PR20097700_-_SOW.docx

STATEMENT OF WORK

Kenneling Services

1. OBJECTIVE: The Department of Homeland Security (DHS), U.S. Customs and Border Protection (CBP), Office of Field Operations (OFO), Field Operations Atlanta (FOA), Port of Norfolk-Newport News, VA has an immediate requirement for use of a Canine kenneling facility located within a 20-mile driving distance from the canines’ workplace.

2. SCOPE OF WORK: As needed, the contractor(s) shall provide all of the labor, materials, supervision, and facilities necessary to satisfy the kenneling requirements of the CBP Canine Enforcement Program at the location identified below:

Port of Norfolk-Newport News, VA 101 E. Main St.

Norfolk, VA 23510

2.1 The number of CBP canines to be kenneled is currently one (1) however, this number may fluctuate depending on the requirements of the work, and the quantity of dogs may increase or decrease over the duration of the service period.

2.2 CBP kenneled canines must be accessible and retrievable for duty 24 hours a day, 7 days a week, 365 days a year. Regardless of the time of day, a CBP Canine Enforcement Officer (CEO) must be able to retrieve their assigned canine within 10 minutes of their arrival at the kennel. To meet this requirement, the contractor shall provide each CEO with the necessary means of access (e.g. keys, alarm codes, etc.) to independently retrieve their canines.

2.3 The contractor shall ensure that only authorized kennel personnel have access to CBP canines. Access to and contact with CBP canines by the general public and other animals including, but not limited to, privately kenneled animals is strictly prohibited at all times.

2.4 The contractor shall ensure that kennel personnel do not identify or point out to anyone the identity and location/runs of CBP canines. At any time, information about the CBP canines should not be disseminated to anyone, other than CBP CEO’s and identified CBP employees.

2.5 In addition to providing suitable space for the canines, the contractor shall ensure that the kennel, access buildings, break areas, and curtilage are kept clean. At all times, the entire kennel site shall be kept in a condition that will not pose a danger to the canines or the CEO’s. The kennel site shall be kept in an acceptable sanitary condition. (See Paragraph 4 entitled Sanitation).

2.6 A Contracting Technical Representative (COTR) will be appointed to monitor contractor performance and coordinate technical and administrative matters with the Contracting Officer. The COTR may conduct a semi-annual review and will provide a report to the Contracting Officer after each review. The COTR may conduct additional reviews as needed. The COTR will be identified in the contract.

2.7 CBP canines are working dogs of the sport variety and typically weigh 50-90 pounds. Absent very unique circumstances, no CBP canine will be younger than one year old. CBP canines work 8 – 16 hours a day, often in high stress situations, and therefore require rest while in the kennel facility.

3. FACILITY REQUIREMENTS: The contractor’s facility should be an indoor-outdoor type, which allows the animal’s access to adequate shade, fresh air, exercise, and protection from inclement weather and unauthorized personnel. Shipping crates or wire cages are not acceptable at any time for the boarding or kenneling of the canine.

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. Audible and visual distractions are considered detrimental. These are extremely important requirements that are necessary in order to maximize the actual work hours of the canines and to not diminish their effectiveness.

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.

3.1 Floor and Dog Runs: The kennel building will be constructed with a concrete foundation and floors, 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 adequate drainage 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. Toys are not permitted in the kennel runs. The only items permitted in the dog runs are the non-porous dog bed, water bucket/bowl, and feed dish.

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 4 feet in height. Each kennel run will be at least 6 feet long by 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 (2) 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 four 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, 6 feet – 8 feet high and 11-gauge material 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 slopped flooring to allow drainage (no standing water).

3.3 Inside/Outside Kennel Runs: The outside portion of each kennel run will have 4 feet in height solid walls between adjacent runs and the kennel run will be at least 6 feet long by 4 feet wide. The sleeping area will be large enough to allow the animal to turn freely and be at least 2 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 sufficient size to allow the dogs to enter without scraping their sides or back. A guillotine type drop door is permissible.

3.4 Enclosed Indoor Kennel Runs: Runs that are totally enclosed in a building will meet the same size requirements for indoor/outdoor or outdoors 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 system that maintains the inside ambient air temperature within 10 degrees above or below the outside ambient air temperature. 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 90 degrees F or higher. The minimum indoor air temperature shall not be less than 40 degrees F. The maximum indoor air temperature shall not be more than 90 degrees F. The minimum/maximum is to ensure that the canines maintain acclimation to the weather conditions in the work environment.

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. All runs shall have chain-link tops, to prevent the dog from jumping or climbing out. Kennel runs shall be disinfected with veterinary approved chemicals. Dog beds shall be of non-porous materials (i.e. stainless steel, fiberglass).

3.5 Fencing and Gates: Wire mesh fence 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.

Perimeter security fencing shall surround all outside runs and break areas. The fence fabric shall be 11-gauge steel wire mesh chain link fence. The fabric height, from ground to top of fence, shall be between 6 feet and 8 feet at all locations. No fence will be located so that the features of land (its’ topography) or structures defeat its purpose by allowing passage over, around, or under the fence. The fence shall be kept in good repair at all times. The purpose of this requirement is to restrict access to the kennel from outside.

