Attachment_1_Performance_Work_Statement_0003.pdf

Performance Work Statement Influx Care Facility and Wrap Around Services for Unaccompanied Children June 2022

1. GENERAL INFORMATION

1.1. Background

1.1.1. The Administration for Children and Families (ACF), Office of Refugee Resettlement (ORR) is responsible for the care and placement of unaccompanied children (UC) transferred from the Department of Homeland Security. The Homeland Security Act of 2002 and the Trafficking Victim Protection Reauthorization Act (TVPRA) of 2008, ORR is responsible for providing care and custody of all UC who have been referred by the U.S. Department of Homeland Security (DHS) within 72 hours of apprehension. In 2014, the Administration responded to a significant increase in the number of UC who were apprehended on the southwest border, with a coordinated Federal response focused on providing humanitarian care for the children. Since 2014, ORR has worked to increase permanent bed capacity for UC in state licensed care facilities.

1.1.2. Due to shifting migration patterns and other factors, the number of UC referred to ORR has exceeded the bed capacity in ORR’s permanent network of care facilities. ORR has an urgent need for Influx Care Facility (ICF) sites across the country to augment its permanent bed capacity.

These ICF sites will allow ORR to accept referrals from U.S. Border Patrol more expeditiously and limit the time UC spend in Border Patrol facility.

1.2. Purpose

1.2.1. The purpose of this Performance Work Statement (PWS) is to specify ORR’s requirements for the provision of multiple ICFs and related services throughout the continental US. These facilities provide an appropriate and efficient means for ORR to provide campuses, direct care, supervision, and related services necessary for the care of UC until they can be placed with an appropriate sponsor. Prime contractor capabilities, experience, subcontractor base, community-network, and expertise related to the provision of safe and appropriate care and support of UC and/or similarly situated at-risk minor populations are critical to the success of this effort.

1.3. Reference Documents

1.3.1. ICF operations shall be in accordance with the following:

1.3.1.1. ORR Policy, Children Entering the United States Unaccompanied:

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied

1.3.1.2. Policy for Influx Care Facilities (Children Entering the United States Unaccompanied, Chapter 7) https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section- 7#7.1 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-7#7.1 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-7#7.1 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-7#7.1

1.3.1.3. ORR Field Guidance containing updates to ICF standards:

https://www.acf.hhs.gov/orr/policy-guidance/uc-program-field-guidanceORR Key Documents: https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program

1.3.1.4. The Contractor shall comply with ORR Policy related to preventing, detecting, and responding to sexual abuse and harassment in accordance with ORR’s Zero Tolerance Policy:

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-4).

1.3.1.5. UC Manual of Procedures. This document shall be made available after award.

1.3.2. Regulations, Guidelines and Policies drive the requirements within this PWS. The Contractor shall notify the Contracting Officer’s Representative (COR) in the event of any significant discrepancies.

1.4. Type of Contract

The Government intends to award a Multiple Award Indefinite-Delivery, Indefinite-Quantity (MA-IDIQ) for ICFs and related services in the continental US. The scope of the contract includes the provision of all aspects of ICF care.

This includes the campus site, facilities, infrastructure, services, supplies and equipment.

1.5. Period of Performance

The Period of Performance (POP) of this IDIQ will be 10 years with a base period of five (5) years and one, five (5) year option.

1.6. Place of Performance

1.6.1. The place of performance will be determined on subsequent task orders specific to the requirement.

1.6.2. All orders under this IDIQ will be performed in the Continental United States (CONUS).

1.6.3. All Contractor provided sites, facilities, and infrastructure shall meet the requirements described in Section 2, Campus Site, Facilities, and Infrastructure.

1.7. Requirements

1.7.1. Under this IDIQ the Contractor shall be capable of providing some or all of the following: an ICF campus, the services, resources, equipment, and staff necessary for operations. The scope of services under this effort includes providing for the care, housing, and supervision of UC ages 12 13

- 17 in ORR custody until such time as: the UC can be released to an ORR-approved/vetted sponsor, the UC is transferred to another ORR facility, or the UC is transferred as directed by the Government.

1.7.1a

Note: the population of ICF’s will generally be limited to UC aged 13 and above; however, the Contractor may be required to house minors under the age https://www.acf.hhs.gov/orr/policy-guidance/uc-program-field-guidance https://www.acf.hhs.gov/orr/policy-guidance/uc-program-field-guidance https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-4 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-4 of 13 who are part of a sibling or family group at the direction of ORR. All services provided to UC must be tailored to the unique needs of UC and commensurate with their age, gender, level of development, and other demographics such as country of origin, language-spoken, etc.

1.7.2. Influx Care Facilities (ICF) shall comply with all applicable State child welfare laws and regulations and all State and local building, fire, health, and safety codes. ICF must deliver services in a manner that is sensitive to the age, culture, native language, and needs of each unaccompanied child.

Under the terms of the Flores Settlement Agreement, ICF must provide the following minimum services for each UC in their care:

1.7.2.1. Proper physical care and maintenance, including suitable living accommodations, food, appropriate clothing, and personal grooming items.

