QandA_final_0003.xlsx
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- Attached to
- Full-Service Influx Care Facility Services Federal contract opportunity
- Solicitation number
- 140D0422R0035
About this file
This document provides a request for proposals for full-service influx care facility services on behalf of the Department of Health and Human Services Administration for Children and Families Office of Refugee Resettlement. Offerors must be able to provide services for at least one of three task areas: direct care, facilities management, or ICF wrap around services. Proposals are due by a specified date, with contract awards anticipated in the second quarter of fiscal year 2023. Pricing must be submitted using the provided price proposal sheet in firm-fixed-price format. Labor rates included are ceiling rates at the IDIQ level. The document includes sample performance work statements outlining requirements for direct care, facilities management, and full-scope ICF and wrap around services.
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Sheet1
| No. | Contractual/Technical | PWS/RFP Section | Page # | Question | Answer | ||
| 1 | Contractual | PWS Attachment 2a Direct Care -- Overview of Required Services | Page 3 | Are offerors allowed to submit a proposal to only conduct aspects of Direct Care Services such as Case Management Services or Educational Services? | No, Offerors must be able to provide the full services for at least one task area (direct care, facilities management, or ICF wrap around). Offerors may use teaming and/or subcontracting arrangements to provide the full scope of the services. | ||
| 2 | Contractual | PWS Attachment 2a Direct Care Requirements | Page 7 | Does the offeror need to have an Influx Care Facility that meets all of the requirements in PWS 1 in order to respond to components of PWS 2 (Direct Care)? | No, Offerors do not need to have an ICF to provide direct care or facilities management services. | ||
| 3 | Technical | PWS Attachment 1 - 1.7 Requirements | Page 2 | Please clarify the statement "the Contractor shall be capable of providing some or all of the following: an IFC campus, the services, resources, equipment, and staff necessary for operations." Does this mean that a Contractor can submit a proposal to conduct "some" of the services such as educational services? | The Government reserves the right to issue task orders for all or any portion of each sample task order area, but for the purpose of this IDIQ competition, the Government is seeking offerors who are able to provide the full scope of services for at least one of the sample task orders (Direct Care Services, Facilities Management Services, Full-Scope). | ||
| 4 | Contractual | PWS Attachment 2a Direct Services | Page 3 | Does the offeror need to demonstrate the ability to provide all Direct Services identified in the sample PWS? | Yes | ||
| 5 | Contractual (but could be technical as well) | PWS Attachment 2a Direct Services | Page 3 | Will IDIQ Task Orders be used to contract with providers to conduct certain aspects of Direct Services such as Medical, Dental, Case Management or Educational Services? | No, while the scope of the task orders may vary, Prime contractors under the IDIQ will be expected to provide the full scope of task areas (Direct Care, Facilities Managemet, or ICF Wrap Around services) directly or through sub/prime relationships. | ||
| 6 | Contractual (but could be technical as well) | Attachment 1, PWS | 2 | Will the Government please clarify how requirements will be presented to contract holders? For eaxmple, will some RFPs be just to provide facilities, some to provide only Direct Care servives; and some to provide facilities and Direct Care? Please clarify ordering requirements and the process HHS will follow to place orders. | Task order scope will vary by order and may include one, some, or all of the IDIQ task areas (direct care, facilities management, ICF wrap around). | ||
| 7 | Contractual (but could be technical as well) | Attachment 1, PWS 2 | 4-10 | Would the Government please clarify that if/when the contractor finds a site that meets the Government's requirements, who is responsible for engaging with external stakeholders, including local and state governments, to determine the political viability, AHJ, approval process, to meet HHS requirements for 30 days? | ACF and ORR are responsible for reaching out to IEA, ASL, OLAB, ASFR and any other federal entity to plan and implement outreach to external stakeholders including local, state, and Congressional officials. | ||
| 8 | Contractual | Attachment 1, PWS 2 | 4-10 | Will the Government please explain what input states and local jurisdictions will have regarding an Influx Care Facility location and selection? | Community partnership is particularly vital to the success of all ORR programs, including ICFs. As a location is under consideration, ORR conducts outreach initiatives with local community stakeholders such as local elected officials, county and city administrators, local religious organizations, local advocacy groups, and neighborhood property boards. Being a good neighbor in the community is a critical component of ORR’s operations to ensure children are safe and healthy at an ICF while we work to vet and place them with their sponsors. These meetings serve as an opportunity for ORR to share information on the UC program, provide details on the potential ICF, and answer questions from community stakeholders. | ||
| 9 | Technical | Attachment 1, PWS 2 | 4-10 | The RFP states potential ICF sites may be located across the country. Does the Government expect any states (or locations) will be excluded from having ICF sites? If so, please list these states/locations. Does the Government prefer any states or locations for an ICF site? If so, please list these states/locations. | No restrictions aside from being in the CONUS (excluding Alaska and Hawaii). | ||
| 10 | Contractual | Attachment 1, PWS 2.1.2 | 4 | Will the Government please define the allowable costs for a facility in "warm" status? | The ability to maintain staff and infrastructure to be able to ramp up to an active status in 30 days. | ||
| 11 | Technical | Attachment 1, PWS 2.1.2 | 4 | Will the Government please explain if there an anticipated duration for a facility to be in "warm" status? For eample, does the Government expect a facility may be active for 6 months and "warm" for 6 months in a given year? | The Government does not have advance knowledge of the amount of time a facility may remain in warm status in a given year. | ||
