PR20091406_-_SOW_updated.doc

STATEMENT OF WORK

KENNELING SERVICES

Port of Dulles

PR20091406

1. Objective: The purpose of this procurement is to provide commercial kennel facilities and services in support of the Customs and Border Protection (CBP) Canine Enforcement Program.

2. Scope of Work: The contractor shall provide all labor, materials, supervision, and facilities required to provide kenneling services for the CBP canines. The number of canines to be kenneled is currently seven (7), however the number of canines is subject to change according to the demands of the services. The vendor most be located ten (10) miles or less of the canines’ work site. The official CBP work addresses are:

Dulles International Airport 1 Saarinen Circle Sterling, VA 20166 and

Cargo Bay 5 Suite# 130 23723 Airfreight Lane Sterling, VA 20166

2.1 The contractor shall issue a key to the COR and each U.S. Customs & Border Protection Officer, Canine (CBPO K9) assigned to the local office to enable access to the facility 24 hours per day, 7 days per week. The contractor shall ensure that only authorized personnel have access to CBP dogs. Access to the CBP dogs by the general public is prohibited at all times.

2.2 In addition to housing the canines, the contractor will also be responsible for cleaning the kennels more then daily and maintaining them in a safe and sanitary condition.

2.3 A Contracting Officer Technical Representative (COR), will be appointed to monitor contractor performance and coordinate technical and administrative matters with the Contracting officer. The COR for CBP canine kenneling should be a technically qualified Customs and Border Protection Supervisor, Canine (SCBPO K9) or Field Office Canine Advisor. If there is not a technically qualified SCBPO K9 or Field Office Canine Advisor, a CBPO K9 handler in conjunction with the port assigned SCBPO should have oversight of the kennel contract. The COR, Field K-9 Advisor, SCBPO K-9 or technically qualified CBPO K9 shall conduct a semi-annual review and provide a brief report to the Contracting Officer after each review. The Contracting Officer Technical Representative (COR), for this requirement is:

3.0 Facility Requirements: the kennel facilities must be situated in a location that will be quiet and secure from the public. The facility must provide an environment conducive to the canines obtaining adequate rest. CBP prefers indoor kennel runs as they are more secure and have less external stimuli. The indoor runs provide significantly more protection from the elements. A guillotine type drop door is permissible for the indoor/outdoor runs.

Regardless of the kennel type, only one canine shall be in each kennel run at any one time. Depending on the facility layout, it may be necessary for the CBP to rent an empty “buffer” run to separate CBP canines from privately kenneled animals. If a buffer kennel is rented, it shall remain empty at all times. Regardless of the circumstances, Shipping crates or wire cages are not acceptable at any time for the boarding or kenneling of the dog.

The contractor’s facility should be an indoor-outdoor type (indoor if no alternatives), which allows the animal’s access to adequate shade, fresh air, fresh water, exercise, and protection from inclement weather and unauthorized personnel. Regardless of the kennel type, only one dog shall be in each kennel run.

3.1 Floor and Dog Runs: The kennel building will be constructed with a concrete foundation and floor; all runs will be constructed of concrete. Kennel run floors will be a sealed hard surface (i.e. concrete or tile is acceptable). All concrete surfaces will be sloped and constructed to allow for drainage and for flushing stools and urine from the kennel run. Pooling of liquid is not permitted. Other floors and pathways should be of a non-skid surface. When drains are located in common areas special care must be taken to sanitize and disinfect those areas prior to allowing animal access. Drain covers should be designed to prevent toes from being caught in drains.

3.2 Outside Kennel Runs: If kennel runs use a common barrier to separate adjacent runs, the barrier should be a solid wall at least four (4) feet in height. Each kennel run will be at least six (6) feet long by four (4) feet wide, not including the sleeping area. Outside kennel runs will be equipped with a raised sleeping platform or doghouse. The doghouse shall have three solid sides and a top. The doghouse will be positioned in the shaded side of each run. The platform shall be of adequate size to accommodate the dog. The doghouse shall allow the dog to turn freely and provide at least two inches clearance above the animal’s head while in the standing position. Outside kennel runs shall have the dog’s bedding area enclosed. If the enclosed bedding area is attached to the kennel run, it will have two solid walls between the adjacent kennel runs with chain link ends. If the enclosed bedding area is separate from the kennel run, it must have our solid walls with an access opening on one end. Outside kennel runs will be covered with a canopy that will provide shade during all daylight hours. Security fencing (constructed 6’-8’ high and made of 11-gauge materials) shall surround all outside runs and be in good repair. All kennel runs shall have secured chain-link tops, to prevent the dog from jumping or climbing out. Runs will have sloped flooring to allow drainage (no standing water). Each run shall be separated by a partition constructed of concrete, fiberglass, or stainless steel at least 48 inches high to prevent cross contamination between kennels. The partition shall be capable of preventing cross contamination between runs. Kennel runs shall be disinfected with veterinary approved chemicals. Dog beds shall be of non-porous materials (i.e. stainless steel, fiberglass).