1.7.2.2. Case management services,

1.7.2.3. Medical services including routine medical and dental care and family planning services,

1.7.2.4. Behavioral health services,

1.7.2.5. Line of sight supervision,

1.7.2.6. Education services,

1.7.2.7. Passive recreation, indoor and outdoor large muscle group movement recreation,

1.8. Assumptions/Constraints

1.8.1. Under subsequent orders, staffing shall be provided based on staff to child ratios established for ICFs identified in Children Entering the United States Unaccompanied Section 7.7.

1.8.2. Under subsequent orders, services provided shall be in accordance with UC Manual of Procedures (UC MAP) and UC Policy, Children Entering the United States Unaccompanied, dated August 7, 2017 at:

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied . Key documents for the ACF ORR Unaccompanied Children Program can be found at: https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program

1.8.3. The Contractor is responsible for staying up to date with regulatory and policy changes and should adapt to the evolving nature of the working environment.

1.8.4. Only Contractor staff who have been cleared through a fingerprint-based, federal background check, are permitted to supervise direct care staff.

Staff and volunteers who provide direct care must pass public record criminal background checks for deployment at ICF. Additionally, all medical providers must maintain current state licensure, possess clean background checks, and clean child abuse and neglect checks. Staff who will have unsupervised direct access (e.g., physically present) to UC must have an FBI based background check, and child abuse and neglect check (if not waived or modified by ORR). Staff who do not have direct access https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program to children must have a public records criminal background check.

Background checks will be conducted by the Contractor. ORR will ensure receipt of background checks for ICF staff. Staff and volunteers who provide direct care may not have unsupervised contact with unaccompanied children until all background checks have been completed.

1.8.5. For the purpose of this document, quarantine refers to separating individuals who were exposed to a contagious disease to see if they become sick. Isolation refers to separating sick individuals with a contagious disease from other individuals.

2. CAMPUS SITE, FACILITIES, AND INFRASTRUCTURE REQUIREMENTS

2.1. General

2.1.1. The following are the requirements of a campus site, facility, and/or infrastructure that may be procured under a subsequent order. Specific requirements will be stipulated in the task order requirements document (SOW, PWS, etc.).

2.1.2. The population size (also referred to as census) will be determined by the capacity of the site provided by the Contractor. Total capacity for the site shall accommodate between approximately 800 and 1200 children.

Capacity will be determined by the campus site and facilities provided by the Contractor. The population may vary due to changes in the overall UC population across the program. The Contractor must have the capability to adapt to changing conditions. When the census is increasing, the Contractor must accommodate by increasing staff and support services.

When the census is decreasing, the Contractor must have the ability to scale back staffing and services down to zero population and a “warm status” state. Warm status is a state in which operations can be reactivated to accept children in 2 weeks.

2.1.3. Under this IDIQ, campus sites with buildings and infrastructure must be capable of supporting ICF operations for between 800 and 1200 children and staff (based on a 1 staff for every 1 child ratio). The buildings shall provide between approximately 250,000 and 400,000 ANSI/BOMA rentable area square feet (RSF) of residential, administration, medical, education, dining hall, facilities support and indoor and outdoor recreation space.

2.1.4. Buildings can be new construction or existing suitable for use as an ICF.

This includes, but is not limited to residential treatment centers, boarding schools, colleges, nursing homes, hotel conference centers, camps, and other facilities with residential accommodation. In addition, properties should have adequate space for centralized food service operations, administration, education, and indoor and outdoor recreation. Existing campus buildings can be supplemented with new construction. Mobile or temporary construction can be used specifically stipulated in the task order requirement document or approved by the COR.

andrew.crochunis Cross-Out 500 and 2000

2.1.5. Facility design, including recreational and out-door areas, shall provide line of sight for staff to monitor children, accommodating the UC to staff ratio detailed in this contract.

2.2. Campus Location Requirements

2.2.1. All campus locations procured under subsequent task orders will be as follows

2.2.1.1. Within 30 miles of a hospital

2.2.1.2. Within 60 miles of an international airport

2.2.1.3. Evidence that the Government’s intended use is permissible by zoning

2.2.1.4. Facility has road access capable of accommodating delivery tractor trailers and large passenger buses

2.2.1.5. Located away from hazardous materials operations or site contamination

2.2.1.6. Availability of Spanish speaking population in the area

2.2.1.7. Capability of fencing the property so that it can be completely separated from other activities and operations

2.2.1.8. Buildings and outdoor recreation areas are outside of the 100/500-year Flood Plain as identified in the most current FEMA flood plain map

2.2.1.9. Located in areas not prone to hurricanes or other extreme weather conditions

2.2.1.10. Location and facilities plan that presents no adverse impacts to listed environmental, historic, or other preservation areas.

2.3. Campus Site Requirements

2.3.1. All campus sites procured under subsequent task orders shall provide the following:

2.3.1.1. A minimum of 1 acres of outdoor recreation for every 100 children accommodated. This should not include buildings, structures, roadways, and parking.

2.3.1.2. A minimum of 1 parking space for every 2 staff. Parking spaces can be off site if transportation from off-site parking to the campus is provided by the Contractor

2.3.1.3. Utilities: The campus shall have electric, domestic water, sewer, and natural gas utilities capable of supporting round the clock operations for the anticipated population. The Contractor shall ensure utility system compliance with local jurisdiction law and regulation.

