El Paso Courier Services_ SOW.pdf

Immigration and Customs Enforcement (ICE) Enforcement and Removal Operations

El Paso Field Office

Courier Services

STATEMENT OF WORK (SOW)

September 23, 2022

1. BACKGROUND

The United States Department of Homeland Security (DHS), U.S. Immigration & Customs Enforcement (ICE) is responsible for the detention, health, welfare, transportation, and deportation of illegal aliens in removal proceedings and aliens subject to final order of removal from the United States. ICE houses detainees in Contract Detention Facilities (CDF), Service Processing Centers (SPC), and other federal, state, local and private facilities.

The mission of the Enforcement and Removal Operations Program (ERO) is the planning, management, and direction of broad programs relating to the supervision, detention, removal, and transport of detainees who are in the United States illegally. These activities are chiefly concerned with the processing and enforcement of the administrative immigration process of detainees who have entered illegally or have become removable after admission.

The El Paso Field (ELP), a component of ICE has the requirement for courier services of sensitive documents and files to/from various locations daily within the El Paso, Texas and Chaparral, New Mexico areas of responsibility.

2. OBJECTIVE

The contractor shall provide courier services to include daily pickups and deliveries to the facilities located in El Paso, Texas and Chaparral, New Mexico. The contractor shall pick up and deliver secure documents, files, packages, and locking bins which may exceed 80 pounds. This service shall be provided Monday – Friday, between the hours of 8:00am – 4:30pm. The courier shall retrieve mail from the locations specified in Table 1.

The contractor shall provide all necessary labor, transportation, materials, equipment, supervision, licenses, fees, training, supplies to perform the requirements of the resultant contract. The contractor shall manage the total work effort associated with the services required herein to assure adequate and timely completion of these services. Included in this function will be the full range of management duties including, but not limited to, planning, scheduling, and quality control. The contractor shall maintain an adequate workforce to complete the work in accordance with the time and quality standards specified herein. All contractor staff performing courier services shall be equipped with a working mobile phone at all times.

The contractor shall obtain all licenses and permits required for the execution and completion of this work. The contractor shall comply will all applicable federal, state, and local laws. The contractor shall provide a copy of their liability insurance certificate.

3. PERIOD OF PERFORMANCE

The resultant contract shall be for a base period of 12 months with two 12-month option periods, for a total period of 3 years. Options shall be exercised at the discretion of the Government.

4. SCOPE OF WORK

The contractor shall provide daily pickups and deliveries courier services to the locations listed in Table 1 below. The contractor shall use at least one cargo van large enough to contain at least 10 pelican locking bins with individual dimensions of 22x14x9. As the weight of the items may exceed 80 pounds each, the contractor is solely responsible for supplying its own equipment in the movement of all packages. No work will be performed on federal holidays or days when the locations are expected to be closed.

TABLE 1: EL PASO FIELD OFFICE PICK-UP AND DELIVERY ROUTE AND TIMES

PICK-UP

FROM: PICK-UP ADDRESS: DELIVER TO: DELIVERY

ADDRESS: FREQ.:

PICK-UP: DELIVERY:

El Paso Co-location

11541 Montana Avenue El Paso, TX

79925

Otero County Processing

Center

26 McGregor Range Road, Chaparral, NM 88081

Mon to Fri.

No earlier than 08:00 am

No later than 10:00

Otero County Processing

Center

26 McGregor Range Road Chaparral, NM

88081

Las Cruces sub-office

1140 Commerce drive Suite B, Las Cruces, New Mexico

88011

Mon to Fri.

No earlier than 08:00 am

11:00 am

Las Cruces sub-office

1140 Commerce drive Suite B Las Cruces, New Mexico 88011

Service Processing

Center

8915 Montana Avenue, El

Paso, TX 79925

Mon to Fri.

No earlier than 08:00 am

12:30 pm

Service

Center (SPC)

8915 Montana Avenue El Paso, TX 79925

Citizen and Immigration

Services

1545 Hawkins Blvd. El Paso, TX 79925

Mon to Fri.

