Attachment_II_Hydroponics_SOW_Final.pdf

Federal Bureau of Prisons Hydroponic Gardening Program

Statement of Work

1.0 Introduction and Purpose

1.1 Introduction

The Federal Bureau of Prisons (BOP) is an agency of the Department of Justice (DOJ). It consists of 122 institutions throughout the United States, including Hawaii and Puerto Rico, 6 regional offices, a Central Office (headquarters), 2 staff training centers, and 26 Residential Reentry Management offices (previously known as community corrections offices).

The BOP is responsible for the custody and care of over 150,000 Federal offenders. Approximately 81 percent of these individuals are confined in BOP-operated facilities, while the balance is confined in secure privately managed or community-based facilities and local jails. A significantly large portion of these offenders will inevitably release back into society.

The agency is committed to providing resources to establish a supportive environment promoting the successful reintegration of incarcerated individuals into the community after completing their sentences.

1.2 Purpose

The First Step Act (FSA) of 2018 provides for the development and implementation of evidence-based recidivism reduction programs (EBRRs) and productive activities (PAs), to address individualized needs identified through the FSA Needs Assessment. By tailoring programming to specifically address incarcerated individuals' areas of need, they are better prepared for the return to the community.

This program will be designed to address identified needs from the FSA Needs Assessment to include Anger/Hostility; Antisocial Peers; Recreation/Leisure/Fitness; and Work) additionally the intent of the Hydroponics program is to reduce levels of stress, anxiety and depression while improving an individual’s mood. For more information about the BOP’s FSA Needs Assessments and Programs, refer to BOP: First Step Act, Resources.

The BOP encourages individuals to make use of leisure time programs and activities which assist them in managing their physical, social, and emotional health and well-being, and can be tools to further support successful transition into society https://www.bop.gov/inmates/fsa/programs.jsp after incarceration. Incarcerated individuals are encouraged to adopt and incorporate healthy daily lifestyle traits.

Individuals with a Recreation/Leisure/Fitness need are recommended to participate in health and wellness education programs to enhance reentry opportunities.

The BOP intends to make a single award to an entity that will be responsible for providing a complete hydroponics program which can be replicated and potentially utilized in all BOP facilities.

During the first year of the contracting period, the vendor will provide the Hydroponics program, equipment, installation and staff training at all institutions housing females and institutions managing specialized populations such as Reintegration Units and Life Skills Laboratories. At the end of the contract base year, the BOP will review the Hydroponics program, to determine the feasibility of implementation at additional facilities.

The vendor will provide detailed curricula and facilitators guide for the hydroponics program, framework and equipment necessary for the program, and staff training for implementation of the hydroponics program. Additionally, the vendor will provide the BOP the platform to administer certification testing to participants so they may obtain industry certifications for a functional hydroponic gardening program.

2.0 Scope of Work

2.1 Functional Requirements / Programs / Services

• Vendor will provide a Hydroponics program, curriculum and facilitator’s guide. The program will include a minimum of 14 modules which meets the needs of the BOP. Modules are not limited to the following but needs to cover the benefits of hydroponics, food safety, harvesting, and potential growing issues.

• Vendor will train instructors who will be teaching the program.

• Vendor will provide a minimum of three types of equipment options that can be tailored to the availability of space at BOP institutions.

• Vendor will design the program to meet at minimum twice weekly, dependent on the growing season and crop. The program must allow for approximately 12-15 students per session.

A new standardized curriculum will be developed consistent with First Step Act objectives and BOP curriculum guidelines.

• The curriculum must include a clear framework of objectives; content, including learned skills and abilities from each activity; and completed methods and assessments or evaluation criteria.

• The standardized curriculum will include all lesson plans, assessments, and facilitator’s guides for use at BOP facilities.

• Provide instructors with information related to specific skills and concepts students need to know and be able to demonstrate.

• Equip instructors with strategies, resources, and activities to supplement their work for students.

The vendor will provide three hydroponic equipment options for each site to accommodate the various security levels and available programming space. The institution will review the equipment options and will determine which option is most appropriate for their facility.

The vendor will train staff on the equipment utilized and provide an overview of hydroponics. Relevant training topics will include the following and any additional topics necessary for instructors to successfully provide the hydroponics program.

• Provide an overview of the hydroponics program.

• Discuss the history of hydroponics, the basics of hydroponic systems, and reasons for hydroponic farming.

• Discuss the materials necessary to construct a hydroponics system.

• Identify different hydroponic systems.

• Provide an overview of different types and colors of lighting used in hydroponic farming.

• Introduce different types of lighting systems, their uses, strengths, and weaknesses.

• Trouble-shooting common issues with equipment.

• Provide an overview of aerating hydroponic systems.

• Discuss the types of plants used in hydroponics and the reasons for selecting the specific type of produce that will be grown.

• Discuss water and nutrient mixtures and the steps to prepare water and fertilizer for fruits and vegetables.

• Explain how to measure the pH of the water to be used in the hydroponics system and how to adjust as needed.

• Explain the steps to plant and harvest produce. Discuss the different types of harvesting methods and cycles.