2.3.1.4. Provide emergency generators for medical, dormitories, food service and security operations

2.3.1.5. Provide a minimum of 2 entrances to the site. One will be able to accommodate deliveries by tractor trailer trucks and passenger buses transporting children.

2.3.1.6. The campus shall have an 8-foot high perimeter fence.

2.3.1.7. The facility must be able to meet and maintain Interagency Security

Committee Facility Security Level IV requirements

2.4. Building Requirements

andrew.crochunis Comment on Text at a minimum an 8-foot high perimeter fence.

andrew.crochunis Comment on Text 60 miles and/or 60 minutes travel time.

2.4.1. General

2.4.1.1. Provide between 250,000 and 400,000 RSF of building space.

Population will depend upon available campus facilities provided by the Contractor. Population is anticipated to be between 800 and 1200 children and 800 to 1200 staff.

2.4.1.2. Buildings must be rated and equipped for all-season use.

2.4.1.3. Occupied buildings shall be provided with heating and cooling systems capable of maintaining temperatures between 65- and 82-degrees Fahrenheit, with humidity control not to exceed 60% relative humidity.

2.4.1.4. Mechanical base building systems must be able to support a minimum MERV 14 certified filters or highest filter rating as recommended by the HVAC-unit manufacturer.

2.4.1.5. The facility shall comply with the requirements of the local authority having jurisdictions (AHJ) and the required testing and inspections shall be conducted and submitted to the local AHJ for approval.

2.4.2. Residential

2.4.2.1. Provide residential housing to accommodate the anticipated campus UC population.

2.4.2.2. Residential housing shall include bedrooms, corridors, bathrooms, child direct care staff areas and support space.

2.4.2.3. Residential housing shall be comprised of multiple bedrooms each able to accommodate between 2 and 8 children.

2.4.2.4. The Contractor shall implement strategies and other devices to reduce noise in housing areas to the extent practicable (this may include partitions and other dividers that do not impede line of sight).

2.4.2.5. The Contractor shall arrange housing and place beds to ensure line of site supervision of children.

2.4.2.6. Bedroom occupancy shall be based upon 60 SF of bedroom floor space per child.

2.4.2.7. Bedrooms shall have windows that allow natural light.

2.4.2.8. Cordless window treatments (blinds/curtains) shall be provided by the Lessor.

2.4.2.9. Bedrooms shall be adjacent to bathroom facilities that include toilets, sinks and showers. partitions, paper dispensers and soap dispensers.

2.4.2.10. Bathrooms shall be properly exhausted, with a minimum of 10 air changes per hour.

2.4.2.11. Bathroom fixtures shall be provided based upon the following:

2.4.2.11.1. 1 toilet per 8 children

2.4.2.11.2. 1 sink per 8 children

2.4.2.11.3. 1 shower per 8 children

2.4.3. Dining Hall / Food Service:

2.4.3.1. Provide a dining hall with male and female bathrooms, commercial kitchen with loading dock, storage and male and female bathrooms capable of accommodating occupants.

2.4.3.2. The dining hall shall be capable of accommodating a minimum of 400 occupants at one sitting.

andrew.crochunis

1000 Occupants.

2.4.3.3. Provide tables and chairs for dining hall to accommodate 400 occupants.

2.4.3.4. Provide a commercial food service kitchen with equipment necessary to support food service operations that will feed 400 occupants per sitting with a capability of conducting 3 sittings for breakfast, lunch, and dinner each day. This includes all installed equipment that is attached to the building. It does not include utensils, dishes, trays, or other non- attached items. Equipment shall include but not be limited to:

2.4.3.4.1. Ovens

2.4.3.4.2. Griddles

2.4.3.4.3. Fryers

2.4.3.4.4. Reach-in refrigerators

2.4.3.4.5. Dish machine

2.4.3.4.6. Food prep counters and sinks

2.4.3.4.7. Steam tables

2.4.3.4.8. Mixers

2.4.3.4.9. Salad bar

2.4.3.4.10. Drink dispensers

2.4.3.4.11. Walk-in refrigerators

2.4.3.4.12. Walk-in freezers

2.4.3.4.13. Dry storage

2.4.3.4.14. Exhaust hoods with ancillary fire suppression

2.4.3.4.15. Mop sink

2.4.3.4.16. Utensil, dishes, trays, and other equipment for preparing and serving meals

2.4.4. Education:

Classroom size shall be based on 24 RSF per child and a maximum occupancy of 30 children. All necessary equipment for educational activities shall be provided.

2.4.5. Medical:

2.4.5.1. Provide a minimum of 5000 RSF of space for a medical clinic.

The space shall include offices, exam rooms and a waiting area.

2.4.5.2. The medical space must have a dedicated HVAC supply that is separately controlled and be able to support 6 air changes per hour.

2.4.5.3. Provide medical quarantine and isolation housing adjacent to the medical clinic for the children diagnosed with infectious disease.

The quarantine structure must be separate from the isolation structure. The isolation and quarantine structures must be able to hold 10% of the site’s capacity.

