B08_SOW_HES_Food_Delivery_and_Courier_Services.pdf

Bureau of Indian Education Havasupai Elementary School

Statement of Work Food Delivery & Package Courier Services

1.0 Background

Havasupai Elementary School (HES) is a K–8 school located in Supai, Arizona, at the bottom of the Grand Canyon on the Havasupai Tribe’s reservation. Due to its remote location, all goods and services shall travel an 8-mile journey into the canyon—accessible only by foot, horseback, mule, or helicopter.

HES serves approximately 70 students and is operated by the Bureau of Indian Education (BIE) under the direction of the Associate Deputy Director for Bureau Operated Schools (ADD-BOS) and the Education Program Administrator (EPA) at the Albuquerque Education Resource Center. The BIE functions as a branch of the State Education Agency (SEA), providing educational services to elementary and secondary schools and dormitories across 23 states.

A cornerstone of HES’s operations is its school meal program, which is essential for student health, development, and academic achievement. The HES school meal program provides consistent access to nutritious meals that support growth, learning, and overall well-being for HES students. Research from the Food Research & Action Center (FRAC) and the Centers for Disease Control and Prevention (CDC) shows that participation in school meal programs improves food security and dietary quality, as measured by the Healthy Eating Index.

These benefits are critical in ensuring that HES students are ready to learn and thrive.

Additionally, due to ongoing issues with traditional mail delivery to HES via the United States Postal Service (USPS), including frequent delays, lost packages, and undelivered items—the BIE requires a dependable alternative courier solution. These delivery failures have disrupted school operations and delayed the implementation of services under the Stephen C. Remand Settlement, particularly those related to Compensatory Education. To address these challenges and ensure uninterrupted service delivery, the vendor shall provide secure and accountable courier services.

2.0 Scope of Work

The scope of work includes two main tasks: Food Delivery Services and Courier Delivery Services. The Contractor shall provide all personnel, travel, supplies, and materials necessary to provide the services as outlined below, and dedicated work hours shall not exceed 20hrs per week.

2.1 Food Delivery Services

To support the school meal program at HES, the Vendor shall provide weekly, reliable, and temperature-safe food delivery services. This includes coordinating with third-party couriers and helicopter sling operators to ensure timely and compliant delivery of USDA-approved food items.

2.1.1 Delivery Schedule and Locations

a. Primary Delivery Day:

i. Deliveries shall occur every Thursday, with the ability to accommodate emergency or supplemental deliveries within 24 hours of a written or verbal request from the Contracting Officer’s Representative (COR).

b. Vendor Pickup Location:

i. The Vendor shall meet the Sysco delivery truck at the Red Barn to receive the weekly HES food order.

c. Intermediate Transfer to Helipad:

i. Sysco will deliver the HES food order to the Red Barn between 7:00 AM and 9:00 AM (local Arizona time) on Thursdays.

ii. Coordinate directly with Sysco to confirm delivery timing and contents.

iii. Transport the food and any accompanying packages from the Red Barn to the Hilltop

Helipad (approx. 15-minute drive) on the same day.

d. Final Delivery to HES:

i. The Vendor shall coordinate with the helicopter sling operator and designated HES personnel to ensure the food is safely transported from the Hilltop Helipad to HES kitchen facilities in Supai.

ii. Food deliveries must be coordinated and confirmed with designated HES staff to ensure that food packages slung into the canyon are promptly transferred to the designated refrigerators and freezers at HES within 30 minutes of delivery, to maintain food safety and temperature control standards. Although the Vendor will not be physically present in the canyon, the Vendor is responsible for coordinating with HES staff and confirming that the food has been successfully received and properly stored in the appropriate refrigeration units at the school.

Note: The contract does not authorize or require the Vendor to fly into or out of Supai. All final delivery coordination must be conducted remotely with HES staff. Any costs associated with in-person travel to Supai are not allowable under this contract.