| 12 | Technical | Attachment 2a | 3 | The PWS states Contractors must provide appropriate “dental care” but it does not indicate the level of service and staffing to provide this service. Will the Government please clarify whether dental services are required in the PWS? And if so, please describe to what level the services will be required? | • | UC placed from the border must undergo a basic oral health screening as part of the initial medical exam performed within 2 days of arrival. Healthcare providers are expected to obtain oral health information and current concerns reported by the child, evaluate for signs/symptoms and perform a physical examination of the oropharynx | |
| • | Children with severe pain, difficulty eating or a potential dental infection must receive urgent/emergent dental care through a PCU-contracted dental provider (within the DenteMax network) in the immediate vicinity of the ICF | ||||||
| • | Per ORR policy, all children in ORR care must receive an initial dental exam (IDE) conducted within 60 to 90 days of admission. The exam must be performed by a PCU- contracted dental provider (within the DenteMax network) in the community | ||||||
| • | The contractor must ensure the ORR Dental Exam Form is completed by the dental provider at the conclusion of the evaluation and the information is entered into the UC Portal Health tab | ||||||
| 13 | Technical | Attachment 2a_PWS_Sample Task_Direct Care (3.0 Survey Tools) | 37 | Will the Government please allow contractors to propose a workflow management tool rather than a conventional survey tool? | The Government will accept a workflow management tool in lieu of a traditional survey tool, if the tool is able to meet the requirements outline in the PWS. | ||
| 14 | Technical | Attachment 2a_PWS_Sample Task_Direct Care (3.0 Survey Tools) | 37 | The third bullet under initial list of “Survey Tool” requirements states the contractor “Collects data from users which will be stored in a contractor provisioned environment whereby the government retains full and sole rights to the data.” Will the Government please claify if it will indemnify the Contractor and/or any impacted Subcontractor for costs and actions associated with any third-party (defined as “any party outside of the HHS organization directly responsible for the program) discovery or attempted discovery actions (whether via legal subpoena, regulatory directive, FIOA request, etc.) to include responding to requests for data, legal regulatory or congressional testimony, etc. associated with the design, development, and operations of the Survey Tool and any associated data or analyses, during and after the contract period of performance? | No | ||
| 15 | Technical | Attachment 2b, PWS | In the Sample PWS 3b, the PWS jumps from "Section 4: Facilities Maintenance" to "Section 6: Safety Services". Will the Government please claify whether part of the PWS missing or if it is misnumbered? | Section 5, medical, only applies to sample task orders 2a and 2c, but for the sake of consistent IDIQ numbering conventions, the numbering will not be changed. Please consider Section 5 reserved for Sample PWS 2b. | |||
| 16 | Contractual | Attachment 3 | Labor Rates | The Project Manager labor category is not listed in the Labor Categories tab of the Price Proposal Sheet. Will the Government please clarify if this position needs to be added, or if the Project Manager role falls under a different category already listed? | This LCAT has been added to the Pricing Sheet | ||
| 17 | Technical | Attachments 2a, 2b, and 2c PWS 1.6 | 2 | The Government requests contractors to assume a southwest location, which is too general of a location to get a fair comparison for pricing across multiple different contractor's propopsals. Considerations such as real estate costs, commodities costs, labor/staffing availability and cost, taxe rates and other pricing considerations may be dramatically different depending on State and City the Contractor identifies. Will the Government please specify the exact location for this pricing exercise? | No | ||
| 18 | Technical | HHS/ORR Policy: Children Entering the United States Unaccompanied: Section 7 | Policy 7.2.1 Criteria for Placement states: UC-designated placement into an unlicensed influx care facility must, to the extent feasible, meet the following criteria: ... 5. Is not a pregnant or parenting teen. Will the Government please claify if contractors should expect to care for pregnant or parenting UCs if it is not feasible to place them elsewhere? | UC may not know they are pregnant upon being placed into the ICF and finds out she is pregnant from the required pregnancy test at her Initial Medical Exam. There may be a UC who is pregnant and requires medical care until ORR can arrange to transfer her to a licensed standard ORR care provider program. ORR would make every effort to place a parenting UC or known pregnant girl into a licensed standard ORR care provider program. It would be extremely extenuating circumstances to make a placement of a pregnant or parenting UC into an unlicensed influx care facility. | |||
| 19 | Technical | N/A | Will the Government please define any specific or special insurance requirements required by the Government for this effort? | No special insurance requirements. | |||
| 20 | Contractual | Pricing worksheet | Labor Rates | Will the Government please clarify if overtime will be authorized at the task order level? | Any allowances for overtime will be specified at the task order level and in accordance with Federal Labor statutes. | ||
| 21 | Contractual | Pricing worksheet | Labor Rates | Will the Government allow additional labor categories be added? | Yes | ||
| 22 | Contractual | Pricing worksheet | Labor Rates | If SCA is applicable, will the Government please define what Wage Determination(s) should be used for contractors to build their labor rates? Will the Government please clarify if it expects labor rates proposed on Attachment 3, to be only applicable for the Sample PWS task orders and their specific locations? Will the Government provide wage determination memos at the task order level for the IFC locale on the contract? | SCA Wage Determinations will be be incorporated at the task order level. | ||