2.4.5.4. Provide medical isolation housing adjacent to the medical clinic to separate individuals with a contagious disease from other occupants.

2.4.6. Indoor Recreation:

Provide a minimum of 40 RSF per child of space for passive and active recreation indoor recreation. This may be provided in a combination of spaces that include large gymnasiums and smaller areas distributed around the campus.

andrew.crochunis Cross-Out 1000 occupants andrew.crochunis

A minimum of 500 occupants per sitting.

2.4.7. Intake:

2.4.7.1. Provide space for intake and processing of UC arriving at the ICF.

Intake shall have a waiting area able to accommodate 120 children, space for children to meet with case managers and clinicians, space for medical processing per program requirements and storage space for clothing and UC possessions brought to the ICF.

2.4.7.2. Provide a paved bus drop off area adjacent to the intake building able to accommodate 60- person passenger buses.

2.4.7.3. Provide showers in or near intake to enable children to shower upon admission to the ICF.

2.4.8. Legal Services

Provide space to accommodate up to 60 children and private offices able to accommodate 4 persons for child/legal staff consultation meetings.

Number of offices shall be based on program requirements for legal engagement and population of the ICF.

2.4.9. Administration:

Provide necessary office space for general administration functions.

Administration functions can be in multiple buildings throughout the campus.

2.4.10. Security Command Center:

Provide a Security Command Center with video monitor of campus CCTV locations.

2.4.11. Emergency Services Facility

Provide office for emergency services staff and equipment adjacent to paved area for emergency vehicles.

2.4.12. Warehouse:

Provide warehouse space necessary for and maintenance activities.

Warehouse can be on the campus or offsite and shall be capable of storing hazardous or flammable chemicals.

2.5. Campus Security Requirements

2.5.1. Provide an 8- foot high perimeter fence around the campus.

2.5.2. Provide screening on fence to block lines of sight into the campus where views from outside the campus are not obscured.

2.5.3. Provide VSS coverage of screening checkpoints, exits, loading docks, lobbies, facility perimeter, parking areas, sensitive interior areas, personnel and vehicle entrances and other potential access points. Provide VSS coverage of public interior areas of all buildings that are occupied by children. This does not include bedrooms or bathroom areas.

2.5.4. Conduct active VSS monitoring. Provide alarm activated VSS monitoring.

Record VSS views using a digital medium.

2.5.5. Minimize areas of concealment in and around facilities and the perimeter fence. Establish a clear zone around barriers or fences and restrict landscaping from obstructing views of the security force, video surveillance (VSS) cameras/interfering with lighting/IDS

2.5.6. Install exterior lighting at entrances, exits, parking lots, garages, VSS locations, and walkways from parking areas to entrances, and around building perimeter areas

2.5.7. Provide fences, walls, gates, or other barriers to prevent unauthorized access to restricted areas and monitor VSS or security force patrols. Use High Security Locks, access control and Intrusion Detection systems.

2.5.8. Provide a ballistic protective barrier in the utilization of guard booths, desks, or podiums where armed guards and other security personnel are stationed when interacting with unscreened personnel.

2.5.9. Provide vehicle barriers to protect pedestrian entrances from penetration by a vehicle

2.5.10. Secure handles, control mechanisms, and service connections at on-site publicly accessible utility locations with locks or other anti-tamper devices. Provide VSS monitoring or periodic security force patrols.

2.5.11. Screen visitor vehicles before entry into the controlled parking area.

Randomly screen employee and Contractor vehicles during heightened security alerts. Establish a list of prohibited items, including potential weapons.

2.5.12. Provide a means to secure employee entrance doors and to verify the identity of persons requesting access prior to allowing entry in the facility by physical or electronic means.

2.5.13. Provide duress buttons or call buttons at guard posts, sensitive public contact areas, and other areas that are identified as high-risk locations.

2.6. Temporary Structures

2.6.1 If approved by the Contracting Officer and Contracting Officer’s

Representative (COR) or stipulated in the task order requirements document, the Contractor may provide hard-sided or soft-sided temporary structures to supplement existing buildings on the campus. Hard-sided temporary structures may be used for all activities. Soft-sided temporary structures may only be used for kitchen, dining, and recreation activities.

The COR shall inspect the units prior to or upon use at the site, and if they do not meet the minimum standards of care specified in this contract, the Contractor is responsible for replacing the units as soon as reasonably possible.

2.6.2. The Contractor must ensure that the placement of temporary structures is in accordance with fire and safety codes, providing sufficient ingress and egress points in the event of an emergency. The Contractor shall provide all landscaping or preparation services necessary for the installation of the temporary structures, including clearing, leveling, and preparing the grounds for installation. The Contractor shall provide all equipment and supplies necessary to ensure that the temporary structures are functional as intended.

2.7. Campus Site Preparation and Deployment

2.7.1. Within 30 days of notice by the COR, the Contractor must have the ability to prepare the site for a minimum of 400 UC. These timeframes may shift depending on the conditions of the site provided by the Contractor. The

Contractor shall provide a plan to scale-up the staff and a management plan to meet the staffing requirements for campus full occupancy.