No earlier than 08:00 am

3:00 pm

*Citizen and Immigration

Services (CIS)

*1545 Hawkins Blvd.

El Paso, TX 79925

*Service Processing

Center

*8915 Montana Avenue El Paso, TX 79925

Mon to Fri

No earlier than 08:00 am

4:00 pm

*Service

Center (SPC)

*8915 Montana Avenue El Paso, TX

79925

*El Paso Co-location

*11541 Montana

Avenue El Paso, TX 79925

Mon to Fri.

No earlier than 08:00 am

4:30 pm

*only if there are files/mail from CIS that need to go back to the SPC or EL Paso Co Location*

5. INSPECTION

All services, workmanship, and material furnished or utilized in the performance of this SOW shall be subject to inspection by the Government at any time during the term of the contract. All inspections by the Government shall be made in such a manner as not to unnecessarily delay the contractor’s work.

The Contracting Officer’s Representative (COR) is responsible for inspection of the contractor’s work performance. If any service(s) performed are not in accordance with the SOW requirements, the Government shall have the right to require the contractor to correct the service(s) performed at no additional cost to the Government.

6. REPORTS/DELIVERABLES

a) Daily Log. The contractor shall keep a detailed daily log including number of files/packages/bins retrieved from each location, including documenting each specific A-file number delivered, time of arrival and departure from each location, and time and signature of designated staff accepting the files. Copies of the daily log is to be included in the monthly report to the COR.

b) Monthly Report. The contractor shall submit electronically to the COR by the 10th working day of the month, a summary of the number of runs conducted in the prior month broken down by location, number of files/packages/bin retrieved and delivered for the month and cumulative to date, along with copies of the daily logs for the month being reported.

c) Quarterly Active Employee Roster. The Contractor will provide, through the COR, a Quarterly Report containing the names of Contractor employees who are active, pending hire, have departed within the quarter or have had a legal name change (Submitted with documentation). The list shall include the Name, Position and SSN (Last Four) and should be derived from system(s) used for Contractor payroll/voucher processing to ensure accuracy.

7. CONTRACTOR COMPLIANCE REQUIREMENTS

The Contractor must abide by all rules and regulations governing and transporting A-Files and mail specifically as it relates to ICE Directive 1-32.0, Alien Registration File (A-File) Creation Maintenance, Organization, and Disclosure of Information, October 2, 2009, and the U.S. Citizen and Immigration Services Records Operations Handbook (ROH) guide regarding ICE A-File handling.

When ICE hands over the documents/packages to the Contractor to be couriered, the Contractor must deliver these documents solely to the named authorized locations and recipients. The Contractor must ensure all material is kept confidential and not opened/viewed by anyone but the authorized recipient. The Contractor must abide by all chain-of-custody requirements for mail, A-File, or other deliveries.

The Contractor must be insured and bonded according to commercial practices for couriers of legal documents, deemed sensitive but unclassified information.

The Contractor must comply with all federal and state laws regarding inspections, licensing, and registration for all vehicles used in the performance of this SOW.

8. EL PASO FACILITY SECURITY REQUIREMENTS

ICE facilities are secure, and entry is controlled and the security requirements for entering the facilities are as follows. These requirements are subject to change without notice and without change to the contract price.

(a) All vehicles must have liability insurance and comply with all U.S. Department of Transportation Regulations.

(b) Driver of the vehicle must have valid driver's license.

(c) All other persons must have an official picture identification card.

(d) Weapons and/or alcoholic beverages are prohibited.

(e) All vehicles and persons are subject to be searched.

(f) All persons entering the facility are subject to be questioned about their legal status.

(g) All cleared Contractor employees must obtain an ICE contractor badge. Badges will be issued on an individual basis and may be kept until contract expires or individual resigns/terminates. All issued badges must be return to ICE.