2.1.2 Chain of Custody and Coordination

The Contractor shall be fully responsible for end-to-end logistics and chain of custody for all food deliveries from the point of pickup to final delivery at HES. The Government will validate performance through weekly delivery logs, temperature records, and confirmation from designated HES personnel.

a. Pre-Delivery Coordination (to be completed no later than 24 hours prior to scheduled delivery):

i. Confirm with Sysco that the HES food order will be delivered on the scheduled day.

ii. Confirm with the helicopter operator that flight and sling operations are scheduled and cleared for the delivery day.

iii. Confirm that sling equipment is available and operational.

iv. Notify the COR of any anticipated delays or issues and submit a contingency plan if delivery cannot proceed as scheduled.

b. Food Receipt and Verification:

i. Meet Sysco at the Red Barn and verify the contents of the delivery against the packing list.

ii. Sign off on the delivery and maintain a delivery verification log, to be submitted weekly to the

COR.

iii. Load food into USDA-compliant, temperature-controlled containers immediately upon receipt.

c. Transport and Sling Coordination:

i. Transport food from Red Barn to Hilltop Helipad on the same day.

ii. Remain onsite with the food until it is loaded into the sling and lifted.

iii. Coordinate with helicopter operator to ensure secure and timely delivery to Supai.

d. Communication and Confirmation:

i. Notify designated HES staff of sling departure time.

ii. Confirm delivery arrival with HES staff and document confirmation in the delivery log.

iii. Ensure no food is left unattended at any point in the delivery chain.

e. Container Return Coordination:

i. Coordinate with helicopter operator and HES staff to return all food storage containers to Hilltop, if applicable.

ii. Maintain a container tracking log to ensure accountability.

2.1.3 Temperature Control

a. All food must be stored and transported in temperature-controlled environments from the point of pickup to final delivery.

b. The Contractor shall use USDA- and FDA-compliant coolers or freezer units capable of maintaining required temperatures for perishable items.

c. The Contractor shall maintain temperature logs for each delivery, including:

i. Time of pickup

ii. Internal cooler temperature at pickup, pre-sling, and post-delivery

iii. Time of sling departure and arrival

d. Temperature logs must be submitted weekly to the COR and retained for audit purposes.

2.1.4 Sling Operations

The Contractor shall coordinate and oversee all sling operations in partnership with an approved helicopter operator.

a. Coordinate weekly sling delivery schedules with the helicopter provider.

b. Ensure each sling load does not exceed 900 lbs and is properly secured.

c. Load food packages into the sling at Hilltop and remain onsite until the sling departs.

d. Confirm sling arrival and delivery with HES staff before departing the Hilltop area.

e. Coordinate the return of all food storage containers, if applicable, and document in the container tracking log.

2.2 Package Delivery - Courier Services

To support the timely and secure delivery of educational materials and Compensatory Education resources to Havasupai Elementary School (HES), the Contractor shall provide end-to-end courier services, including package receipt, secure handling, coordination with third-party couriers and helicopter sling operators, and final delivery to HES.

The Government will validate performance through delivery logs, photo documentation, chain-of-custody records, and confirmation from designated HES personnel.

2.2.1 Designated Delivery Address

The Contractor shall:

a. Establish and maintain a USPS-approved, deliverable address capable of receiving packages on behalf of HES and the BIE Compensatory Education Program.

b. Receive and sign for all packages, ensuring accurate documentation of sender, recipient, and delivery date.

c. Maintain this address in good standing and notify the COR of any changes or disruptions in service.

Deliverable:

I. Weekly Package Receipt Log including sender, tracking number, date/time received, and recipient program (e.g., HES or Comp Ed).

2.2.2 Package Handling and Security

The Contractor shall:

a. Log all packages upon receipt using a digital or physical logbook that includes tracking number, sender, and date/time received.

b. Secure all packages in a locked, access-controlled area until time of delivery.

c. Consolidate packages for weekly delivery to Supai, coordinated with food deliveries to maximize efficiency and reduce sling costs.