2.7.2. The Government/ORR will accept a phased approach to the tasks to be completed.

2.7.3. The following two-phased approach will be implemented to assure site readiness:

2.7.3.1. Phase I: Site Preparation includes but is not limited to preparation of existing buildings on the campus site, erection and placement of temporary structures, if required, debris removal, ingress/egress identification, lighting requirements, local and county permitting requirements, and fire and safety regulations needed to make site operable for UC occupancy in alignment with ORR policy and Child Welfare League of America Child Welfare Best Practice Standards. Site preparation shall incorporate all shelter requirements (e.g., housing, medical dining, administration, security, education, recreation, laundry, etc.) identified by ORR policy as provision for all required services.

2.7.3.2. Phase II: Placement of UC – Placement of UC at the site will be at the discretion of the Government/ORR. Placement of UC will commence upon satisfactory completion of site preparation, but no later than thirty (30) days post award. Placement of UC will be in increments of 400 UC with the first placement on day thirty (30) post award. Incremental placements of an additional 400 UC will continue every fourteen (14) days until the capacity of up to 1200 UC is met.

2.7.4. The Contractor shall be prepared to scale operations to meet fluctuations in mission requirements. The Contractor shall make a good-faith effort to return any non-damaged, unused, and unopened supplies, materials, or other purchased goods, including any goods that are defective, damaged, or unfit for use, at no cost to the Government. The Contractor shall issue the Government a full credit for such returned goods against the amount charged to the Government account by the Contractor. The Contractor shall consider any non-returnable items procured by the Contractor and charged to the Government to be Government property. The Contractor shall dispose of non-returnable items as directed by the COR. In some instances, ORR may direct certain supplies and equipment to be re-directed to other ORR influx or permanent shelters.

3. DIRECT CARE SERVICES

3.1. General

The contractor shall provide all labor, materials and equipment to conduct direct care services. The Contractor and its personnel shall comply with all applicable State child welfare laws and regulations, and all State and local health and safety codes. The Contractor and its care providers shall deliver services in a manner that is sensitive to the age, culture, native language, and needs of each unaccompanied child. The following is a high level list of direct care service activities and is not all inclusive.

Additional details shall be further defined under each task order:

3.1.1. UC Orientation - Upon admission, the Contractor shall provide UC with a comprehensive orientation regarding program intent, services, rules (written and verbal), expectations and the availability of legal assistance.

3.1.2. Case Management Services - The Contractor shall provide on-site case management services to meet the unique needs of the UC population.

3.1.3. Ongoing Medical Services - The Contractor shall provide appropriate routine medical and dental care, family planning services, including pregnancy tests and comprehensive information about and access to medical reproductive health services and emergency contraception, and emergency health care services, including a complete medical examination (including screenings for infectious disease) within 48 hours of admission, excluding weekends and holidays, unless the unaccompanied child was recently examined at another ORR ICF facility; appropriate immunizations in accordance with recommendations of the U.S.

Department of Health and Human Services /U.S. Public Health Service (PHS), Centers for Disease Control and Prevention (CDC); administration of prescribed medication and special diets; appropriate mental health interventions when necessary

3.1.3.1.1. ORR Policy 3.4 Health Care Services

3.1.3.1.2. ORR Policy 3.4.2 Initial Medical Examination,

3.1.3.1.3. ORR Policy 3.4.4 Medication Administration and

Management,

3.1.3.1.4. ORR Policy 3.4.5 Responding to Medical Emergencies

3.1.3.1.5. ORR Policy 3.4.6 Management of Communicable Diseases

3.1.3.1.6. ORR Policy 3.4.7 Maintaining Health Care Records and

Confidentiality

3.1.3.1.7. ORR Policy 3.4.8 Medical Clearance Prior to Release or

Transfer

3.1.4. Emergency Medical Services - The Contractor shall provide all personnel, products, materials to perform emergency medical assessment and treatment 24 hours a day 7 days a week to stabilize a child prior to ER transfer.

3.1.5. Testing Services - The Contractor shall ensure that an appropriate CLIA Certificate of Waiver is completed for diagnostic testing performed on site, including point-of-care pregnancy, COVID-19 testing, and other rapid diagnostic testing.

3.1.6. Behavioral Health Services - The Contractor shall secure staffing and supervision to provide evidenced based behavioral health services and case management to all UC in temporary HHS custody.

3.1.7. Line of Sight Supervision Services - The Contractor shall provide required direct care and supervision services for UC in ORR care. The Contractor shall ensure the minimum staffing levels are in accordance with ORR Facility Staffing and UC Ratios, unless otherwise directed by the Government.

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.2 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.5 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.6 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.7 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.7 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.8 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.4.8

3.1.8. Education Services - The Contractor shall conduct an educational assessment for each UC and provide educational services based on the individual academic development, literacy level, and linguistic ability of each UC. Educational services appropriate to the unaccompanied child’s level of development and communication skills in a structured classroom setting Monday-Friday.