(h) All vehicles (including heavy machinery) must be secured when not in use.

(i) No vehicles with running engines will be left unattended.

(j) Any type of contact with the detained population is strictly prohibited.

(k) All areas of the facility are subject to video surveillance.

The contractor and all contractor personnel shall become familiar with and comply with the entrance and exit regulations for each site location.

No materials shall be removed from the boxes/bins and/or envelopes at any time. Contents of each box/bin or envelope will be kept secure at all times and necessary precautions taken to protect against theft, loss, or damage.

The Government will hold the Contractor responsible for any damage to Government property due to his/her failure to comply with these specifications.

The Contractor shall have in place a program which assures the Government that there are adequate safeguards to protect the Government shipments from loss, damage, or theft.

The Contractor shall obtain the necessary building access clearances for those Contractor employees involved in picking up and delivering packages under the contract.

During the performance of the contract, the contractor employee is required to wear proper identification from the company contracted in response to this SOW. If cleared personnel, the ICE contractor badge is sufficient.

Contractor personnel shall be required to pass background checks as required by ICE Personnel Security.

9. SECURITY REQUIREMENTS

GENERAL

The United States Immigration and Customs Enforcement (ICE) has determined that performance of the tasks as described in Contract TBD requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as Contractor) have access to sensitive DHS information, and that the Contractor will adhere to the following.

PRELIMINARY FITNESS DETERMINATION

ICE will exercise full control over granting, denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor applicants/employees, based upon the results of a Fitness screening process. ICE may, as it deems appropriate, authorize and make a favorable expedited preliminary Fitness determination based on preliminary security checks. The preliminary Fitness determination will allow the Contractor employee to commence work temporarily prior to the completion of a Full Field Background Investigation. The granting of a favorable preliminary Fitness shall not be considered as assurance that a favorable final Fitness determination will follow as a result thereof. The granting of preliminary Fitness or final Fitness shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by ICE, at any time during the term of the contract. No employee of the Contractor shall be allowed to enter on duty and/or access sensitive information or systems without a favorable Fitness determination by the Office of Professional Responsibility (OPR), Personnel Security Operations (PSO). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable Fitness determination by OPR PSO.

Contract employees are processed under DHS Instruction 121-01-007-001 (Personnel Security, Suitability and Fitness Program), or successor thereto; those having direct contact with Detainees will also have 6 CFR §

115.117 considerations made as part of the Fitness screening process. Sexual Abuse and Assault Prevention Standards implemented pursuant to Public Law 108-79 (Prison Rape Elimination Act (PREA) of 2003)).

BACKGROUND INVESTIGATIONS

Contractor employees (to include applicants, temporary, part-time and replacement employees) under the contract, needing access to sensitive information and/or ICE Detainees, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through OPR PSO. Contractor applicant/employees nominated by a Contracting Officer Representative for consideration to support this contract shall submit the following security vetting documentation to OPR PSO, through the Contracting Officer Representative (COR), within 10 days of notification by OPR PSO of nomination by the COR and initiation of an Electronic Questionnaire for Investigation Processing (e-QIP) in the Office of Personnel Management (OPM) automated on-line system.

1. Standard Form 85P (Standard Form 85PS (with supplement to 85P required for those with direct contact with detainees or armed positions)), “Questionnaire for Public Trust Positions” form completed online and archived by the Contractor applicant/employee in their OPM e-QIP account.

2. Signature Release Forms (Three total) generated by OPM e-QIP upon completion of

Questionnaire (e-signature recommended/acceptable). Completed online and archived by the Contractor applicant/employee in their OPM e-QIP account.

3. Electronic fingerprints taken at an approved facility OR two (2) SF 87 Fingerprint Cards (current revision) sent to OPR PSO. Additional information regarding fingerprints will be sent to the Contractor applicant/employee from OPR PSO.