| 23 | Technical | Pricing worksheet | Will the Government please specify what allowable IFC site acquisition costs will be (i.e., land purchase, new construction, lease costs, property insurance, etc.); and how the Government expects contractors to bill the Government for these costs? | The Government will reimburse the Contractor for the costs associated with the use of the facility while it is in use or in warm status. The Government will not reimburse Contractors for land purchases, leases, insurance, etc. for sites outside the period of performance of the specific task order the site is procured under. | |||
| 24 | Technical | PWS 2.1.3 / Attachments 2a,b, and c PWS 1.6 | 4, 2 | There is a contradiction between the PWS and Sample PWS 2a: | |||
| Specifically, PWS 2.1.3 states: "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)" and Attachments 2a, b, and c PWS state "Total capacity for the site shall accommodate between approximately 500 and 2000 UC". Will the Government please clarify the minimum and maximum number of UC per site? | This was a typo in the IDIQ PWS, and should state "between 500 and 2000 children" | ||||||
| 25 | Contractual | RFP 3. | 2 | Is profit going to be allowable on material if awarded a T&M Task Order? | In a T&M order, all profit should be accounted for in the fully burdened rates. | ||
| 26 | Contractual | RFP 7 Evaluation | 6 | Will the Government allow bidders to use subcontractor past performance in our prime response? Will the Government allow contractors to provide additional PPQs due to the scope and complexity of the work? | Yes, we will allow subcontractor past performance. No, additional PPQs will not be permitted. | ||
| 27 | Contractual | RFP 9. Solicitation Provisions and Clauses | 9 | Will the Government include an Equitable Price Adjustment clause in the contract? | Yes | ||
| 28 | Contractual | RFP 9. Solicitation Provisions and Clauses | 35 | The RFP includes HHSAR Clause 352.231-70, Salary Rate Limitation. Will the Government please clarify which SES Level II salary structure contractors may not exceed with/without a Certified SES Performance Appraisal System? | Currently this is set at $203,700 | ||
| 29 | Contractual | RFP Vol. 3 and Factor 3 - Past performance | 4-5, 8 | Volume 3, Section 1 of the RFP states Past Performance will be considered for projects completed in the past three (3) years. Page 8 of the RFP states that work done in the last five (5) years will be considered. Will the Government please clarify the allowable period of past performance that will be considered? | Experience from the past three (3) years will be considered. The RFP has been corrected. | ||
| 30 | Contractual | Position Descriptions | NA | The Government defines certain labor categories, such as Project Manager to include specific degree requirements and experience. Would the Government please consider making these specific requirements "preferred" rather than "required" as long as contractors present qualified individuals with a detailed explanation of qualifications? | No | ||
| 31 | Technical | General Question | NA | Will the Government please clarify if the number of UCs onsite is based on a total UC population or the total bed count? | Number of UCs onsite means the total UC population. | ||
| 32 | Technical | General Question | NA | Will the Government please claify if the isolation and quarantine facilities percentage will be in addition to the UC head count or inclusinve of the UC head count? | Inclusive. Total head count includes this percent. | ||
| 33 | Contractual | General Question | NA | Would the Government please consider a two week extension based on the complexity of the pricing? | Amendment 3 includes an extension | ||
| 34 | Technical | Attachment 2a Sample Performance Work Statemetn for Direct Care & Supervisioni Services/Section 1.6 | 2 of 45 | Could you please explain why the population size for Attachment 2a (between 500 and 2000 UC) differs from the population size provided in the PWS Influx Care Facility and Wrap Aroundn Services for Unaccompanied Children, Attachment 1 (between 800 and 1200 UC)? | This was a typo in the IDIQ PWS, and should state "between 500 and 2000 children" | ||
| 35 | Contractual | Factor 3/Step 3 - Risk Rating | 9 of 47 | The first paragraph on this page makes the following statement; In the case of an Offeror without a record of relevant past performance or for whom information on past performance ins not available or is inconclusive, the Offeror will not be evaluated favorably or unfavorably on past performance. With this being the case, does this mean that such an Offeror will automatically receive a rating of "Moderate Performance Risk"? | Offerors with no past performance will receive a Neutral rating. | ||
| 36 | Technical | 1.1.2 | 1 of PWS | Need list of potential states and cities under consideration of this PWS | The Government is requesting that offerors propose potential sites and cities as part of their technical approach, if proposing a facility. Actual geographical locations/areas wil be provided at the task order level where applicable. Actual geographical locations/areas wil be provided at the task order level where applicable. | ||
| 37 | Technical (but could be contractual) | 1.8.1 | 3 of PWS | Please share the staffing ratios and work hours for personnel in Case Management services - Clinician, Lead Clinician, Lead Case Manager, mental health, Teacher | Per UC Policy Guide Section 7.7, a case manager ratio of 1:8 is required and ICFs open for more than six consecutive months must have a youth care worker ratio of 1:8 during waking hours and 1:16 during sleeping hours. The policy also requires ICFs to abide by the clinician- and mental health staff-to-children ratio as required in standard ORR cooperative agreements or contracts for State-licensed facilities. ORR's current cooperative agreements require a clinician ratio of 1:12. The UC Policy Guide does not specify working hours for ICF staff, nor does it specify staffing ratios for other roles. | ||
| 38 | Technical | 2.1.2 | 4 of PWS | What is the notice period in the event staff needs to be scaled down? | The Government anticipates a 7 day advance notice for ramping down of staff. | ||
| 39 | Technical | 2.4.3 | 6 of PWS | Will the contractor be expected to feed site staff in addition to UACs onsite? Will seats need to be increased to cover staff meals as well? | The offeror will be expected to provide meals, at a minimum, for staff who are responsible for providing line-of-site care for UCs, and should factor space for staff meals in a proposed dining facility. | ||