Deliverables:

I. Weekly Package Inventory Log II. Storage Security Checklist (monthly, upon request)

2.2.3 Delivery Confirmation and Documentation

The Contractor shall:

a. Photograph each package upon receipt and again at the time of delivery, similar to commercial delivery services (e.g., Amazon).

b. Prepare a manifest of all packages included in each sling load.

c. Coordinate with HES staff to confirm delivery using a standardized handoff protocol, which includes:

i. Signature or digital acknowledgment of receipt

ii. Verification checklist for each item delivered

iii. Chain-of-custody documentation to ensure delivery integrity

Deliverables:

I. Photo Documentation Archive (weekly) II. Signed Delivery Confirmation Forms

III. Sling Load Manifest for each delivery

2.2.4 Reporting and Communication

The Contractor shall:

a. Notify HES staff and the COR of incoming packages and scheduled sling deliveries at least 24 hours in advance.

b. Report any discrepancies, damaged items, or delivery issues to the COR and HES administration within 24 hours of discovery.

c. Maintain open communication with the COR and designated HES staff to ensure alignment with school schedules and operational needs.

2.3 Qualifications, Education and Skills

The candidate(s) proposed for Food Delivery and Courier Services shall meet the minimum requirements outlined below and shall provide all documentation, A–D, at the time of proposal submission. The candidate shall have:

A. A valid and current driver’s license appropriate for the type of vehicle used in food transport. A copy of the license must be submitted as proof of documentation.

B. Undergo and pass the BIE’s background investigation for a Tier I with Child Care, prior to the start of services (See Section 7.0 for additional information on the BIE Background Investigation process).

C. A resume demonstrating a minimum of two (2) years of experience in food delivery, courier services, or a related field. The resume must also reflect familiarity with food safety protocols and temperature-sensitive deliveries. A resume must be submitted as proof of documentation.

D. Proof of food handling certification (e.g., ServSafe or equivalent), or documented training in food safety and hygiene practices. A copy of the certificate or training record must be submitted as proof of documentation.

Deliverables:

I. Weekly Delivery Notification Emails

II. Incident Reports (as needed, within 24 hours)

3.0 Performance Standards

Standard Requirement

Timeliness ≥95% of deliveries shall occur on the scheduled day and within the agreed window.

Completeness 100% of items ordered shall be delivered unless substitutions are pre-approved.

Food Safety Full compliance with USDA/FDA standards; temperature logs required.

Documentation Delivery logs, temperature records, and signed receipts shall accompany each delivery.

Sling Confirmation Sling delivery shall be confirmed with HES staff before Vendor departure.

Package Security 100% of packages shall be logged, secured, and photo documented.

4.0 Accountability and Reporting

4.1 Performance Monitoring

A. Monthly Reports: Vendor shall submit reports detailing:

a. Delivery dates

b. Issues encountered

c. Corrective actions taken

B. Incident Reporting: Any delivery failure, spoilage, or safety concern shall be reported to the Principal and COR within 24 hours.

C. Corrective Action Plan: Two or more failures in a month require a written corrective action plan within 5 business days.

5.0 Invoicing and Payment

The Contractor shall provide all personnel, travel, supplies, and materials necessary to perform the services outlined in this agreement. Dedicated labor hours shall not exceed 20 hours per week.

A. Separate Invoicing Requirements:

Invoices must clearly separate charges for Labor and Sling Costs as follows:

i. Labor: At the approved all-inclusive rate, which includes personnel time, travel, and any associated service-related costs.

ii. Sling Costs: Includes all expenses related to the transportation and delivery of food via sling operations.

B. Invoice Adjustments:

Payments may be reduced or withheld for the following reasons:

i. Late or incomplete deliveries

ii. Spoiled or improperly stored food

iii. Missing or incomplete documentation

C. Required Documentation:

Each invoice must be accompanied by the following supporting documents

i. Delivery logs

ii. Temperature control records

iii. Sling confirmation receipts

iv. Package delivery photos

v. Timesheets outlining hours worked

6.0 Coordination and Communication

A. Primary Contact: Vendor shall designate a point of contact for all coordination with HES and the COR.

B. Emergency Response: Vendor shall respond to urgent delivery needs within 24 hours.

C. Tribal Coordination: Vendor shall:

i. Coordinate with Tribal authorities

ii. Comply with local access protocols

iii. Respect cultural norms and community expectations

7.0 Background Check Investigation

Contractor personnel shall undergo a BIE federal background check and will not start services until cleared to do by the BIE Personnel Security Office (BIE PER SEC).

a. The contractor must submit the BIE Personnel Security Intake Package (PERSEC Intake) within 3-business days after award.

b. The background check process may take up to 4 to 6 weeks.

