to support DHS leadership decision-making during a crisis and a regional/local DHS information sharing network that will enhance DHS preparedness and its ability to effectively communicate during an emergency. The process to achieve this goal is to leverage an existing nationwide, regionalized SME network composed of medical toxicologists. This network was initially developed by the Agency for Toxic Sub-stances and Disease Registry (ATSDR) and supported a medical toxicologist in 10 regions but has suffered funding cuts. With DHS support, the network can link an OHA technical advisor to state fusion centers, regional poison information centers and public health departments. This will provide regions with a subject matter expert with risk/threat awareness, able to respond to emergencies and able to engage a national network to examine and provide input for information

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 2 of 8 requests. The long range goal is to build a network of expertise that will have significant influ-ence in emergency response when shared external to DHS.

II. Scope of Work

The scope of work requires the Contractor to provide subject matter expertise, create and main-tain a ready, responsive reach-back to OHA/CDP & reach-forward into regional poison center and fusion center networks.

Task 1.0: Program Management Support The project management support consists of the processes and activities performed by the contractor’s administrative support POC necessary to organize and assign responsibility to medical toxicologists for specific SME input, schedule calls and meetings, track expenditures and submit invoices, and communicate and procure office supplies and services (printing, shipping, courier) necessary for the successful execution of the mission.

Subtask 1.1. Meetings/Project Reviews The Contractor shall coordinate and participate in periodic CDP project planning meetings, teleconferences as requested. The date, time, and location of subsequent quarterly meetings shall be determined.

Subtask 1.2. Budgeting/Reporting The Contractor shall produce for CDP review a monthly activity and financial report using the template supplied by DHS. This report shall capture, at a minimum, the status of all deliverables for this contract, the costs associated with the task elements, describe the work accomplished for each task, and provide a historical and predicted expenditure of funds. This process shall be designed such that a comparison of planned and actual costs can be determined at any juncture during all phases of program execution.

Task 2.0 – Establish and Maintain Medical Toxicology Subject Matter Exper-tise Network In order to provide quality support related to chemical defense matters affecting the public health and medical preparedness and response to high consequence chemical incidents, the Contractor shall create a network of physicians, board-certified in medical toxicology, which serves as a re-source of subject matter expertise to DHS/OHA. This task shall serve DHS/OHA’s role of ad-vising the FEMA Administrator, the Homeland Security Secretary, local/state/Federal stakehold-ers and the private sector. With OHA approval, the contractor shall provide other selected medi-cal toxicology SMEs for specific tasks, Subtask 2.1 Designating Medical Toxicologists in Designated FEMA Regions The Contractor shall specifically assign qualified medical toxicologists who are available to serve in this network in a timely and effective manner when tasked by DHS/OHA/CDP. These qualified professionals shall participate in teleconferences and on-site meetings, as directed by

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 3 of 8

DHS/OHA/CDP. The Contractor shall assign one medical toxicologist working in each of the following FEMA regions: I, II, III, IV, V, VII, VIII and IX.

Subtask 2.2 Attaining and Sustaining Security Clearances The medical toxicologists participating in this SME response network must also attain and sus-tain a security clearance of Secret; there is no current need for a higher classification. The Con-tractor is responsible for obtaining and sustaining a Facility Security Clearance from Department of Defense (DoD) and obtaining security clearances for the designated medical toxicologists, re-quired in Subtask 2.1, at the Secret-level using the Joint Personnel Adjudication System (JPAS).

No foreign national contractors are anticipated to seek security clearances in fulfillment of this subtask.

Subtask 2.3 Continue Establishing New and Maintaining Existing Networking Relation-ships The Contractor shall establish network relationships, through its designated medical toxicologists in the FEMA regions described, with the respective regional poison centers and fusion centers within those regions. This capability provides an opportunity for DHS/OHA/CDP to provide di-rect assistance with these entities (and others, as directed) to assist in preparedness and response to chemical incidents.

Optional - Subtask 2.4 Additional Medical Toxicologist

Medical toxicologists for FEMA regions VI and X may be added at the discretion of OHA.

