RFQ_SOW-BFOPADProgram_20094995.doc

DESCRIPTION / SPECIFICATION / STATEMENT OF WORK (SOW)

Buffalo Field Office, Public Access Defibrillation Program - Buffalo, New York

1.0 INTRODUCTION

1.1 Purpose: The Department of Homeland Security (DHS), U.S. Customs and Border Protection (CBP), Office of Field Operations (OFO), Buffalo Field Office (BFO), Buffalo New York has an immediate requirement to certify and manage a BFO Public Access Defibrillation (PAD) Program, and Basic First Aid Program throughout Ports of Entry in upstate and central New York.

1.2 The requirements noted above shall be provided in accordance with the guidelines developed by Health and Human Services (HHS) and General Services Administration (GSA) entitled “Guidelines for Public Access Defibrillation Programs in Federal Facilities,” and as required by the CBP Occupational Health and Safety Handbook, Chapter 31: Automated External Defibrillators.

1.3 Objective: The successful contractor shall provide services including medical physician review and recertification of the current program and response protocols and qualified, annual contractor inspection of 53-plus AEDs at CBP facilities in the BFO area of operations. In addition, the contractor will be required to conduct certification/recertification/train the trainer training in order to maintain a minimum of 150 volunteer BFO responders on-hand during the period of performance, physically respond for post-incident analysis, provide written annual program analysis, and coordinate with local Emergency Medical Services. Additionally, the contractor shall be capable of handling the majority of the administrative functions (e.g., maintenance and posting of SOPs and local volunteer rosters with each AED, maintenance of a volunteer training and certification database, annual AED inspections, and training/incident supplies) necessary to ensure program continuity and minimize the amount of effort required by BFO staff to coordinate and administer the BFO PAD Program.

2.0 SCOPE OF WORK

2.1 The Buffalo Field Office currently has 53+ AED units in place at CBP facilities, spread over a large area of Western, Central and Northern New York State. If the need should arise and additional AEDs are deployed, the contractor will be notified and provided with exact AED locations. The contractor shall:

2.2 Conduct a site assessment for all current AED locations/mobile devices and make written recommendations for AED placement and overall program improvement within 60 days of award.

2.3 Provide complete BFO PAD Program implementation, including;

· Coordination with the Local CBP Occupational Health and Safety Manager at the Buffalo Field Office.

· Ensure that a qualified medical official certifies the BFO PAD Program SOP and is on contract/sub-contract to oversee program at all times during the this contract in accordance with the authorities enumerated in paragraph 1.2 above and New York State Law.

· Annual and post-incident testing of AED units to ensure continued functionality.

· Tracking and reporting of AED and subcomponent/supply shelf-life (i.e., AED lithium batteries and electrode pads). Deficiencies will be reported to the both the BFO PAD Program Manager and Local CBP Occupational Health and Safety Manager within 30 days of annual and post-incident inspections with replacement cost being born by CBP.

· Ensure that on-site AED, CPR, blood-borne pathogen, and basic first aid responder training and recertification is conducted to ensure a minimum of 150 employee volunteers are maintained at all times. The contractor shall conduct trainings at facilities in the three Area Ports (~50 each) identified below between October and May to the maximum extent possible. The contractor shall verify with the BFO PAD Program Manager the list of current and projected PAD Program volunteer employees on a monthly basis to maintain a 150-man volunteer force.

· Ensure all of the HHS/GSA program elements as defined in the Guidelines for PAD Programs in Federal Facilities are satisfied.

· Handle the majority of the administrative functions (e.g., maintenance and posting of SOPs and local volunteer rosters with each AED, maintenance of a volunteer training and certification database, annual AED inspections, and training/incident supplies) necessary to ensure program continuity, and minimize the amount of effort required by BFO staff to coordinate and administer the BFO PAD Program. All written reports and the training database are to become the property of CBP.

· Provide a copy of the training and certification database to the BFO PAD Program manager on a quarterly basis

· Physically inspect and run a diagnostic test of each AED unit annually and after each use. Ensure that that local volunteer rosters and a copy of the PAD Program SOP is placed with each device.

· Identify, train and coordinate with local CBP staff to ensure and track monthly inspections of each AED unit and supplies.

· Replace battery and provide other replacement supplies within 6 hours of an emergency activation event.

· Provide post-incident response and written analysis in accordance with this SOW and attached SOP.

· Ensure that rescue data is timely retrieved from AED internal memory via Rescue Link Software per PAD Program SOP.