3.3 Inside/Outside Kennel Runs: The outside portion of each kennel run will have solid walls four feet in height between adjacent runs, and the kennel run will be at least six feet long and four feet wide. The sleeping area will be large enough to allow the animal to turn freely and be at least two inches taller than the animal at the head when standing erect. The sleeping area will be equipped with a raised sleeping platform. Access doors to the inside sleeping area will be of sufficient size to allow the dogs to enter without scraping their sides or back. A guillotine type drop door is permissible.

Because of breed, body condition, medical condition, hair coat, facial conformation, and age differences, during extreme heat or cold (i.e. temperature in excess of 85 degrees or below 50 degrees) CBP canines must be monitored individually to ensure their comfort and to ensure they can adequately maintain their body temperature. If CBP canine’s appear too cold (i.e., shivering or huddling for warmth) or too hot (i.e., excessive panting), necessary measures must be taken to ensure their comfort and safety i.e., adjustments to the thermostat, additional bedding, fans, movement to another area of the kennel, health evaluation, etc.).

3.4 Enclosed Indoor Kennel Runs: Runs that are totally enclosed in a building will meet the same size requirements for indoor/outdoor or outdoor runs. Indoor runs will meet or exceed all requirements for ventilation in accordance with all local, state, and federal regulations regarding kennel services. Indoor runs shall have air condition/ventilation systems that maintain the inside ambient air temperature within 10 degrees above or below the outside ambient air temperature. Fresh air is essential for maintenance of good health and well-being as well as limiting the spread of infectious diseases. Proper ventilation removes heat, dampness, odor, airborne microbes, and pollutant gasses such as ammonia and carbon monoxide, while allowing for introduction of fresh, oxygenated air. The kennel facility shall have fresh air either through windows, doors, vents or air conditioning. Auxiliary ventilation (i.e. air conditioning or exhaust fans) is required where the ambient temperatures can reach 86 degrees F or higher. The minimum indoor run air temperature shall not be less than 50 degrees F. The maximum indoor run air temperature shall not be more than 85 degrees F. The minimum/maximum is to ensure that the canines maintain acclimation to the weather conditions in the work environment as best as possible.

3.5 Fencing and Gates: Wire mesh fabric will be utilized on the runs and gates. The fabric will be at least 11-gauge material for 2-inch mesh or at least 13-gauge for 1 ¼-inch mesh. Access gates to each run and sleeping area will have a positive latching system to prevent the dogs from jumping against the latch and accidentally opening the gate. Kennels shall have double gate/doors that require the dog to go through two secure gates/doors to enter/exit the facility and grounds.

3.6 Lighting: The kennel compound and kennel runs will be sufficiently lighted to provide security and to allow for safe nighttime activity in removing or returning canines to their kennel runs. All accessible areas will be lighted, either by motion sensors or permanent lighting.

3.7. Kennel construction: The Government will not reimburse the contractor for any construction or remodeling.

4. Sanitation: Kennel runs and sleeping areas will be disinfected daily with a veterinarian-approved disinfectant solution. Kennel runs will be washed and stools will be removed from the runs as often as necessary (as soon as a stool or urine is seen). Stools, urine and waste dog food will not be allowed to remain in a run. All chemicals shall be stored away from any food items or near the floor, capped and in the original labeled containers. Chemicals not in the original container shall be clearly marked. The Environmental Protection Agency or the State shall approve all disinfectants used for cleaning. An MSDS will be posted in the kennel for all chemicals, disinfectants and any other labeled containers.

4.1 Food and Water Areas: The food and water utensils shall be cleaned and disinfected after each use and/or daily with hot soapy water. Utensils used in preparation of food shall be cleaned immediately after each food preparation period. Stainless steel feed and water pans will be used. Empty dog food bags will be removed and disposed of in a covered container. All food will be stored in rodent-proof storage containers. The area will be rodent and pest free. The food storage areas will be kept free of any trash, debris, cadavers or refuse. A refrigerator for diet and medications will be available. Medication will be properly labeled and stored in the refrigerator. If the water supply comes from an underground well, it must be tested and approved for human consumption (potable). The kennel shall have potable hot and cold running water. Self-waterers will not be permitted.