4. Optional Form 306 Declaration for Federal Employment. This document is sent as an attachment in an e-mail to the Contractor applicant/employee from OPR PSO. Completed online and archived by the Contractor applicant/employee in their OPM e-QIP account.

5. If occupying PREA designated position: Questionnaire regarding conduct defined under 6 CFR §

115.117 (Sexual Abuse and Assault Prevention Standards). This document is sent as an attachment in an e-mail to the Contractor applicant/employee from OPR PSO. Completed online and archived by the Contractor applicant/employee in their OPM e-QIP account.

6. One additional document may be applicable if the Contractor applicant/employee was born abroad. If applicable, the document will be sent as an attachment in an e-mail to the Contractor applicant/employee from OPR PSO. Completed online and archived by the Contractor applicant/employee in their OPM e-QIP account.

Contractor employees who have an adequate, current investigation by another Federal Agency may not be required to submit complete security packages; the investigation may be accepted under reciprocity. The questionnaire related to 6 CFR § 115.117 listed above in item 5 will be required for positions designated under

PREA.

An adequate and current investigation is one where the investigation is not more than five years old, meets the contract risk level requirement, and applicant has not had a break in service of more than two years. (Executive Order 13488 amended under Executive Order 13764/DHS Instruction 121-01-007-01)

Required information for submission of security packet will be provided by OPR PSO at the time of award of the contract. Only complete packages will be accepted by OPR PSO as notified by the COR.

To ensure adequate background investigative coverage, Contractor applicants/employees must currently reside in the United States or its Territories. Additionally, Contractor applicants/employees are required to have resided within the United States or its Territories for three or more years out of the last five (ICE retains the right to deem a Contractor applicant/employee ineligible due to insufficient background coverage). This timeline is assessed based on the signature date of the standard form questionnaire submitted for the applied position. Contractor employees falling under the following situations may be exempt from the residency requirement: 1) work or worked for the U.S. Government in foreign countries in federal civilian or military capacities; 2) were or are dependents accompanying a federal civilian or a military employee serving in foreign countries so long as they were or are authorized by the U.S. Government to accompany their federal civilian or military sponsor in the foreign location; 3) worked as a Contractor employee, volunteer, consultant or intern on behalf of the federal government overseas, where stateside coverage can be obtained to complete the background investigation; 4) studied abroad at a U.S. affiliated college or university; or 5) have a current and adequate background investigation (commensurate with the position risk/sensitivity levels) completed for a Federal or Contractor employee position, barring any break in federal employment or federal sponsorship.

Only U.S. citizens and Legal Permanent Residents are eligible for employment on contracts requiring access to DHS sensitive information unless an exception is granted as outlined under DHS Instruction 121-01-007-001.

Per DHS Sensitive Systems Policy Directive 4300A, only U.S. citizens are eligible for positions requiring access to DHS Information Technology (IT) systems or positions that are involved in the development, operation, management, or maintenance of DHS IT systems, unless an exception is granted as outlined under DHS Instruction 121-01-007-001.

CONTINUED ELIGIBILITY

ICE reserves the right and prerogative to deny and/or restrict facility and information access of any Contractor employee whose actions conflict with Fitness standards contained in DHS Instruction 121-01-007-01, Chapter 3, paragraph 6.B or who violate standards of conduct under 6 CFR § 115.117. The Contracting Officer or their representative can determine if a risk of compromising sensitive Government information exists or if the efficiency of service is at risk and may direct immediate removal of a Contractor employee from contract support. OPR PSO will conduct periodic reinvestigations every 5 years, or when derogatory information is received, to evaluate continued Fitness of Contractor employees.

REQUIRED REPORTS

The Contractor will notify OPR PSO, via the COR, of all terminations/resignations of Contractor employees under the contract within five days of occurrence. The Contractor will return any expired ICE issued identification cards and building passes of terminated/resigned employees to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card.

The COR will return the identification cards and building passes to the responsible ID Unit.