A. No services shall commence until a favorable background check is received by the BIE.

7.1 BIE Background Check Requirements

All contractor personnel must undergo and pass a BIE background investigation before beginning work. This is a mandatory contract deliverable.

7.2 Suitability and Risk Designation

a. All positions under this contract are designated as Moderate Risk Public Trust and require a favorable adjudicated background investigation for Tier I with Childcare.

b. Personnel must receive:

a. A favorable suitability determination from the BIE PER SEC and Suitability Program.

b. A favorable background investigation conducted by the Defense Counterintelligence and

Security Agency (DCSA).

7.3 BIE Background Check Process

All contractor personnel must complete and pass a BIE background investigation before performing any work under this contract. This process is a critical path deliverable and directly determines when services may begin.

No personnel may report to the school site or begin work until background clearance is confirmed in writing by the Contracting Officer (CO) and/or Contracting Officer’s Representative (COR).

The contractor shall:

a. Prioritize the background check process as a critical delivery. The background check directly influences the start of services.

b. Actively coordinate with the COR to ensure timely and complete submission of all required documentation.

c. Ensure all assigned personnel/candidate understand that they may not begin work until background clearance is granted.

d. Monitor and track the progress of each candidate’s intake package and respond promptly to any requests for additional information.

e. Maintain communication with the COR and provide updates as needed.

Steps in the Background Check Process

1. Initiation. Upon contract award, the COR will initiate the background check process with the contractor’s designated Project Manager. The contractor is responsible for coordinating with each candidate to ensure timely and accurate completion of all required documentation. The COR will provide guidance and support throughout the process but will work through the contractor not the candidate.

2. PERSEC Intake Package. The COR will issue a Personnel Security (PERSEC) Intake Package for each individual requiring clearance. This package includes:

A. Required Forms (All Applicants Must Complete):

• Intake Coversheet

• OF-306 – Declaration of Federal Employment

• Applicant Screening Questionnaire for Indian Children (ASQ)

• Authorization for Release of Information (AFR)

• Noncriminal Justice Applicant’s Privacy Rights (FPAR)

• Fair Credit Reporting Release (FCRR)

• Places Applicant Lived (PAL)

B. Additional Forms (May Be Required Based on Residential History as outlined on PAL) The COR will review the PAL form and notify the contractor of any additional required forms.

Based on the completed PAL form, additional documentation may be required, including:

• Local Law Enforcement Inquiry (LLEI)

• Navajo Nation Authorization for Release of Information (NN-LLEI) – if applicable

• State-specific background check forms (e.g., notarized releases, fingerprint authorizations)

• OPM General Release Form

• Copy of State-Issued Driver’s License

• Fingerprint Cards – SF-87 or FD-258

3. Submission Process. The Contractor shall follow the steps below to ensure timely and accurate submission of required personnel security documentation:

1. Initial Submission to COR. The Contractor must email all of the contractor personnel completed forms in PDF format to the Contracting Officer’s Representative (COR) for review. The COR will verify the completeness and accuracy of all submitted documents.

2. Mailing of Original Documents. After COR approval, the Contractor or contractor personnel must mail the original signed documents, fingerprint cards, and all supporting materials to the BIE

Personnel Security Office in Albuquerque, NM using a trackable shipping method (e.g., FedEx, USPS, UPS). The COR will provide the official mailing address.

3. Tracking Number Requirement. The Contractor must provide the COR with the shipment’s tracking number, which is required for the COR to complete the electronic intake submission.