| 40 | Technical | 2.4.5 | 7 of PWS | Please share the staffing ratios and work hours for medical personnel - Physician, NP, RN, CNA/MA, EMT and other medical support staff | Staffing ratios are provide in Sample Task Order 2a 2.5.14 Medical Staffing. The Government defers to the contractor to propose hours, with the understanding that medical care is a 24 hour requirement on ICF sites. | ||
| 41 | Technical | 3.1 | 11 of PWS | We assume that these services will be provided by separate teams under Medical services - Please confirm. - Emergency Medical Services, Testing Services, Behavioral Services, Testing Services | It is at the discretion of the contractor how to best organize the delivery of clinical services. This may naturally require a team-based response with different roles and responsibilities as a natural outgrowth of subcontracts required to meet contract requirements (e.g., separate COVID-19 testing because a COVID-19 subcontracting was hired) | ||
| 42 | Technical | 3.1.3 | 11 of PWS | Please share the staffing roles, ratios and work hours for the staff | Any staffing ratios that are policy driven are included in the sample task orders. If a staffing ratio/hours are not included in these documents, the Government has not defined the ratio or hours for that task, and relies on the offeror to propose a technical solution to best meet the Government's need. | ||
| 43 | Technical | 3.1.3 | 11 of PWS | Does a full dental operation including x-rays need to be on site? | A full dental operation including x-ray capability does NOT need to be on-site | ||
| 44 | Technical | 3.1.4 | 11 of PWS | Please share the staffing roles, ratios and work hours for the staff | Any staffing ratios that are policy driven are included in the sample task orders. If a staffing ratio/hours are not included in these documents, the Government has not defined the ratio or hours for that task, and relies on the offeror to propose a technical solution to best meet the Government's need. | ||
| 45 | Technical | 3.1.5 | 11 of PWS | Please share the staffing roles, ratios and work hours for the staff | Any staffing ratios that are policy driven are included in the sample task orders. If a staffing ratio/hours are not included in these documents, the Government has not defined the ratio or hours for that task, and relies on the offeror to propose a technical solution to best meet the Government's need. | ||
| 46 | Technical | 3.1.6 | 11 of PWS | Please share the staffing roles, ratios and work hours for the staff | Any staffing ratios that are policy driven are included in the sample task orders. If a staffing ratio/hours are not included in these documents, the Government has not defined the ratio or hours for that task, and relies on the offeror to propose a technical solution to best meet the Government's need. | ||
| 47 | Technical | 6.2.10.1 | 24 of PWS | If a contractor's are not cleared within 30 days of ICF opening can they still work until their background checks clear? | Staff and volunteers who provide direct care may not have unsupervised contact with unaccompanied children until all background checks have been completed. However, those who are not cleared can work under direct line of sight supervision of staffs who have been cleared. | ||
| 48 | Technical | 6.2.10.1 | 24 of PWS | In what situation will ORR waive or modify a background check requirement? | Requests will be considered on a case-by-case basis. | ||
| 49 | Contractual | Volume 3 | 5 of 47 | Can the three Past Performance references be performed as a Subcontractor? | At least one reference should be for the Prime contractor | ||
| 50 | Past Performance | RFP | There is no question listed so this field is left blank. | ||||
| 51 | Technical | 4.5 | Page 25 | Can more than one UC be housed in an Isolation / Quarantine Room? | • | UC diagnosed with COVID-19 can be housed together in the same medical isolation room. The children do not need to be cohorted in any way within the medical isolation space (e.g., by symptom onset date, test positivity date). | |
| • | UC who have been exposed to COVID-19 but who have NOT tested positive (i.e., those in need of exposure quarantine) can also be roomed together, but in this situation a cohort model must be used. This means that children should be roomed with other children who also had the same or similar exposure date (usually +/- 1 day). This prevents programs from introducing children into the quarantine room and ‘jeopardizing’ exit for kids who are nearing the end of their COVID quarantine period. | ||||||
| • | Children who have another communicable diseases (e.g., flu or varicella) can be housed together in shared space with other children who have the same infection. | ||||||
| • | Children who are co-infected (e.g., positive for both COVID-19 and flu) must be isolated separately. They cannot be roomed with the COVID-positive children out of concerns for flu transmission, and they cannot be roomed with the flu-positive children out of concerns for COVID transmission. | ||||||
| • | Children who are symptomatic with concerns for a communicable disease (but who are negative for COVID, flu, and strep) should be isolated alone until a clinical provider is able to diagnose them or rule out concerns for transmissibility. | ||||||
| 52 | Technical | 5.4 | Page 38 | Mobile service foray diagnostic imaging such as CAT and MRI scans are required as part of this? | The contractor will need to have access to refer children for advanced imaging, but is not required to have it on-site | ||
| 53 | Technical | 5.4.3 | Page 41 | Pediatric Urgent Care Set Up - Would this be required to operate 24X7 with onsite imaging such as X Ray Services? And would there be a minimum staff rerquired for such operations | •The Contractor shall provide sick call twenty-four (24) hours per day, seven (7) days/week |
•The site shall operate at the level of Pediatric Urgent Care to mitigate reliance on local healthcare facilities which are facing higher hospitalization rates due to the COVID-19 pandemic. It is ill-advised to bring children in COVID-19 isolation to medical facilities (except for extreme emergencies) for minor medical issues.
•The Contractor shall procure supplies and durable medical equipment to manage musculoskeletal injuries (X-rays, splinting/casting) and laceration repairs among other minor injuries. On-site imaging may be arranged via pre-existing PCU contracts with mobile imaging companies nationwide so that any UC requiring X-rays may be performed using the contracted companies equipment and billed via PCU.