3.1.9. Legal Services - The Contractor shall provide legal services information, including the availability of free legal assistance, the right to be represented by counsel at no expense to the government, the right to a removal hearing before an immigration judge, the right to apply for asylum or to request voluntary departure in lieu of deportation. (This information is included in the Legal Resource Guide for Unaccompanied Children)

3.1.10. Religious Services - Whenever possible, access to religious services of the minor's choice. ORR Policy 3.3.7 Services Related to Culture, Language, and Religious Observation

3.1.11. Recreational and Leisure Time Activities - Activities according to a recreation and leisure time plan which shall include daily outdoor activity, weather permitting, at least one hour per day of large muscle activity and one hour per day of structured leisure time activities (this should not include time spent watching television). Activities should be increased to a total of three hours on days when school is not in session. ORR Policy

3.3.8 Recreation and Leisure Time Services

3.1.12. Support for Unification - The Contractor shall support family unification services designed to identify relatives in the United States as well as in foreign countries and assistance in obtaining legal guardianship when necessary for the release of the unaccompanied child.

3.1.12.1.1. The Contractor must be familiar with all ORR Policy Section 2, UC Manual of Procedures Section 2, relevant Field Guidance’s and adhere to timelines and requirements outlined by ORR Policy.

3.1.12.1.2. ORR Policy Section 2: Safe and Timely Release from ORR Care outlines the family unification process in detail, including the roles and responsibilities and required services. Some of the required assessments are outlined below:

3.1.12.1.3. ORR Policy 2.4 Sponsor Assessment Criteria and Home Studies states that: As noted in the Section 2.2 Application for Safe and Timely Release of an Unaccompanied Child from ORR Care, the application process for release of an unaccompanied child involves a number of steps, including background checks (see Section 2.5 ORR Policies on Requesting Background Checks) and submission of the application by the sponsor. This section describes the criteria ORR uses to assess each potential sponsor’s ability to provide for the physical and mental well-being of the unaccompanied child, and the role of home studies in the process.

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.3.7 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.3.7 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.3.8 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-3#3.3.8 https://www.acf.hhs.gov/orr/resource/children-entering-the-united-states-unaccompanied-section-2#2.1 https://www.acf.hhs.gov/orr/resource/children-entering-the-united-states-unaccompanied-section-2#2.1 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.4 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.4 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.2 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.2 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.2 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.5 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2#2.5

4. SUPPLIES, EQUIPMENT AND PROPERTY

4.1. The Contractor shall provide all supplies, equipment, and property to support ICF operations, to include, but not limited to:

4.1.1. beds,

4.1.2. linens,

4.1.3. clothing,

4.1.4. hygiene kits,

4.1.5. tables,

4.1.6. desks,

4.1.7. chairs,

4.1.8. office furniture,

4.1.9. workstations,

4.1.10. partitions,

4.1.11. computers,

4.1.12. food service equipment

4.1.13. refrigeration units (food and medical)

4.1.14. printers,

4.1.15. office supplies,

4.1.16. phones (desk and mobile),

4.1.17. routers,

4.1.18. wireless,

4.1.19. servers,

4.1.20. repeaters,

4.1.21. TVs,

4.1.22. indoor recreational equipment,

4.1.23. outdoor recreational equipment,

4.1.24. emergency vehicles,

4.1.25. vehicles for transporting children on and off site,

4.1.26. vehicles for transporting staff on site.

5. FACILITY MANAGEMENT

5.1. General

5.1.1. The Contractor shall provide all labor, materials and equipment to conduct ongoing facilities management services for the designated facility and infrastructure. The facilities management service shall include, but not be limited to, providing the appropriate mix of qualified labor, supplies and equipment, and include the replacement of items and commodities expended during regular facility operation. Services include:

5.1.1.1. Timely and proactive facility maintenance for scheduled and unscheduled activities,

5.1.1.2. Maintenance/repair to equipment and/or system failure, including infrastructure upgrades,

5.1.1.3. Planning and coordination to support facilities operation management (supervision, personnel, labor, materials/supplies, equipment, and other necessary items and services to complete work); Compliance with Federal, state, and local environmental, health, and safety laws.

5.1.1.4. Custodial services,

5.1.1.5. Security and safety services,

5.1.1.6. Pest control services, including mosquito abatement,

5.1.1.7. Landscaping and grounds maintenance,

5.1.1.8. Maintenance and clearing of parking and site roads,

5.1.1.9. Excavation; storm damage preparation and repairs;

rainwater/flooding mitigation; weather event preparation:

5.1.1.10. Emergency evacuation plan and fire detection system management,

5.1.1.11. General and medical waste collection, removal, and exterior building clean-up,

5.1.1.12. Assessment/inspection of building conditions to preserve and maintain good operating conditions; additional maintenance services may include painting as well as wall, carpet, tile, and window repairs.

5.1.1.13. Safe drinking water

5.1.1.14. Food and meal preparation services; (breakfast, lunch, dinner, snacks)

5.1.1.15. Refrigeration services for vaccines and medicines,

5.1.1.16. Laundry services,

5.1.1.17. Manage and support IT services, including internet, Phone, Cable, Wi-Fi, and VoIP tracking/badging system, and

5.1.1.18. Manage and support IT equipment on site including computers, printers, and supplies for facilities management staff

5.1.1.19. Emergency Services vehicles include a mobile command platform, fire engine, and ambulances.

5.1.1.20. Emergency services staff develop, implement, enforce, and exercise all emergency operations plans and drills. Staffing for ambulance and fire truck assets is included in the Medical Staffing Team figures listed in the Personnel section. The emergency services equipment and staff are necessary to have immediate response to an emergency. These assets allow for safety for all UC and personnel and provide for safety and security as well as rapid response for the size of this operation.