• Provide examples of a maintenance schedule to monitor the plants as needed.

• Provide an overview of common insect problems and solutions to these programs. Diagnose problems based on plant and/or insect appearance/growth.

• Discuss the different types of plant disease commonly found in hydroponic systems and the available treatments.

• Provide an overview of food safety in hydroponic farming.

• Review food safety principles and procedures and discuss food-borne pathogens and how they might be transmitted from grower to consumer.

• Review all program content and ensure objectives are mastered and discuss formal and informal assessments, to determine progress.

• Define the necessary steps to clean up a hydroponic area and how to prepare materials.

2.2 Vendor Hydroponics Training Instructor Qualifications

The Vendor will supply a training instructor who will train BOP staff and meets the following qualifications:

• The instructor will be tasked to train BOP institution staff on the set up of equipment and delivery of the hydroponics program.

• The instructor will have a minimum of two years verified experience in the following areas:

o Instructing others on the installation of hydroponics equipment and the appropriate use.

o Instructing others on delivering hydroponics programs, utilizing curriculum, lesson plans, and facilitator and student guides.

3.0 Deliverables

Deliverables provided by the vendor will be the development of a new hydroponics program including complete curriculum, equipment and facilitator’s guides, lesson materials and assessments, and staff training on the implementation of the program.

Table 1. Deliverables

Deliverable Format Description Due Date Meeting Minutes

MS Word Record of significant meeting discussion including, but not limited to, action items and responsible parties.

Within 3 days of meeting conclusion

Bi-Weekly Progress Reports

MS Word Status report of all work completed during the previous 2 weeks. This report will be provided by email to the Contracting Officer Representative (COR) and discussed during bi-weekly project status meetings, or more frequently as needed. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation.

Bi-weekly, within 4 business days after the end of the week

4.0 Invoices and Payment Schedules

The contractor shall provide an itemized invoice for services rendered on a monthly basis as verified by the COR.

The itemized invoice will include: the specific deliverable accomplished; the hours associated with the tasks as associated with the project team member; and a description of the work performed with sufficient detail for the COR to review.

The contractor will submit invoices via e-mail to the Bureau of Prisons Central Office Business Office at BOP-ADM-CO-businessoffice-s@bop.gov and the COR.

Final payment during the base year will be made to the contractor after services have been rendered.

5.0 Program Evaluation

The contracting partner will complete key requirements stated in the Section 1.0 and Section 2.0 of this SOW.

The contracting partner will work with the COR to ensure all components needed for the program is completed by project end.

6.0 Period of Performance

The contract terms shall be for one (1) base year and two (2) option periods if the BOP determines it is warranted. The option years will be utilized if the BOP decides to replicate the hydroponics program at all institutions. Expansion will occur in subsequent option years based on the BOP’s determination of successful implementation to include installation of equipment; staff trained on use of equipment and curriculum; program interest and completions.

The BOP anticipates the overall engagement of this contract to begin before the end of Fiscal Year 2023. Upon the award of contract, a mandatory kick-off meeting will be held for initial introductions for involved parties. Meeting may be held by video conference, teleconference or in person at BOP headquarters.

09/30/2023 - 9/29/2024 – Base Period 09/30/2024 – 9/29/2025 – Option Year 1 09/30/2025 – 9/29/2026 – Option Year 2

7.0 Place of Performance and Travel

The work will be performed at the contractor’s site with meetings and collaboration with BOP leadership and staff throughout. The program shall be initially reviewed by Subject Matter Experts at BOP Headquarters (Washington D.C.) with further review of the program at select BOP institutions. The number and locations for program installation will be determined by the COR depending on the approved platform design. However, the BOP plans to install at female institution and institutions with specialized population missions. At a minimum, the BOP wants to install the hydroponics program at seven sites (during the base year).

MXR – Cumberland, MD NCR - Terre Haute, IN NER – Danbury SCR – Bryan, TX SER - Marianna, FL WXR – Dublin, CA WXR – Lompoc, CA

The locations are subject to change as determined by the COR and BOP Program Office. If other sites are to be determined, the BOP Program Office, Contracting Officer and Contractor shall discuss a modification to the contract terms and conditions that include the new sites and funding obligations. This will be bilaterally agreed upon and will be signed by both parties before any such contractual obligation is affirmed.

Review of the vendor’s hydroponics program, at BOP headquarters, will be completed within 180 days from development. If additional preparation time is needed, the vendor will submit a request to the COR.

7.1 TRAVEL

The BOP anticipates travel shall possibly be required outside of the local area. Therefore, provisions are made to reimburse the contractor for costs regarding non-local travel related expenses in accordance with Part 31 of Federal Acquisition Regulation (FAR) and the Federal Travel Regulations (FTR). Travel shall be approved in advance and in writing by the COR, Project Manager, and/or Contracting Officer. Any expenses incurred by personnel without prior approval shall be denied for payment. Local travel and travel time within the Washington, DC metropolitan area shall not be reimbursed.