4. Electronic Intake Submission. Upon receipt of the tracking number, the COR will electronically submit the intake package to the BIE PER SEC Office to initiate the background investigation process.

5. BIE Background Investigation: Upon acceptance of the intake package by the BIE PER SEC Office, a BIE PER SEC Officer will be assigned to the contractor personnel’s case and will work directly with the contractor personnel to complete the investigation. All communication from this point forward will occur between the contractor personnel (provider) and the BIE PER SEC Officer.

There are two key steps the individual must complete promptly when notified by BIE PER SEC:

Step 1: USAccess Fingerprinting Appointment. The contractor personnel must schedule and complete a fingerprinting appointment at a nearby USAccess enrollment site. Once the appointment is completed, the individual must notify the BIE PER SEC team to confirm completion.

Step 2: e-Application (e-APP) Submission. After fingerprinting is confirmed, the BIE PER SEC team will release access to the e-Application (e-APP). This is a detailed online form that may take 1–2 days to complete, so the individual should plan accordingly and complete it without delay.

Important: The overall timeline for receiving clearance is directly impacted by how quickly these two steps are completed. While the typical processing time is 4–6 weeks after both steps are submitted, the process may move faster with timely action.

6. Ongoing Communication and Oversight Once the background investigation is submitted, the COR will keep the Contractor informed of progress and any follow-up requirements, so the Contractor can work with the Contractor Personnel. Timely completion of these steps is essential to avoid delays in onboarding and service delivery.

7. Timelines

On average, the BIE background check process takes approximately 60 days from start to finish.

To support timely onboarding and ensure compliance with federal security requirements, contractor personnel must adhere to the following timeline:

a. Initial Forms Submission: Contractor personnel must submit all required initial forms within three (3) business days of contract award.

b. Additional Documentation: Any additional documentation requested based on the Position

Designation Level (PAL) must be submitted within five (5) calendar days of the request.

c. Completion of Required Steps Initiated by BIE PER SEC: Contractor personnel must complete the two steps promptly once initiated by the BIE Personnel Security (PER SEC) team:

i. Step 1: Schedule and complete a US Access fingerprinting appointment

ii. Step 2: Complete and submit the e-Application (e-APP)

d. Background Check Processing Time: Once steps a–c is completed, the BIE PER SEC team typically requires 4 to 6 weeks to process the background investigation and issue a pre-employment determination.

Important Note: Delays in completing any of the above steps will extend the overall processing time. Prompt action by Contractor and contractor personnel is essential to avoid onboarding delays.

8.0 Security Requirements

The Contractor shall implement and maintain robust security measures to ensure the confidentiality, integrity, and availability of all data handled under this contract. These measures must comply with all applicable federal laws, regulations, and policies.

• All personnel must be U.S. citizens.

9.0 Confidentiality & the Privacy Act

Contractor personnel may have access to sensitive and personally identifiable information (PII) protected under the Privacy Act of 1974 (5 U.S.C. § 552a) and the Family Educational Rights and Privacy Act (FERPA, 20 U.S.C. § 1232g). All personnel must:

• Adhere to all applicable federal and agency-specific privacy regulations

• Maintain strict confidentiality of all materials and data accessed or produced under this contract

• Refrain from disclosing any information to unauthorized individuals or entities

All materials, including documents, data, reports, and correspondence, produced or accessed under this contract are the property of the BIE and must be treated as confidential. Disclosure of any information outside of authorized BIE personnel, the designated school, or individuals directly involved in service delivery is strictly prohibited and will be considered a material breach of contract.

9.0 Date Rights and Document Ownership

In accordance with FAR Clause 52.227-14, the Government retains unlimited rights to all materials first produced under this contract. This includes, but is not limited to:

• Work plans

• Reports and recommendations

• Any other deliverables

Contractor personnel shall not use or share any student, staff, or parent data collected under this contract for any purpose outside the scope of this agreement. All data collected and analyzed must be used solely to support the services of this contract. Upon contract completion or termination, all contractors must return BIE-owned property, documentation, records, and confidential information.