•DHUC defers to the medical contractor to determine the minimum number of staff available to support acute visits.
| 54 | Technical | 5.4.11 | Page 45 | Can the Medical Records / Electronic Health records be paper form? | • | Onsite healthcare providers (e.g., MD, DO, NP, PA, PsyD, PhD) are required to document all health evaluations on the appropriate ORR paper form | |
| • | All information documented on ORR’s health forms must be documented in the health section of ORR’s electronic system, the UC Portal | ||||||
| • | Per ORR guidance, all evaluations with offsite specialists (medical, mental and dental) must be documented on ORR’s Health Assessment form and transcribed into the UC Portal Health tab; all other evaluations performed offsite (e.g., ER visits, hospitalizations) must be entered into a health report in the IC Portal Health tab | ||||||
| • | All health-related documentation from onsite and offsite evaluations must be uploaded to the UC Portal Health tab | ||||||
| 55 | Technical | 5.4.11 | Page 45 | Will the Portal be used for any clinical documentation? Will there be a super user to train staff frequently? | Per ORR guidance, all onsite and offsite health evaluations with a mid-level professional or higher (e.g., MD, DO, NP, PA, PsyD, PhD, DDS) must be documented in the UC Portal Health tab ORR has provided training materials to each ICF; it is the responsibility of the contractor to train the appropriate staff on UC Portal Health tab documentation with ORR-approved materials | ||
| 56 | Contractual | 6, Section 1 Past Performance & 7 Factor 3 Past Performance | Pages 5 & 7 | Will the govt clarify the time limit for recency? Section 6 & Section 7 are in conflict regardging recency of Past Performance. Section 6 says within 3 years and Section 7 says within 5 years. | |||
| 57 | Technical | 6, Volume 2: Technical | Page 4 | Is the Govt intent to use Sample PWS 2c (ICF_Wrap Around) to award a single offeror turn key services for a single site. | Specific sites will not be incorporated into the IDIQ award; the Sample PWS 2c and resulting response shall demonstrate the Offerors' ability to provide an acceptable site and turn key services. Acquisition of any site, will be done at the task order level as required by the Government. | ||
| 58 | Technical | Attach 3 pricing instructions | Is it the Govt intent to award an offeror more than one sample PWS TO per site? | The Government intends to make multiple awards at the IDIQ level. At the task order level, The Government will issue task orders to one or more Offerors depending on the need at the time. No sites will be incorporated into the IDIQ award. | |||
| 59 | Contractual | Will the Government accept past performance from a sister /commonly owned company as a subcontractor on the team as the prime’s past performance with the terms ‘offeror’ and ‘prime’ having the same meaning? | No, Prime contractor past performance must have been performed by the Prime Contractor. | ||||
| 60 | Contractual | Due to critical nature of the work and performance risk, will the Govt require at least 2 past performances from the prime with the 'prime' including sister/commonly owned companies on the team as a subcontractor? | No, Prime contractor past performance must have been performed by the Prime Contractor. | ||||
| 61 | Technical | Attach 2b Sample PWS Facility Mgmt | Page 2 | Please confirm the population size is 500-2000 UC v. the IDIQ PWS stated range of 800-1200 UC referenced in Attachment 1, para 2.1.2, 2.1.3, and 2.4.1.1. | For the purposes of the sample orders, please use the 500-2000 UC population | ||
| 62 | Technical | Attach 1 PWS | Page 3 | Please confirm the standard UC to staff ratios should be in compliance with ORR policy Children Entering the US Unaccompanied Section 7.7 (Attach 1, para 2.1.3 par 1.8.1)? | That is correct. Staffing ratios in UC Policy Guide Section 7.7 must be followed. | ||
| 63 | Technical | Attach 1 PWS | page 17 | Please confirm UC to escrot ratios should be in compliance with ORR policy Children Entering the US Unaccompanied Section 7.7 vs. Attach 1 5.3.2.9.1? | Staffing ratios in UC Policy Guide Section 7.7 must be followed. UC Policy does not contain requirements for escort ratios, therefore the ratios cited in the PWS must be followed. | ||
| 64 | Technical | Attach 2b Sample PWS Facility Mgmt | Page 7 | Please confirm the Facilities dining hall requirement is for 1000 occupants at a sitting per para 2.4.3 v. the IDIQ requirement of 400 occupants per sitting in Attach 1 para 2.4.3.2. | The dining facility must allow for 1000 occupants per meal with no fewer than 500 per seating. The contractor's proposed schedule will be dependent on their technical approach and overall site capacity. IDIQ and Sample Task Order PWS have been updated. | ||
| 65 | Technical | Attach 2b Sample PWS Facility Mgmt | Page 10 | Please confirm the Attach 2 b para 2.7 Site prep requirement is for 1000 UC v. the Attach 1 para 2.7 site prep requirement of 400 UC. | The intent of the referenced section in Attachment 2b is to state that the Contractor shall make the site ready to accept a minimum of 1000 UCs within 30 days of contract award. The contractor shall then be able to make an additional 250 beds available every 14 days thereafter until reaching a full site capacity of 2000 beds. | ||
| 66 | Technical | Attach 2b Sample PWS Facility Mgmt | Page 10 & 11 | Please clarify if UC placement will be in increments of 250 UC, 1000 UC or 400 UC per Attach 2b, para 2.7 pg 10-11 v. Attach 1, para 2.7.3.2. | The intent of the referenced section in Attachment 2b is to state that the Contractor shall make the site ready to accept a minimum of 1000 UCs within 30 days of contract award. The contractor shall then be able to make an additional 250 beds available every 14 days thereafter until reaching a full site capacity of 2000 beds. | ||