5.2. Social Distancing, Cohorting, Quarantine, and Isolation

5.2.1. Social Distancing

The Contractor shall set up and organize the facility in such a way that allows for social distancing of UC and staff during routine daily activities, per “COVID-19 Interim Guidance to Reduce the Risk of COVID-19 Spread at ACF, ORR Temporary Influx Care Facilities and Emergency Intake Sites,” (final March 30, 2021) and CDC recommendations. This includes, but is not limited to, rearranging or removing furniture to allow a greater distance between individuals, setting up physical barriers to decrease the likelihood of the spread of communicable diseases, and only granting access to shared indoor spaces to cohorts in shifts.

5.2.2. Cohorting

The Contractor shall ensure that the facility is capable of housing and providing services to UC in cohorts (or pods). A cohort is a grouping of UC that are in relatively close proximity to one another on a daily basis due to shared indoor spaces, such as dormitories and bathrooms. The facility must enable cohorts to remain physically separate and prevent unnecessary “mixing.” The Contractor shall also ensure that if staff must engage with multiple cohorts, extra precautions are taken to avoid the potential spread of COVID-19.

5.2.3. Quarantine and Isolation

5.2.3.1. If a UC or staff member tests positive, all UC that have been

“exposed” to the COVID-19 infected individual shall be quarantined per CDC guidelines.

5.2.3.2. An “exposure” is close contact within 6 ft of a COVID-19 case for at least 15 cumulative minutes, over a 24-hour period.

5.2.3.3. The Contractor shall cohort all exposed UC together in as small of groups as possible with access to a (isolated) bathroom. Preferably, the cohorts shall be formed of UC with the same exposure level.

5.2.3.4. If a child develops COVID-19 symptoms or tests positive for COVID-19, the UC shall be removed from quarantine and isolated.

The Contractor shall ensure that the facility is capable of effectively quarantining and isolating UC should the need arise.

5.2.3.5. The Contractor shall ensure personnel entering the rooms where children are located use standard precautions, contact precautions, airborne precautions (e.g., N95 respirator), and eye protection (e.g., goggles, safety glasses, or a face shield). The Contractor shall provide a plain paper surgical mask to the UC for use when he/she leaves the isolation room (e.g., to go to the bathroom or a medical appointment).

5.3. Contract Option for Transportation Services

5.3.1. As an option to the contract, the Contractor shall provide intra-program transportation services in the absence of services by the ORR transportation contractor. This will be for the transport of children within the system and transportation for unification. The following shall be provided under this separately priced option:

5.3.1.1. As directed by the COR, the Contractor shall coordinate and make travel arrangements for UC while in the custody of HHS. Reasons for transportation include: 1) transferring UC to their sponsors once ORR approves unification with suitable sponsors or transferring between ORR facilities; 2) mass transportation during emergent influx situations or other emergency needs (e.g., weather or public health-related; and 3) transportation to/from facilities to support the UC health and well-being.

5.3.2. Transportation services shall be in accordance with Children Entering the United States Unaccompanied Sections 3.3.14 and 3.3.17

5.3.2.1. The Contractor shall provide such services 24 hours per day, 7 days per week. The Contractor shall be responsible for purchasing transportation, including but not limited to flights, trains, vans/bus charters, ships, and car rentals for the UC and an escort, if applicable, to transport the child. Requests may also include emergency transportation of any time, secure and staff secure movements, and transportation for other special needs UC.

5.3.2.2. The place of performance will be throughout the United States of America as well as its territories or otherwise as directed by the

COR.

5.3.2.3. The Contractor shall perform the following basic functions:

5.3.2.3.1. Ensure the health and safety of the UCs at all times.

5.3.2.3.2. Booking and purchasing itineraries for all UC

transportation requirements.

5.3.2.3.3. Providing escort services for UC movement to sponsors or between ORR facilities (as needed); and,

5.3.2.3.4. Providing transportation services (for example drivers and vans for ground transport, air, or bus charters, for UC movement (as needed).

5.3.2.4. The Contractor shall provide unarmed escort staff. For these staff, the Contractor shall provide or cause to be provided management, supervision, manpower, training, certifications (e.g., food handling when food is prepared), driver’s licenses, drug testing, equipment, and supplies necessary to provide on-demand escort services for

UC.

5.3.2.5. The Contractor must plan travel within 24 hours’ notice by ORR. The Contractor shall be prepared to arrange alternate travel in case of unforeseen weather conditions, delays, or flight conditions. The Contractor shall promptly arrange alternate travel when these instances occur. In some situations, such as flight delays, cancellations, etc., the time the Contractor maintains custody of the UC may be extended. In limited cases, overnight housing may be required as directed by the COR. Overnight stays in hotels are appropriate if they are consistent with ORR-mandated escort-to-UC ratios (number and gender) and with COR approval.

