Attachment A_CCC SOW 6_17_2020_Final.docx

Attachment A: SOW

RFQ 70CMSD20Q00000014

U.S. Department of Homeland Security U.S. Immigration and Customs Enforcement Homeland Security Investigations Statement of Work For Climate Controlled Containers June 17, 2020

I. PURPOSE:

The purpose of this Statement of Work (SOW) is to identify a contractor that can meet the requirements for storage of the Medical Countermeasures (MCM) in the form of a Climate-Controlled Container (CCC). U.S. Immigration and Customs Enforcement (ICE) is seeking to lease fifteen (15) CCC’s in support of ICE Homeland Security Investigations Emergency Management Unit (EMU) MCM mission.

II. SCOPE OF MISSION:

The mission of the EMU is to serve as the ICE emergency preparedness coordinator for incidents of national significance and provide ICE programs with the requisite oversight, guidance, and resources during emergent events. The EMU will ensure it has emergency management capabilities, such as MCM, required to plan for, respond to, mitigate, and ultimately recover from crises that could endanger personnel or those under ICE care and custody, and that could disrupt or destroy continuity of operations. EMU is responsible for the administration, management, and operation of the ICE National and Headquarters MCM program(s).

This agreement will enable the Contractor and ICE to maintain and monitor the containers, ensuring the MCM contents stored inside each is safe and secured.

The desired end state of this process is for a Contractor to provide fifteen (15) securable CCC’s; the containers must be able to store MCM in a temperature range between 68°-77°F despite the ambient air temperature outside of the container. Delivering fifteen (15) CCC’s to fourteen (14) locations in the Continental United States (CONUS). The Contractor shall also remove and dispose of eight (8) existing CCC’s at seven (7) locations. The CCC that are to be removed are considered “scrap” given the fact they run on Freon which has been banned from use beginning on January 1st, 2020 by the Environmental Protection Agency (EPA). The government has also explored the possibility and determined that converting the existing government owned containers would be cost prohibitive and not technically feasible, given the modernization of most CCC’s used to date.

The Contractor must be able to provide a monitoring/notification system that allows for remote access whereas the government will have the ability to monitor and/or be notified of CCC’s temperature status and/or other ancillary information such as access control/notification. Notification shall be in “real-time,” seven days a week, 365 days a year.

The Contractor shall provide both as required and annual maintenance service. The Contractor shall run a diagnosis upon receiving a request for service and be able to respond (dispatch) within two (2) hours if the repair cannot be performed remotely. If a contractor must be dispatched to an onsite location, the Contractor must be able to bring the unit to an acceptable operating status within six (6) hours (total 8 hours response time). The Contractor must be able to determine during the diagnosis process whether the CCC can be repaired within the allotted response time; whenever that time cannot be met, the Contractor will be prepared to provide a temporary or replacement CCC to ensure stored supplies are not damaged and/or destroyed. The Contractor will also perform either remotely or onsite annual calibration of the units.

The Contractor shall provide training to government personnel site leads and CCC operators on proper operation, utilization, care and maintenance at the completion of installing and testing the unit(s). Training will include remote management of the system, troubleshooting and point of contacts for as required/annual maintenance.

MAINTENANCE REQUIREMENT:

Each CCC shall, at a minimum, have the following capabilities/features in accordance with Food and Drug Administration, United States Pharmacopeia and National Formulary, DHS and ICE specifications:

· Refrigerant must use a hydrochlorofluorocarbon (HCFC-22) commonly known as R-22 alternative such as GENTRON AZ-20, SUVA 410A or PURON.

· Maintain internal temperature within 68°-77°F on a 24/7/365 basis despite ambient temperature;

· 60 -75 cu ft storage capacity at most locations (see chart below for locations and storage requirements);

· Gross weight may not exceed 2,250 pounds;

· A locking feature;

· Entry breach security alarm/alert;

· Fixed or variable temperature settings;

· 115 VAC power connection when not in battery mode;

· Surge protection;

· 100 hours battery hold over if electrical power is lost;

· Low battery alarm;

· Fail safe alarms must be available in both audio and visual modes;

· Less than 8 hours downtime per month and constant mechanical operation;

· Less than 8 hours repair response time;

· A data plan with electronic notification alerts when the MCM storage parameters are or may become compromised. Storage parameters requiring notification include unlocked doors, temperature fluctuations below 69° or above 76°, low or failing battery back-up power;

· Historical record on performance that include date, time, actual temperature, lock status, alarm status, and battery status

· Onsite operational training upon installation;

· Shipping must be included in the total cost;

· Annual maintenance and calibration.

III. PERIOD AND PLACE OF PERFORMANCE:

The period of performance for this task is one (1) base year and four (4), 1-year option period years to be exercised at the discretion of the government. In addition, the government is requesting pricing for up to an additional 6-month extension in accordance with Federal Acquisition Regulation (FAR) 52.217-8.

All work will be performed at government facilities unless otherwise indicated. For example, onsite maintenance of a unit requires equipment only located and maintained at the contractor’s facility. Installation and onsite maintenance will be performed at the following locations:

Exact location will be provided upon award.