The Contractor will report any adverse information coming to their attention concerning Contractor employees under the contract to OPR PSO, via the COR, as soon as possible. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the Contractor employees’ name and social security number, along with the adverse information being reported.

The Contractor will provide, through the COR, a Quarterly Report containing the names of Contractor employees who are active, pending hire, have departed within the quarter or have had a legal name change (Submitted with documentation). The list shall include the Name, Position and SSN (Last Four) and should be derived from system(s) used for Contractor payroll/voucher processing to ensure accuracy.

CORs will submit reports to psu-industrial-security@ice.dhs.gov

Contractors, who are involved with management and/or use of information/data deemed “sensitive” to include ‘law enforcement sensitive” are required to complete the DHS Form 11000-6-Sensitive but Unclassified Information Non-Disclosure Agreement (NDA) for Contractor employee access to sensitive information. The NDA will be administered by the COR to all contract personnel within 10 calendar days of the entry on duty date. The completed form shall remain on file with the COR for purpose of administration and inspection.

Sensitive information as defined under the Computer Security Act of 1987, Public Law 100-235 is information not otherwise categorized by statute or regulation that if disclosed could have an adverse impact on the welfare or privacy of individuals or on the welfare or conduct of Federal programs or other programs or operations essential to the national interest. Examples of sensitive information include personal data such as Social Security numbers; trade secrets; system vulnerability information; pre-solicitation procurement documents, such as statements of work; and information pertaining to law enforcement investigative methods; similarly, detailed reports related to computer security deficiencies in internal controls are also sensitive information because of the potential damage that could be caused by the misuse of this information. All sensitive information must be protected from loss, misuse, modification, and unauthorized access in accordance with DHS Management Directive 11042.1, DHS Policy for Sensitive Information and ICE Policy 4003, Safeguarding Law Enforcement Sensitive Information.”

Any unauthorized disclosure of information should be reported to ICE.ADSEC@ice.dhs.gov.

SECURITY MANAGEMENT

The Contractor shall appoint a senior official to act as the Corporate Security Officer. The individual will interface with OPR PSO through the COR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COR and OPR shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COR determine that the Contractor is not complying with the security requirements of this contract, the Contractor will be informed in writing by the Contracting Officer of the proper action to be taken to effect compliance with such requirements.

INFORMATION TECHNOLOGY SECURITY

When sensitive government information is processed on Department telecommunications and automated information systems, the contract company agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS MD 4300.1, Information Technology Systems Security (or its replacement). Contractor employees must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

Contractor employees who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, regardless if the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

INFORMATION TECHNOLOGY SECURITY TRAINING AND OVERSIGHT

In accordance with Office of the Chief Information Officer (OCIO) requirements and provisions, all Contractor employees accessing Department IT systems or processing DHS sensitive data via an IT system will require an ICE issued/provisioned Personal Identity Verification (PIV) card. Additionally, Cybersecurity Awareness Training (CSAT) will be required upon initial access and annually thereafter. CSAT training will be provided by the appropriate component agency of DHS.

Contractor employees, who are involved with management, use, or operation of any IT systems that handle sensitive information within or under the supervision of the Department, shall receive periodic training at least annually in security awareness and accepted security practices, systems rules of behavior, to include Unauthorized Disclosure Training, available on PALMS or by contacting ICE.ADSEC@ice.dhs.gov.

Contractor employees with significant security responsibilities shall receive specialized training specific to their security responsibilities annually. The level of training shall be commensurate with the individual’s duties and responsibilities and is intended to promote a consistent understanding of the principles and concepts of telecommunications and IT systems security.

mailto:ICE.ADSEC@ice.dhs.gov mailto:ICE.ADSEC@ice.dhs.gov

All personnel who access Department information systems will be continually evaluated while performing these duties. System Administrators should be aware of any unusual or inappropriate behavior by personnel accessing systems. Any unauthorized access, sharing of passwords, or other questionable security procedures should be reported to the local Security Office or Information System Security Officer (ISSO).