2.4 The Contractor shall provide oversight of the BFO PAD Program and training to meet or exceed Federal guidelines, including American Health and Safety Institute (ASHI) standards. Contractor shall certify lay responders for two-year CPR and AED use—not just provide “training”—by using the American Heart Association, American Red Cross, or ECSI curriculum. Contractor to provide training (including train the trainer) and recertification of 150 volunteer AED responders as indicated in this SOW and attached PAD Program SOP. Contractor will provide all instruction materials (e.g., booklets, mannequin lungs, practice materials) and certification cards to train lay responders at contractor expense. The contractor may coordinate with CBP to use organic instructors to assist in training when available.

2.5 Volunteer BFO employees will be offered training (including train the trainer) and recertification as AED lay responders, including Cardiopulmonary Resuscitation, Basic First Aid and AED Usage and Response. The BFO has a minimum of 150 employees at various CBP locations throughout BFO volunteering to receive training and recertification on an ongoing basis.

2.6 The BFO requires training for volunteer lay responders be offered at facilities in the following New York cities:

· Buffalo-Niagara metro area

· Alexandria Bay

· Massena

· Champlain 2.7 Training for employees at the above locations will be scheduled between October 1st and April 30th, and coordinated in advance with the CBP physical security via the BFO PAD Program Manager.

2.8 Identification of Personnel: The contractor shall provide a current and up-to-date list of the names, date of birth and social security numbers of all personnel who are performing service at the identified service location is in accordance with the agency access security program requirements. All contractor personnel must be vetted and approved at the sole discretion of CBP for any security concerns prior to the start date of their service.

3.0 PERFORMANCE REQUIREMENTS

3.1 Conduct a Site Assessment: The contractor shall conduct a site assessment of current BFO AED locations, to confirm or determine the exact number and placement of BFO defibrillators to ensure compliance with OSHA’s recommended three to five minute “Drop-to-shock” AED response guidelines. At this time, the contractor shall make his annual inspection of all AED and associated equipment. In addition, the contractor shall provide a written assessment of the liability and risks of the BFO PAD Program at the proposed location(s) and propose any mitigation strategies. The contractor shall make written recommendations to the principal BFO PAD manager to minimize the liability of CBP and individual employees and improve the program after each annual site assessment and within 48 hours of each emergency AED incident.

3.2 Qualified Medical Oversight: The contractor shall ensure a qualified medical official provides oversight of AED purchases, supplies, training and certifies BFO’s PAD Program SOP. The medial official must be available to perform defibrillator emergency event reviews after each incident. The contractor shall also notify and coordinate with local EMS agencies as required by law. The contractor shall provide notice to the Agency in advance of any change in a sub-contracted medical official performing these duties throughout the duration of the contract.

3.3 Certifying/Modifying the Written Program/Standard Operating Procedures: The contractor shall be responsible for certifying the attached BFO PAD Program SOP via a qualified medical professional in good standing and recommending any modifications to the same written program that includes, as a minimum, the following elements:

· Updating BFO PAD Program SOP, including a notification system to activate AED lay responders;

· Update changes to legal aspects with emphasis in New York State and Federal Government regulations/litigation and provide citations thereto;

· Updating BFO PAD Program operational protocols;

· Modify SOP to address filing of required documents such as Notice of Intent and Collaborative Agreements with local EMS Councils as may be required by New York State law or other authority;

· Modify BFO PAD Program SOP to describe in detail how documentation of equipment inspections and maintenance will be managed and tracked by device serial number, model, location, and dates of every AED inspection and service. In addition, the contractor shall also describe in detail how AED pads and battery expirations will be tracked as well as volunteer’s CPR, AED, CBP Blood-borne Pathogen training certifications in accordance with law, CBP policy, and OSHA recommended guidelines.

· Updates as to quality assurance and data/information management plans;

· Development of measurable performance criteria, documentation, and periodic program review;

· Updated checklists and procedures for AED inspections, AED trade-ins and AED, electrode and battery recycling program;

· Providing a comprehensive list of a authorities and standards for all training: AED/CPR/Basic First Aid, etc.;

Said updates and modifications above (to include templates of Notices of Intent and Collaborative Agreements with local EMS Councils) must be submitted to, and reasonably approved, by the BFO PAD Program Manager within 120 days of award.

3.4 Coordination with the BFO PAD Program Manager and Local Occupational Health and Safety Manager: Coordinate all training and PAD protocols and response notifications with the CBP managers and EMS.

3.5 Integrate with Emergency Medical Service (EMS): Coordinate with local EMS so they are aware of the BFO PAD Program and can provide necessary assistance as quickly as possible, including the locations of all AED equipment.

3.6 Develop Use Protocols and Provide Tools for AED Responders: Use protocols must be updated with contractor medical physician certification and a copy stored with each PED. The contractor will also provide rescue items to be stored with the AED, including local volunteer rosters, blood borne pathogen protective equipment (incl. gloves), first aid kit, CPR barrier, and any other items as required by the oversight physician. This equipment must be properly maintained and replaced as necessary by the contractor.