| 67 | Technical | Attach 2a Sample PWS Direct Care Table 1, Attach 1 | pg 11 & 11 | Please clarify if UC Case Manamgent must be all 'on-site' per Attach 1 para 3.1.2 vs. Attach 2a Sample PWS Direct Care which states up to 50% off-site. | The contractor must provide on site case management services - children receive case management services while they are on site. Case managers may be remote, some combination of remote and on-site workers, with staff at the site who ensure children are receiving case management services. | ||
| 68 | Contractual | FAR 52.217-9 currently lists the period of performance can only be extended for 60 months, can the government confirm this should be 126 months based on the period of performance listed on page 2 paragraph 4 of a five (5) year base and five (5) 12-month options along with FAR 52.217-8 option to extend for additional six (6) months? | This has been corrected | ||||
| 69 | Technical | RFP_140D0422R0035.pdf, VOLUME 4: SUBCONTRACTING | |||||
| Section 1: Subcontracting Plan | Page 5 | The submission of a subcontracting plan shall follow the instructions found in Attachment 3 – HHS Subcontracting Plan Template. Please confirm the HHS Subcontracting Plan Template is provided as Attachment 6 , and Attachment 3 is provided as the Price Proposal Sheet. | This is correct and has been reflected in the Amended RFP. | ||||
| 70 | Contractual | Attach 3 Price proposal sheet Labor Rates tab | How will the Governement establish and ensure fair ceiling rates while remaining competitve based on contractors choosing different locations? | The Government recommends that Offerors propose rates that could cover any locality in the US at the IDIQ level. Offerors than can propose additional discounts to their IDIQ rates at the task order level. | |||
| 71 | Contractual | Attach 3 Price proposal sheet Labor Rates tab | Given a 10 year contract, would the Govt consider providing a floor escalation taking into acocunt current employment cost index conditions and current inflation rates? | The Government has added FAR 52.216-4 to the clauses. | |||
| 72 | Contractual | Attach 3 Price proposal sheet instructions tab | Reference leaves open the possiblity of different SCA LCATs by each offeror potentially creating an unfair comparison during evaluation. To prevent possible protest and ensure a level playing field for price comparisons among offerors, will the Govt identify which LCATs they determine as SCA rates? (e.g., company A bids LCAT 1 as SCA and Govt accepts that post proposal but company B bids LCAT 1 as non-SCA, the price comparison is unfair between the two offers). | The Government has indicate the LCATs covered by SCLS. Wage Determinations will be incorporated in the task order awards based on the actual location of the work. Contractors may indicate additional LCATs if neccesary. | |||
| 73 | Contractual | RFP Vol 3 | 5, 8 | Vol 3 Past Performance states past performance references shall be within the past three years. The Evaluation Factor 3 states past performance references shall be performed within the past five years. Will the Government please clarify how many years the past performance needs to be performed within? | This has been corrected to reflect 3 years in both places | ||
| 74 | Contractual | RFP Section 3 | 2 | For prior sites, requirements emerged that weren't previously anticipated by the Government, will there be any Cost Reimbursable task orders that allow for circumstances where materials need to purchased or replaced? | Cost reimbursable orders will not be placed under this IDIQ. | ||
| 75 | Contractual | Attachment 6 Subcontracting template | 2 | Section 2 requires providing dollar amounts for subcontracting goals. At the IDIQ level there are no dollar amounts. Will the Government please confirm it will accept completion of only the boxes for % of goals? | Yes, completion of only the % information is acceptable. | ||
| 76 | Contractual | RFP Vol 2 | 6 | Will the Government accept as an appendix, not subject to page count limitations, documentation and graphic descriptions of specific sites in order to assist the Government evaluate the site suitability and readiness for performance? | Yes | ||
| 77 | Contractual but could be technical | PWS 2.4.5 | 7 | What amount of Medical malpractice insurance is required? | None defined. | ||
| 78 | Contractual | RFP | 1 | What length period of performance is anticipated for Task Orders? | Task order PoPs will vary based on the individual requirements. | ||
| 79 | Contractual | RFP | 1 | When does the Government anticipate awarding initial Task Orders? | Task orders will be issued based on need, however the Government anticipates issuing at least one task order in FY2023 | ||
| 80 | Contractual | RFP | 1 | Does the Government anticipate awarding any task orders as sole award in the circumstances where a proposal offers all the required services to accommodate the PWS and UCs? | This is time the Government does not plan to award a sole source off the IDIQ, but reserves the right to Limit Fair Opportunity in accordance with FAR 16.505(b)(2) when it is deemed appropriate. | ||
| 81 | Contractual | RFP | 1 | Does the Government anticipate awarding prime task orders to multiple Offerors for a single site? | The Government reserves the right to issues task orders to multiple offerors for services to be performed at the same site, when deemed appropriate. | ||
| 82 | Contractual | RFP | 1 | How many task orders does the Government anticipate over the IDIQ? | The IDIQ ceiling can accommodate 10 orders per year of performance, however actual task order counts will be based on the need for services. | ||