4.2 Health: The contractor shall ensure that the CBP canines are not kenneled in the same room with any animals that are quarantined or under medical treatment. The kennel must have an isolation area to accommodate those animals currently under quarantine or medical treatments. The contractor will ensure that CBP canines will be kenneled in a different room from other privately boarded animals. Privately boarded animals that are kenneled in the same area/room must have up to date vaccines and no sign of illness. If one of these privately boarded animals should show any illness symptoms they will be removed from the area immediately and their kennel disinfected. The kennel shall have first aid kits for personnel and animals. The contractor shall have written procedures to educate employees on how to handle animal-related injuries.

The contractor shall observe the appearance and activity of the dogs for signs of illness, wounds, disease and discontent. The contractor shall specifically watch for signs of injury or other changes in physical condition. In the event a CBP canine is injured or becomes ill, the contractor will contact the assigned handler of the canine and the CBP COR immediately. If no one can be contacted locally they will contact CBP SECTOR at 1-800-973-2867 and ask for the Canine Officer or COR. If it is an emergency and a canine supervisor cannot be contacted, the contractor will take the ill or injured canine to the pre-designated veterinarian. If veterinary services are not included in this award, the name and contact information of the authorized veterinarian will be provided. In the unlikely event a CBP canine passes away, CBP personnel will take possession of the dog and dispose of the remains at an off-site location. No CBP canine shall be buried or disposed of by kennel personnel.

4.3 Bathing:

Assigned CBPO K9 personnel will bathe canines. The contractor facility shall have bathing utility available to bathe the dogs. CBPO’s personnel will coordinate the bathing of canines to fit in with the facility bathing schedule.

4.4 Other Cleaning

Outdoor area around the kennel must be kept clean and free from debris. Access to areas that cannot be disinfected should be restricted to animals who appear healthy, have been vaccinated and dewormed, and are 5 months or older. Ideally, feces should be removed immediately from outdoor areas, but at minimum must be removed at least daily. Standing water should not be allowed to accumulate in areas around the kennel because many pathogens thrive and mosquitoes breed readily in these moist environments. The contractor shall ensure that the compound area in which the kennels are located shall be free of all refuse, garbage, trash and debris. Seeded areas within the compound shall be mowed or chopped and kept free of brush and tall vegetation that could pose a health hazard to the dogs, handlers or other individuals entering the premises.

4.5 Flea and Tick Prevention: The kennel and surrounding areas will be treated to prevent infestation of fleas and ticks. Only a professional exterminator will treat kennels, canine break areas, and kennel runs infested with fleas or ticks.

5. Nutrition:

5.1 Water: Fresh, clean water must be accessible to CBP canines at all times unless there is a medical reason for water to be withheld for a prescribed period of time. Water should be changed daily and whenever it is visibly soiled.

5.2 Food: When the CBPO K9 is off duty the COR will make arrangements to feed/medicate the dog. The food contents must meet the guidelines provided below.

The contractor will provide all supplies and equipment necessary to perform the services. This includes items such as stainless steel feed and water pans, cleaning supplies and equipment, disinfectants etc. The amount shall be the suggested label serving size provided by the food manufacturer. The acceptable range for the key nutritional factors are:

Energy density

4.0 to 5.5 kcal ME/g DM

Fat

15 to 40 % fat DM or 30 to 65% of calories from fat

Soluble carbohydrate 39 to 55% NFE DM or 20 to 50% of calories from NFE

Protein 22 to 32% protein DM or 18 to 25% of calories from protein

Digestibility

DM digestibility >80%

Once a standard, approved brand of dog food is established, any change must be approved in advance in consultation with the Veterinarian, COR and assigned canine handler. Special rations for dietary or medical purposes must also be approved in advance by the Veterinarian and COR.

ADDITIVES: A majority of commercial dog foods do not contain medication to prevent heartworm or hookworm infections; therefore the CBPO K9’s provide and administer medication to their dogs, unless directed otherwise.

5.3 Feeding: The decision on whether the contractor or CBPO K9 personnel feed the dogs varies for each location. The Canine Enforcement Program Handbook has no set policy on who feeds the dogs. Regardless of who feeds them, the Canine Officer (CO) is responsible for completing the Daily Food and Stool Report. This report will be provided separately. The COR shall decide who will feed the dogs.

Food intake must be monitored daily. The kennel personnel will be responsible for feeding the dogs on a daily basis. If kennel personnel are required to feed the dogs, they will be fed in accordance with Handbook policy standards regarding frequency of feedings.

Unless otherwise noted, Kennel Services will feed the dogs when CBPO K9 is OFF DUTY.

6. Veterinary Services:

6.1 Routine Medical Care: The veterinary services shall include an annual physical, standard physical blood work, vaccinations and dental hygiene/care (including anesthesia) performed by a licensed veterinarian. The veterinarian will only perform services on CBP canines after receiving authorization from the COR or Supervisor CBPO.