MCM Site Locations

IV. BACKGROUND:

In compliance with Presidential Executive Order 13527, DHS established a program to provide MCM in response to Pandemic and Chemical, Biological, Radiological/Nuclear (CBRN) attacks/incidents to DHS personnel performing mission essential functions (MEFs). Secretary Napolitano directed DHS to develop a plan and seek funding for emergency MCM for all DHS employees, contractors, and people in DHS care and custody. The MCM Program helps protect the workforce and build organizational resilience ensuring continuity of DHS and ICE MEFs. It is mandated by DHS Directive No. 066-04, MCM and Medical Requirements for Occupational Health Exposures to Biological, Chemical, and Radiological Health Hazards of Oct 3, 2011. ICE must develop plans for MCM by developing distribution and dispensing procedures at multiple locations across CONUS, U.S. Islands and Territories to ensure that MCM will be dispensed within six hours following direction from the Secretary of DHS to do so.

The EMU is responsible for providing the MCM such as Doxycycline, Ciprofloxin, Potassium Iodide, and Tamiflu to ICE field offices across the CONUS. To properly store large caches of these and other medications requires they be stored in a securable climate-controlled environment. MCM stored on-site must always be maintained at a constant temperature controlled at between 68-77°F daily; Contractor must at a minimum be able to meet this temperature range and locking requirements. A lease should include no fee for removal and proper disposal of exiting CCC’s, regular annual maintenance, as needed repairs, 24/7 tamper/temperature monitoring and annual no-fee calibration.

V. PERFORMANCE OBJECTIVE:

The Contractor shall perform the following tasks described in this Statement of Work (SOW).

Task 1:

The Contractor will remove eight (8) existing MCM climate-controlled storage containers from seven (7) locations listed below:

The Contractor will coordinate with the government 24 hours prior to delivery to ensure site lead is notified, available and prepared to facilitate CCC transfer. The Contractor shall be prepared to receive, move, load, transport and dispose of obsolete units.

Current CCC Specifications:

Size: H-81in, D-88in, W-47.5in.

Weight: 1,850 lbs.

Removal Notes: The Irving, TX and Washington DC units are in underground garages; pallet hand-trucks may be required to position the CCC’s for loading onto flatbed vehicles.

Task 2:

The Contractor will deliver fifteen (15) MCM climate-controlled storage containers to fourteen (14) locations listed below.

The Contractor will coordinate with the government 24 hours prior to delivery to ensure site lead is notified, available and prepared to facilitate receipt of CCC. The Contractor shall be prepared to deliver, move, install, test and train site lead and CCC government operators.

Task 3:

The Contractor will provide a Web-based monitoring site with capabilities equal to or greater than the below listing. The online monitoring website must be secure requiring two-factor authentication and may be accessed only with proper permissions in accordance with the National Institute of Standards and Technology (NIST) Special Publications 800-5, “Security and Privacy Controls for Federal Information Systems and Organizations” and NIST Special Publication 800-63B, “Digital Identity Guidelines: Authentication and Lifecycle Management.”

· Multi browser capability

· Real time temperature display access

· Real time notification once MCM is out of temperature compliance

· Ability to generate reports - such as container temperature (date/time report), container access (open/close report), battery strength, etc.

· Ability to generate text and email notifications

· Ability for the government to manage access control (add/delete user access and notification capability)

Task 4:

The Contractor will be responsible for the maintenance and readiness of units.

· The Contractor will ensure units maintain 100% operating readiness (24/7/365) and is prepared to perform corrective onsite as required/emergency repairs within 8 hours of notification.

· The Contractor shall conduct annual maintenance.

· The Contractor shall provide detailed maintenance report for each maintenance action performed within 48 hours of service. Reports will be provided to the Contract Officer’s Representative (COR), ICE Program Manager (PM) and Program site lead.

· The Contractor shall provide a replacement unit whenever performance and scheduling standards cannot be met. When a replacement unit is deemed necessary the Contractor will remove and dispose of the old system

· Emergency or as required repairs will be scheduled within two (2) hours and repairs conducted no later than six (6) hours post scheduling (8 hours total response time)

Task 5:

The Contractor will provide a Project Plan:

· The Contractor will coordinate in advance with the Government PM, a schedule for the removal of existing CCCs and delivery of new CCCs at each geographic location.

· A minimum of 72 hours advance notice from the Contractor to the PM is required prior to any CCC is removed or delivered.

· The Project Plan will be in writing and provided to the COR and PM; any changes to this plan will be coordinated with and approved by the PM at least 10 business days prior to a scheduled removal or delivery.

The nature and schedule of milestones and deliverables are provided in the table below. Exact dates will be identified and maintained in the Contractor’s Project Plan.

DELIVERABLES

5 days after award

COR; PM

VI. OPERATING CONSTRAINTS:

During our current environment of COVID-19 pursuant to Federal and State guidelines, ICE offices may be operating under 100% mandatory telework directive or at limited onsite staff.