| 83 | Contractual | RFP | 1 | We recommend a live question and answer, or listening day, to understand how to best support ORRs plans for this new type of contract. Will the Government provide this? | No | ||
| 84 | Contractual | RFP | 1 | How does the Government intend to award Task Orders? | Task orders will be awarded through a solicitation of quotes from IDIQ contract holders using the procedures outlined in FAR 16.505(b) | ||
| 85 | Contractual | RFP | 1 | When is the anticipated award date of the IDIQ? | The IDIQ award is anticipated for Quarter 2 of Fiscal Year 2023. This is subject to change based on acquisition timelines. | ||
| 86 | Contractual | RFP | 1 | How many anticipated awards are there for each area (direct care, facilities management, ICF and wrap around services)? | The Government has not set any minimum or maximum awards by task area. | ||
| 87 | Technical | RFP | 1 | Is there an expected number of sites that HHS expects will be needed to meet the needs of the ORR mission related to UC support? | The Government does not have advance knowledge of the number of anticipated sites that will be necessary. The determination of number and duration of sites will vary depending on demand. | ||
| 88 | Technical (but may be contractual to see if information can be released) | RFP | 1 | Can the Government confirm the EIS and ICF sites currently active? | As of August 24, 2022, there are currently 2 active Influx Care Facilities. | ||
| 89 | Contractual | RFP 1 | 1 | Can the government please clarify how the IDIQ and Task Orders will work? | The IDIQ will have established qualified Contractors capable of providing the full scope of at least one task area. Task orders will be issued for specific requirements using the procedures outlined in FAR 16.505(b) | ||
| 90 | Contractual | RFP 1 | 1 | RE "While a task order will not be awarded concurrently with the IDIQ" | |||
| For offerors holding facilities currently in preparation for the contract, and prepared to operate, will the Government reconsider negotiating Task Order awards upon IDIQ award for proposals that demonstrate readiness to perform all PWS requirements for Direct Care, Facilities, and Wrap Around Services? | Task orders will be awarded when a need exists. | ||||||
| 91 | Technical | PWS 2.5.4 | 9 | Will the Government please clarify requirements for storage of VSS digital media? | Sixty-days is the minimum storage requriement. | ||
| 92 | Contractual | Attachment 3 Price Proposal Sheet | Labor Rates tab | Will the Government accept the offeror providing additional labor categories? | |||
| Rationale: There is a single position titled Project Manager yet there are 3 different Projects Managers in the Sample Task Orders for to lead each service area (Direct Care, Facilities, and Wrap Around Services)? | Yes | ||||||
| 93 | Contractual | Attachment 3 Price Proposal Sheet | samples | Will the Government please clarify how it would like the Offeror to show discounts in the sample task order pricing tabs? | Please see revised Pricing Sheet. | ||
| 94 | Contractual | Attachment 3 Price Proposal Sheet | Labor Rates tab | Can the Government confirm that the labor categories Rates in the pricing sheet are ceiling rates at the ID/IQ level, and the additional tabs are for the sample Task order? | Yes, that is correct. | ||
| 95 | Contractual | Attachment 3 Price Proposal Sheet | samples | Can the Government confirm what additional information is required to submit to support Attachment 3, i.e. full build up on rates, and supporting salary data? | The Government will follow up with Offerors is Other Than Certified Cost and Pricing Data is required. | ||
| 96 | Contractual | Attachment 3 Price Proposal Sheet | samples | Can the government confirm what additional information is required to submit to support Attachment 3, summary pricing for each of the sample task order service areas? | See revised Pricing Sheet. | ||
| 97 | Contractual | PWS Vol 2 Technical Section 2 | 4 | RE: "Offerors shall submit Sample Order Approaches for each Task Area they wish to receive an award (Facilities |
Management, Direct Care, ICF & Wrap Around Services)"
Will the Government please clarify if it intends to award separate awards or pools for each service area (Facilities
| Management, Direct Care, ICF & Wrap Around Services)? | The Offeror's award will indicate which task area they are awarded in, if they submit for all three and are evaluated favorably in all three, a single contract will be issued indicating all three task areas. | |||||
| 98 | Technical | PWS Vol 2 Technical Section 2 | 4 | Will the Government please clarify what specific tasks are considered Direct Care, Facilities Management, and Wrap Around Services? Direct Care Services are defined clearly in the PWS but conflict with the Sample Task Order services PWSs. | The Government does not understand the question being asked. If the question is whether the offeror must be able to respond to all sample task order requirements, the Government's expectations is that the offeror must be able to provide a proposal that is responsible to at least one of the sample task orders. | |
| 99 | Technical | PWS Vol 2 Technical Section 2 | 4 | Will the Government consider modifying the Sample Task Orders to eliminate redundancies in the three Sample Task Orders? |
For example, the sample Task Orders for Direct Care and Wrap Around Services both list the Education Services and the Medical Services. Clothing is in both 2a Direct Services 2.7.7 and 2c Wrap 3.2.
Supplies, equip and property list is in both 2b and 2c.
Supplying Food Service Equipment such as refrigerators is in 2b and 2c.
Fire engines are in 2a and 2c.