In addition the contractor shall provide basic care and veterinary services as needed to include, but not limited to: heartworm test, immunizations, sick call diagnosis/treatment, radiology, grooming, flea/tick treatment, surgery, laboratory services, necropsy and medical records administration. In a life-threatening situation, the veterinarian shall perform whatever services are necessary to preserve the life of the canine. Non-routine services shall be provided as directed by the technically qualified canine officer. In the event that the CBP canine becomes ill, the contractor shall contact the identified individuals in the following order: Canine Enforcement Officer and Canine Supervisor.

6.2 Anesthesia: During all dental cleanings and general anesthesia, all canines will be incubated to protect the airway from debris or regurgitation

6.3 Emergency Medical Care: An emergency medical plan must be in place to provide appropriate and timely veterinary medical care for any CBP canine who is injured, in distress, or showing signs of significant illness. Staff should be trained to recognize conditions that require emergency care. The emergency care plan must ensure that the canine can receive proper veterinary medical care and pain management promptly (either on site or through transfer to another facility). In a life-threatening situation, the veterinarian shall perform whatever services are necessary to preserve the life of the canine.

* All services will be itemized on the monthly invoice

7. General Requirements:

7.1 Protection: The contractor shall have a plan for emergency procedures. A copy of the local fire evacuation plan shall be posted in the kennel. The contractor will provide fire extinguishers on-site to extinguish common construction materials and/or electrical fires. The contractor will ensure the fire extinguishers are inspected and maintained in accordance with the local, state, and federal fire regulations. The contractor shall have business insurance as required by law.

7.2 Periodic Unannounced Inspections: The COR or assigned CBPO K9, shall make periodic unannounced inspections. The contractor must be certified, if required, by the appropriate local and state agencies to provide kenneling services.

7.3 Escaped Dog: The contractor shall have a written plan for handling the “escaped dog” scenario. The plan shall define what steps are taken to notify the owner, advertise in local publications, etc.

7.4 Personnel: If required by the state, the county in which the kennel is located must certify the kennel manager. If the kennel manager is replaced, the contractor will provide prior notification to the COR.

7.5 CBP Canine Limited Access: Access to the CBP canines by the general public is prohibited at all times. Only technically qualified CBPO K9, SCBPO (K9) personnel shall exercise CBP canines. Contractor staff should only handle CBP canines when necessary to perform daily functions according to the contract.

7.6. CBP Canine Exercise: If the CBPO K9 or CBPAS K9 is on leave or in any non-work status, another CBPO K9, CBPAS K9 will exercise the detector canine. Accurate exercise logs must be annotated and maintained for a minimum of two fiscal years for accountability purposes. Contractor staff should only be utilized in limited situations.

7.7 Access: All canine officers will require 24-hour access to the portion of the kennel facility used to kennel the CBP canines. If key-type door locks or padlocks are used for after-hours security, the contractor will provide a key (or set of keys, as appropriate) to each assigned canine enforcement officer. All entry/exit points will be locked after hours or when unattended. All dog runs will be secured. Kennels shall have double gates/doors to enter/exit the facility and grounds.

7.8 Record Keeping: The contractor will keep a record of all CBP canines kenneled at the facility during each 30-day/monthly billing cycle. The record will include the following information at a minimum:

· Date of arrival and departure of each CBP canine; and

· The food will be provided by the contractor. Records of how much each canine consumes will be a part of the invoice record.

7.9 Invoice: The contractor will submit a separate invoice to the COR and billing contact for approval at the end of each month (preferably electronic). The following information should be included on each invoice:

· Vendor name and address,

· Contract number,

· Invoice number,

· Name of each canine,

· CBP canine ID number,

· Period of service,

· Daily kennel rate,

· Amount of food consumed, and

· Total for all items.

8.

Parking:

The contractor shall make parking spaces available on the facility grounds to accommodate government owned and privately owned vehicles (POVs) of Customs and Border Protection personnel who are on or off duty and working with the dogs. Sufficient parking and a safe, lighted area to load and unload detector dogs are required. Twenty-four (24) hour seven (7) days a week access to the parking area is required.

9.

Location:

The kennel shall be located within an acceptable distance and travel time to the CBP canine’s port/work site, and shall be located within the United States.

10.

Canine Change Notifications:

In the event that a canine retires or CBP no longer requires the same amount of requested kennel space/runs, the COR, Port SCBPO or Field Office Canine Advisor, shall notify the Contractor. If possible, a thirty (30) day notice will be provide and made via e-mail with any changes.