5.3.2.6. Contractor staff shall maintain line of site of UC in accordance with ORR policy and provide supervision at all times. The Contractor shall provide ready access to food, water, clean clothes, hygiene products appropriate for the UC’s age, gender, and specific needs, and comfortable furniture at all times.

5.3.2.7. All applicable local, state, and Federal public health requirements must be followed. This includes COVID-19 guidance regarding quarantine, isolation, and capacity when the transportation is directly provided by the Contractor. At ORR’s direction, the Contractor shall make capacity adjustments in alignment with local, state, and federal guidelines for COVID-19. UC safety in transport must follow all applicable requirements for seat belts and other safety restraints, valid and appropriate driver’s license (e.g., CDL for bus) with good driving record, score of Satisfactory or better by the Motor Carrier Safety Rating by the Department of Transportation, never texting while driving, regular vehicle maintenance schedule, among others. Time in transit via ground transport must be limited to 12 hours unless otherwise directed by the COR.

5.3.2.8. The Contractor shall transport UC in a safe and humane manner and under the supervision of trained and experienced personnel.

5.3.2.8.1. At least one staff member of the same sex as the UC shall be a member of the escort team. The Contractor shall obtain the COR’s approval for any deviation from this requirement before commencement of the escort.

5.3.2.8.2. Each member of Contractor staff shall maintain constant “line of sight and sound” supervision of each UC during transport.

5.3.2.8.3. UC being transported shall never be left in a locked, unattended vehicle.

5.3.2.9. The Contractor shall maintain the following Escort-to-UC ratios.

However, at the Government’s discretion, these ratios may be adjusted as necessary to accommodate changes in the total UC population:

5.3.2.9.1. UC from ages 10 – 17:

5.3.2.9.1.1. Two staff for the first six (6) UC.

5.3.2.9.1.2. For seven (7) or more UC, the Contractor shall

provide an additional escort for each group of six

(6) UC (e.g., 25 UC equals six (6) escorts).

5.3.2.9.1.3. A female escort must accompany groups of UCs

containing female UC.

5.3.2.9.1.4. In the event of an emergency, any opposite gender escorts require an additional level of supervisory review and reporting during transport.

5.3.2.9.2. UC under age 10:

5.3.2.9.2.1. A minimum of two (2) staff for up to eight (8) UC

5.3.2.9.2.2. A minimum of three (3) staff for more than eight

(8) UC, up to 15 UC.

5.3.2.9.2.3. A female escort must accompany groups of UCs

containing female UC.

5.3.2.9.2.4. In the event of an emergency, any opposite gender escorts require an additional level of supervisory review and reporting during transport.

5.3.2.10. The Contractor shall separate UC from unrelated adults at all times during transport. Any UC below the age of five (5) requires an additional escort. If a tender-age UC (UC 0-12 years of age) is accompanied by another family member who is also a child, the older UC cannot be considered responsible for his/her sibling or relative. Therefore, if they are traveling together, both UC shall require an additional escort. Siblings should be transferred together, to the extent possible. The Contractor shall propose recommendations to ORR at any time regarding efficient application of escort ratios. However, implementation of any changes is not authorized until approved in writing by the COR. In accordance with current ORR policy, and transport-vendor policies, UC over the age of 14 may be transported unaccompanied for reunification purposes; however, the Contractor shall coordinate with the COR to determine circumstances when unescorted travel is appropriate and decisions to transport a UC in this manner will only be made on a case-by-case basis.

5.3.2.11. The Contractor shall find ORR policies on the ACF website. More information about specific procedures shall be provided at the time of award. The Contractor shall provide training to staff on ORR policies and procedures as changes occur.

5.3.2.12. The following services must also be provided at the direction of the COR:

5.3.2.12.1. Food Service, including the preparation of or purchase of meals consistent with the US Department of Agriculture unless otherwise specified by a medical professional All cultural or special dietary needs shall be identified by the Contractor prior to the transport.

5.3.2.12.2. UC Property Documentation – The Contractor shall ensure that every UC is transferred with their funds, valuables, and personal property. UC shall be permitted to travel on their person or otherwise in their possession the following:

5.3.2.12.2.1. Contact phone numbers.

5.3.2.12.2.2. Money (cash) (which must be retained by

the escort on behalf of the UC)

5.3.2.12.2.3. Eyeglasses and contact lenses.

5.3.2.12.2.4. Small religious items

5.3.2.12.2.5. Personal hygiene items

5.3.2.12.2.6. If any of these items would compromise

the escort or UC, escorts have the discretion to re move the items from the UC’s personal property. If this determination is made by the escort, the incident must be reported to the COR including a description of the item taken from the UC.

5.3.2.13. The Contractor shall report events/incidents to the ORR Federal Field Specialist and COR while in transit. The Care Provider Staff shall report event/incident via ORR Significant Incident Report guidelines. If hospitalization is required, the escort shall stay with the UC at the hospital until the closest ORR Care Provider Staff http://www.acf.hhs.gov/programs/orr/resource/children-entering-the-united-states-unaccompanied can assume responsibility for the UC and arrange for hospitalization, supervision, etc.

6. PROGRAM MANAGEMENT

6.1. The Contractor shall manage its work in support of this tasking and provide the government necessary feedback regarding progress.