Travel requirements shall use the most cost effective and efficient means of transportation. All travel shall be scheduled in advance to take advantage of discounted rates. The Contractor shall engage only the minimum number of travelers and vehicles needed to accomplish the task(s). Travel shall be scheduled during normal duty hours whenever possible. Commuting expenses between an employee’s residence and duty station are not reimbursable and shall be disallowed.

Any meetings or communication should be done through electronic telecommunication such as Microsoft Teams, WebEx, and/or Adobe Connect.

The Contractor shall submit a travel invoice upon the completion of travel. The travel invoice shall be submitted to the COR in accordance with the invoice clause or the timetable specified in the subject contract. The invoice shall contain all required documentation, including receipts supporting the travel costs and evidence of the COR’s pre-authorization to travel. The documentation shall include the following information:

traveler's name(s), purpose of travel, destination, Contract Number, Task Order Number, Contract Line-Item Number (CLIN), name of Bureau staff official authorizing the travel, date of authorization and a breakdown of actual travel costs. If applicable, the travel cost breakdown for per diem shall include total number of travel days, lodging, miscellaneous and incidental expenses (including tolls, mileage, etc.), differential and allowances, with subtotals by category and a grand total. Vouchers and receipts shall be attached to invoices.

8.0 Security and Clearance Requirements

All required contractor personnel shall have personnel security clearances commensurate with the Homeland Security Presidential Directive 12 (HSPD 12) for the highest level of information processed by the system(s) they use. The provisions of Department of Justice Order DOJ 1700.01, “Contractor Security Requirements”, Federal Bureau of Prisons Information Security Program Statement 1237.16 and the Federal Bureau of Prisons Human Resource Management Manual 3000.03 shall be followed to determine appropriate security clearance levels.

Contractor security clearances, including the submission of security clearance forms, etc., shall be coordinated with the Technical Point of Contact (TPOC) prior to contract employee arrival at the BOP institution. As determined by the TPOC and/or

Human Resource Security Specialist, clearances may require one or all of the following:

• National Crime Information Center (NCIC) check

• DOJ-99 (name check)

• FD-258 (fingerprint check)

• Law Enforcement Agency checks

• Vouchering of Employers over past five years

• Resume/Personal Qualifications

• OPM-329-A (Authority for Release of Information)

• NACI check (if applicable)

• Urinalysis Test (for detection of marijuana and other drug usage)

Note: If it is determined that a urinalysis test is required, it will be administered at the closest BOP site. If a test is positive for drug usage, the assigned individual(s) shall be excluded from performance of work for this requirement, and subject to the same security requirements, the contractor shall provide acceptable replacement staff.

The contractor shall employ effective safeguards and security controls to ensure that information associated with the work is protected from loss, damage, computer viruses, or other destructive incidents. The safeguards employed should ensure that materials and services are secured in a manner that prevents tampering, sabotage, or other means of deliberate alteration. This provision applies to all BOP information resources while under the control of the contractor. As referenced in the BOP Policy Statement 1237.13, Information Security Programs, the contractor, while controlling BOP information assets, shall implement necessary safeguards, including administrative, physical, and personnel controls as outlined in said policy.

DOJ 2640.2F: The Department of Justice does not permit the use of Non-U.S. citizens in the performance of this contract or commitment for any position involving access to or development of any DOJ IT systems. By signing the contract document or beginning performance, the contractor agrees to this restriction.

9.0 Project Management and Coordination

The BOP will appoint a COR for this project. The COR is responsible for: receiving all deliverables; inspecting and accepting the services provided for this requirement in accordance with the terms and conditions of this contract;

providing direction to the contractor which clarifies the contract effort; fills in details or otherwise serves to accomplish the contractual scope of work; evaluates performance;

and certifies all invoices/vouchers for acceptance of the services furnished for payment prior to forwarding the original invoice to the payment office and a copy to the contracting officer.

The COR does not have the authority to alter the contractor's obligations under the contract action, direct changes that fall within the change clause, and/or modify any of the expressed terms, conditions, specifications, or costs of this agreement.

If, because of technical discussions, it is desirable to alter/change the contractual obligations or requirements, the Contracting Officer shall issue such changes in writing under signature.

The contractor shall provide a Project Manager. The Project Manager shall lead the overall execution of the activities in this SOW, including providing oversight of any tasks required by the SOW. The Project Manager shall serve as the primary liaison between the Government and the contractor. Additionally, the Project Manager shall ensure that:

• All contractor staff understands and works to meet the SOW requirements.

• Tasks are staffed by appropriate, highly qualified personnel.

• All project management issues are communicated and coordinated with the COR.

Project status shall be reported using at least bi-weekly project status reports and bi-weekly project status meetings.

Document format should be Microsoft Office 2007 (or later) unless otherwise indicated. In addition, the contractor shall:

• Arrange for the attendance, either in person or by conference call, of appropriate contractor personnel to address project issues

• Record minutes including, but not limited to, action items and responsible parties

• Provide meeting minutes within three (3) working days of the conclusion of the meeting

The COR with oversight of this project will be:

NAME: Deltone L. Moore ADDRESS: 400 1st NW

PHONE NUMBER: 202-305-3804

EMAIL: dlmoore@bop.gov