Task 3.0: Subject Matter Expertise Support The Contractor will provide and facilitate direct and indirect access to its network of subject mat-ter experts (SME) in the field of medical toxicology and ensure timely responsiveness to DHS/OHA/CDP requests for information or support. In the event of a chemical public health emergency the contractor must acknowledge request from DHS/OHA/CDP and respond with op-tions and a recommended course of action within 4 hours. Activities (urgent and routine) may include, but are not limited to:

• Research and response (written, verbal) to requests for information from DHS/OHA/CDP and the interagency

• Review and comment on Technical Documents

• Literature reviews with written summary reports

• Organizing and convening of expert panels, with written proceedings and panel recom-mendations

• Participation in Federal Interagency workgroups

• Attendance at professional and educational meeting as CDP representative

• Attendance at community preparedness activities (e.g., TTX, full-scale exercises)

Optional - Task 4.0 Surge and Critical Support

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 4 of 8

The contractor shall provide additional support under this contract to support critical operations in DHS/OHA/CDP in the event of a public health emergency, potential public health emergency requiring dedicated chemical defense activities, or other impending crisis. Performance of this optional task is subject to the issuance of a contract modification by the Contracting Officer (CO). The Government will define the work to be performed, working hours, and duration of surge assignment in writing prior to authorizing performance. See Task 3.0 for deliverables for this task.

IV. Deliverables

Program Element / Project

Key Milestones and Deliverables

Due Dates Deliver To

TASK 1 – Program Management Support Subtask 1.1 Contract Kick Off Meeting Within 14 days of award date

DHS/OHA/CDP

Subtask 1.1 Meetings/Project Reviews Monthly or Bi-monthly basis

DHS/OHA/CDP

Subtask 1.2 Budgeting/Reporting Monthly by 15th of every month

DHS/OHA/CDP

and OHA/Finance

TASK 2 – Establish and Maintain Medical Toxicology Subject Matter Expertise Network

Subtask 2.1

Designating Medical Toxicologists in Designated FEMA Regions

Within 30 days of award date

DHS/OHA/CDP

Subtask 2.2 Attaining and Sustaining Security Clearances

Any application for new Security clearances will be submitted within 45 days of award, with the understanding that granting of clearance is dependent on investigation time.

DHS/OHA/CDP

Subtask 2.3 Report on the status of network relationships with the respective regional poison centers and fusion centers

Quarterly DHS/OHA/CDP

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 5 of 8

Program Element / Project

Key Milestones and Deliverables

Due Dates Deliver To

TASK 3: SUBJECT MATTER EXPERTISE SUPPORT

Written report or summary of conclusions of activities

Within 2-weeks of activity completed or as directed by

DHS/OHA/CDP

program manager

Acknowledge request from DHS/OHA/CDP and provide a course of action

Within 4 hours of receiving the re-quest, in the event of a chemical public health emergency

V. Other Contract Details

1. Place of Performance. The place of performance shall be at the contractor’s site.

2. Period of Performance. The period of performance is a one (1) year base period and four

(4) one-year option periods as follows:

Base Period April 30, 2018 to April 29, 2019 Option Period 1 April 30, 2019 to April 29, 2020 Option Period 2 April 30, 2020 to April 29, 2021 Option Period 3 April 30, 2021 to April 29, 2022 Option Period 4 April 30, 2022 to April 29, 2023

3. Deliverables. The Contractor shall provide all deliverables identified in Section IV of this

SOW directly to the DHS Contracting Officer’s Representative, or his/her designee, with a copy of the transmittal letter to the Contracting Officer, and the Chemical Defense Program Director.

4. Publications and Communications Concerning Work Performed Under this SOW.

Any public communication referencing the work performed under this SOW shall be coordinated between the Contractor and the DHS Contracting Officer’s Representative, or his designee. Contractor shall mark all copyrighted works with an appropriate notice

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 6 of 8 acknowledging DHS’ sponsorship of the work (see below) and license rights and the appropriate copyright notice.