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 at least every 4 calendar days with a veterinarian approved disinfectant solution. Kennel runs will be washed and stools will be removed from the runs as often as necessary. Stools, urine and waste dog food will not be allowed to remain in a run for more than 1 hour during normal operating hours. All stools will be removed within 1 hour after the facility opens for business or no later than 9:00 a.m. on days when the kennel is not open for business.

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.

4.1 Food and Water Areas: The food and water utensils shall be cleaned 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. 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-watering devices 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 and in a different room from other privately boarded dogs. 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 owned animal is injured or becomes ill, the contractor will contact the assigned handler of the canine within 1 hour. If he/she is unavailable, contact the CBP Canine Supervisor and/or Duty Watch Commander. If it is an emergency and those individuals cannot be reached and/or 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: CBP will be responsible for bathing the canine(s). The contractor’s facility shall have a bathing utility available to bathe the canines. CBP will coordinate bathing of all canines to fit the contractor’s bathing routine.

4.4 Debris: The contract shall ensure 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/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 shall be treated to prevent infestation of fleas and ticks. These areas shall be treated on a semi-annual basis, at a minimum.

4.6 Break Areas: When CBP canines are in the break areas, the area shall be kept free of all toys, e.g. tennis balls. When a CBP canine breaks, there shall be only one dog per “break area”. No privately boarded canine shall break at the same time in the same area as CBP canines. Break areas shall be kept clean. Stools and waste shall be removed promptly.

5. FOOD: The contractor shall provide all food, 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 unless special rations are approved by the COTR. The acceptable range for the key nutritional factors are:

Once a standard, approved brand of dog food is established, any change must be approved in advance by the COTR. Special rations for dietary or medical purposes must also be approved in advance by the COTR.

ADDITIVES: A majority of commercial dog foods do not contain medication to prevent heartworm or hookworm infections. The kennel will administer government provided heartworm and hookworm medication to the dogs on a semi-annual basis.

6. FEEDING: The kennel personnel shall be responsible for feeding the canine twice a day at 7:00 a.m. and 5:00 p.m. (or at a time TBD depending on the CEO’s work schedule). CBP canines shall not be fed more than twice a day. The only exception would be those canines under a veterinarian’s care and at his direction.

Kennel personnel feeding the canine shall complete the Food & Stool Chart on a daily basis. The assigned CEO has the responsibility and is accountable to ensure the Food & Stool Chart is completed each day. The Chart will be provided separately by the COTR after contract award.

7. VETERINARY SERVICES: In the event that a CBP canine becomes ill, the contractor shall contact CBP employees in the following order: CEO, Canine Supervisor, Duty Watch Commander, COTR, and designated veterinarian (See Paragraph 4.2 Health). Contact information for the designated veterinarian will be provided upon contract award. Should medical treatment be necessary, the contractor assumes all liability for the canine and any charges that are incurred as a result of not contacting the appropriate government officials listed in this paragraph.

8. GENERAL REQUIREMENTS:

8.1 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/federal fire regulations. The contractor shall have business insurance as required by law.

The COTR shall make periodic unannounced inspections. The contractor must be certified, if required, by the appropriate local and state agencies to provide kenneling services.

8.2 Escaped Dog Plan: 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.

8.3 Personnel: If required by the state, the kennel manager must be certified to manage a kennel facility. If the kennel manager is replaced, the contractor will provide notification to the COTR immediately.

8.4 Staffing Hours: The kennel facility shall be staffed continuously, on site, by at least one employee, between the hours of 7:00 a.m. and 5:00 p.m., seven days a week. This presence will ensure that the requirements for ill canines (Paragraph 4.2 Health) and the requirements for stool removal (Paragraph 4 Sanitation) will be met during these active dog hours.

8.5 Access: All CEO’s will require twenty-four (24) hour access to the portion of the kennel facility used to kennel the CBP canines. CEOs must be able to retrieve their assigned canine within 10 minutes of their arrival at the kennel. Under no circumstances should a member of the public, or any other unauthorized person, have access to the CBP canines. If key type door locks or padlocks are used for after hour’s security, the contractor will provide a key (or sets of keys, as appropriate) to each assigned CEO. All entry/exit points will be locked after hours or when unattended. All canine runs shall be secured. Kennels shall have double gates/doors to enter/exit the facility and grounds.

8.6 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:

The date of arrival and departure of each CBP canine. If food is provided by the contractor, the number of pounds of dog food consumed by the CBP canines during the billing cycle.

8.7 Invoice: The contractor will submit an invoice to the COTR for approval at the end of each month. 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, food amount consumed, and Total for all Items.

8.8 Parking: The contractor shall have available parking spaces, on facility grounds, to accommodate government owned vehicles of CBP personnel who are on duty and privately owned vehicle(s) for the CEO while on-duty. Sufficient parking and a safe, lighted area to load and unload dogs is required (See Paragraph 3.9 Lighting). Twenty-four hour access to the parking area is required.

9. LOCATION: The kennel shall be located within a 20-mile radius from the work site and shall be located within the United States.