3.7 Maintenance of AED’s and Contractor Provided Equipment: The contractor shall coordinate maintenance and supplies necessary to maintain the AED’s, wall mounted cabinets and AED responder kits. Manufacturer’s recommendations shall be followed for the maintenance of all AEDs. The required maintenance must be documented, reviewed quarterly, and provided to the BFO PAD Manager. The contractor shall identify all required updates to hardware, software, and support equipment on a regular basis and after each use.

3.8 Periodic AED Equipment Updates as Recommended by the Manufacturer: The contractor shall provide notification to the BFO when to perform recurrent visual inspection and testing of the AEDs as recommended by the equipment manufacturer.

3.9 Notify CBP and Coordinate Software Upgrades Required by the Manufacturer: The contractor shall notify the BFO of any software upgrades required by the AED manufacturer, coordinate providing the updates to CBP locations and track completion of the update/upgrade for all BFO AED units.

3.10 Emergency AED Activation Response. Within 6 hours, the contractor will respond to the scene, ensure that the rescue data has been retrieved and forwarded to the victim’s hospital, ensure that the AED is resupplied and fully serviceable, and prepare an after-action report for submission to the BFO PAD manager and contracted Medical Official within 24 hours of said activation. The report shall sufficiently describe the incident, the response, and note any areas of concern or improvement. The report shall remain the confidential property of CBP and is not releasable to any other entity without express CBP approval or court order.

The main work address for obtaining this service is:

U.S. Customs and Border Protection

Buffalo Field Office

300 Airborne, Parkway, Suite 300

Buffalo, New York 14225

4 DELIVERABLES

· Annually updated and medically certified PAD Program SOP. See attached for current Program.

· Qualified Medical Physician in good standing to certify and oversee the BFO PAD Program at all times during the contract period.

· PAD Volunteer Employee Responders Training Database in Microsoft Excel remitted quarterly.

· BFA, AED, BBP on-site training as needed to maintain 150 certified volunteers at all times.

· All training supplies and certification cars.

· Written analysis and recommendations after any emergency PED incident.

· Annual Equipment Inspection results in Excel (or other mutually agreeable database) with a mutually agreeable checklist.

· Periodic AED Equipment and Software Update recommendations. If none, the Contractor shall so certify in writing to the BFO PAD Program Manager on an annual basis.

(Please see attached spreadsheet identifying all AED locations within the Buffalo Field Office.)

5 FUNDING (DOLLAR ESTIMATES ARE FOR GOVERNMENT EYES ONLY)

5.1 The total estimated value (based on market research) of the purchase requisition is $20,000.00 and will be funded by the Office of Field Operations, Buffalo Field Office.

5.2 Generally, payments to contractor shall be made for items under paragraphs 2, 3 and 4 above for labor invoiced by hour plus applicable travel as follows (e.g., labor not exceed $100 per hour and travel will be reimbursed not to exceed government fair and FTR/GSA per diem rates):

a. Completion of paragraphs 2.2, 3.1 and 3.6 thru 3.9 above (AED Inspections with approved Government approved checklist, updates and written evaluation, etc.) (>$7,000)

b. Qualified Medical Physician certification of updated BFO PAD Program/SOP, see paragraphs 3.2, 3.3, and 3.6 above. (>$2,500)

c. Event response/coordination and written analysis and recommendations after any emergency PED incident, see 3.10 above ( >$2,500 each occurrence)

d. Delivery of quarterly PAD Volunteer Employee Responder Database, see generally paragraphs 2.4 through 2.8 above (>$2,000 total)

e. BFA, CPR, AED, BBP on-site training to maintain 150 certified volunteers at all times (with Red Cross or equivalent certification cards), see paragraph 3.4 above (>$5, 000 per location/event.)

f. Delivery of quarterly PED Maintenance/Inspection Database, see paragraphs 3.7 and 3.9 above (>$1,000 total site)

g. Delivery of equipment updates, see paragraphs 3.7 thru 3.9 above (>$1,000 each site)

h. Other as agreed to in advance in writing by the Contracting Officer or Contracting Officer’s representative.

5.3 The Buffalo Field Office requests that the contract be awarded as Firm-Fixed Price with one base year and up to four-option years.

6 POINTS OF CONTACT

Mary Szymanski – Program Manager

300 Airborne Parkway, Suite 300

Buffalo, New York 14225

7 PARTICIPATING AGENCY INFORMATION

Specific Agency Information is as follows :

Full Agency Name: DHS U.S. Customs and Border Protection, Office of Field Operations, Buffalo Field Office

Full Agency Address: 300 Airborne Parkway Suite 300 Buffalo, New York 14221