5. Program Status Report. Contractor shall deliver to the DHS Contracting Officer Technical

Representative, his/her designee, Financial Analyst, and the Chemical Defense Program Director no later than the 15th of the following month, a monthly status report containing accomplishments, upcoming events, risks encountered and mitigation measures taken, and financial information broken out by Program Element and by task/subtask (X.x level) within each Program Element (amount in reserve, amount committed, amount obligated, amount expended, and available balance). The report shall also contain percent completion for each task. DHS will provide the template upon award of this effort.

6. DHS-Furnished Property. No additional DHS property will be provided to Contractor.

a) No PPE will be issued to contractors, nor is operational response work requiring PPE a tasking on this contract.

7. DHS-Furnished Information.

a) DHS will provide DHS information, materials, and forms unique to DHS to Contractor to support tasks under this SOW.

b) The DHS Contracting Officer Technical Representative identified in this SOW will be the Point of Contact (POC) for identifying required information to be supplied by DHS.

c) DHS will provide guidelines to Contractor to use in preparing any documentation (e.g., report deliverables or monthly status reports).

VI. Special Requirements

a. Travel.

Foreign travel is not expected.

The Contractor may be required to travel to support participation in meetings, and plan-ning activities. In accordance with the terms of the contract, travel shall be reimbursed to the extent allowable pursuant to the Federal Travel Regulations (FTR) as prescribed by the General Services Administration.

All travel shall require formal written approval from the designated COR or CO. Travel that has not received advanced written approval by the designated COR or CO shall not be reimbursed by the Government.

Local travel shall not be reimbursed within a fifty (50) mile radius of the worksite. The worksite shall be considered the location of the contractor personnel performing the work.

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 7 of 8

b. Other Direct Costs

Other Direct Costs (ODCs) shall be directly related to the performance of this contract and shall be approved prior to incurring any costs. ODCs shall be approved by the COR, and shall be necessary, allowable, and allocable for performance of this contract. ODC requests shall be submitted to the COR in sufficient time for the COR to give prior ap-proval, and shall identify the purpose of the ODCs and cost breakdown.

ODCs may include, but are not limited to, costs associated with shipping documents to OHA public and private sector partners and burning and delivering CDs containing offi-cial OHA documents.

Preapproved ODCs will be reimbursed for direct costs; to be reimbursed, invoices must provide a detailed breakdown of the actual expenditures incurred. The Contractor shall maintain original or legible copies of receipts for all ODCs invoiced. DHS may request evidence of any ODCs for which reimbursements have been requested.

VII. Points of Contact

POCs are as follows:

• Contractor Technical POC

Phone:

Fax:

• Contractor Project Manager

• Contractor Business POC

Contractor may change the individual designated as a POC upon notice to DHS of such change.

The OHA POCs are as follows:

• OHA Chemical Defense Program Director

SOURCE SELECTION INFORMATION -- See FAR 2.101 and 3.104 8 of 8

Dr. Mark Kirk Department of Homeland Security Office of Health Affairs Office: (202) 254-5659 Mobile: (202) 360-3467 Fax: (202) 254-6174 Email: Mark.Kirk@hq.dhs.gov

• OHA Contracting Officer Jennifer D’Addio Department of Homeland Security Office of Health Affairs Acquisition Division Washington, DC 20528 Tel: 202-447-0879 Email: Jennifer.Daddio@hq.dhs.gov

• OHA Contracting Officer John Nash Department of Homeland Security Office of Health Affairs Acquisition Division Washington, DC 20528 Tel: 202-447-5294 Email: John.Nash@hq.dhs.gov

• OHA Contracting Officer Technical Representative (COR) Yasmin Ahmed Department of Homeland Security Office of Health Affairs Phone: 202-254-2216 E- mail: yasmin.mahmoudahmed@hq.dhs.gov

DHS may change the individual designated as a POC upon notice to the Contractor of such change.

mailto:Mark.Kirk@dhs.gov mailto:Jennifer.Daddio@hq.dhs.gov mailto:John.Nash@hq.dhs.gov