Ambulances are in all three, 2a, 2b, and 2c.
| It is unclear if the Government intended for this redundancy and wants the approach provided multiple time and also priced multiple times. For Offerors intending to bid in all service areas, there is a lot of redundancy in pricing that would appear to much higher than an actual integrated, comprehensive solution for all the services in the PWS. Additionally, the repetitiveness can lengthen the evaluation process. | Each sample order is evaluated as a stand alone order. Sample order pricing is not cumulative. | |||||
| 100 | Technical | PWS Vol 2 Technical Section 2 | 4 | Will the Government consider providing a single Sample Task Order (or even the PWS instead of a sample task order) with clearly defined tasks for each of the three service areas, and allow Offerors to bid on one or more of the service areas with a page count allowed according to how many service areas are being proposed? (e.g., 20 pages for one service area, 40 pages for two service areas, and 60 pages for three service areas)? | No | |
| 101 | Technical | PWS 2.1.2, Sample PWSs, Pricing ss | 4 | The PWS and Sample Task Orders have different UC capacity requirements. The PWS is in increments of 400 up to 1200 UCs. The Sample Task Order pricing is in increments of 500. Offerors pricing models are based on the PWS. Will the Government consider modifying either the PWS or the RFP to make it consistent at either 400 or 500 UCs? | This was a typo in the IDIQ PWS, and should state "between 500 and 2000 children." and pricing should be in 500 increments from 500 to 2000. | |
| 102 | Contractual | PWS 2.1.2 | 4 | RE "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." | ||
| As there is a cost incurred by the Offeror with keeping a facility at warm status for unknown periods, how does the Government intend for Offerors to handle pricing costs for "warm status" facilities for task orders? | Warm Status pricing will be established at the task order level. | |||||
| 103 | Contractual | PWS 2.1.2 | 4 | RE "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." | ||
| As there is a cost incurred by the Offeror when holding a facility, how does the Government intend to handle facilities on this IDIQ? | The Government is not incorporating sites into the IDIQ award. If a Contractor is holding a site, without a task order award, they are doing so at their own risk. If warm status is anticipated in the performance of a task order, warm status pricing will be negotiated at the time and will include facility costs. | |||||
| 104 | Contractual | PWS 2.1.2 | 4 | RE "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." | ||
| As there is a cost incurred by the Offeror when holding a facility, if the Government finds a proposal for a facility acceptable, does the Government intend to sole source any awards to providers of the facilities and if so in what time frame? | The Government is not incorporating sites into the IDIQ award. Task orders will be issued based on need. The Government reserves the right to issue task orders on a sole source basis when deemed appropriate and executed in accordance with FAR 16.505(b)(2) | |||||
| 105 | Contractual | PWS 2.1.2 | 4 | RE "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." |
As there is a cost incurred by the Offeror when holding a facility, will the Government please explain how it plans to handle awards for facilities so we can plan for these costs and risks?
| The Government is not incorporating sites into the IDIQ award. If a Contractor is holding a site, without a task order award, they are doing so at their own risk. | |||||
| 106 | Technical | Attachment 3 Price Proposal Sheet | samples | The Sample Task Order requirements are for accommodating 1000 UCs, however the pricing spreadsheet requires pricing to start at 500 UCs. As there will not be 500 UCs in the sample task order scenarios. Will the Government clarify if its intention is that the site could ramp back down to 500 UCs during the period of performance? | The Sample Order PWs all call for services to be provided to a minimum of 500 and maximum of 2000 UC. The increment of 500 UC is the standard increment used. |
| 107 | Technical | Att 2a Sample PWS Direct Care | 45 | RE "Master’s degree in social work, 2 years of postgraduate direct service delivery experience or a Master’s degree or Ph.D. in psychology, sociology, or other relevant behavioral science in which clinical experience is a program requirement, plus 2 years of postgraduate direct service delivery experience/or bachelor’s degree plus 5 years clinical employment experience in the behavioral sciences. Must have supervisory experience and be licensed to provide clinical services." |
We assume the following is a correct understanding of meeting the requirement:
1. Master’s degree in social work, 2 years of postgraduate direct service delivery experience. OR
2. Master’s degree or Ph.D. in psychology, sociology, or other relevant behavioral science in which clinical experience is a program requirement, plus 2 years of postgraduate direct service delivery experience. OR
3. Bachelor’s degree plus 5 years clinical employment experience in the behavioral sciences In addition to one of the criteria above, the candidate: Must have supervisory experience and be licensed to provide clinical services.
| Please confirm. | This is correct. | |||||
| 108 | Technical | ORR policy | We assume the Government requirement for clinician ratio 1.12 per 500 is a total per 500 UCs, not on duty at all times. Please confirm. | The required clinician ratio is 1 clinician for every 12 UC or 1:12 (not 1.12 per 500). The staffing ratio is an overall staffing requirement of how many UC a clinician may serve as part of their case load. ICF must ensure there are enough clinicians on duty to handle crisis interventions and to provide regular counseling services to children as required by UC Policy Guide Section 3.3 Care Provider Required Services. | ||
| 109 | Technical | Att 2a Sample PWS Direct Care | 22 | We assume the Government requirement for Medical Staffing ratios per 500 required is in total per 500 UCs, not on duty at all times. Please confirm. | YES, in total per 500 UCs | |
| 110 | Technical | PWS 5.1.1.19 | 14 | Is there any circumstance where there is a nearby fire station that an exception would be made to have a firetruck and firefighters directly onsite? | The Government requests that the offeror provide this in their proposal (local firefighting capacbility and what they propose to do to make up for that if it is deficient). There is an NFPA manual specifically on evaluating this. | |
| 111 | Technical | Att 2b Sample PWS Facilities Management 4.3.7 | 16 | "The Contractor shall have a minimum of 3 ambulances (Advanced Life Support, Level 1 - ALS1)" |
For task orders, does the Government anticipate a ratio for the number of ambulances needed at a site based on UC capacity, or will 2 be needed as stated in the PWS?
| The number of ambulances should depend on the number of UC's & the size of the site. There should be a minimum of one ambulance per site regardless of size/capacity, up to 500 children & 1.25 miles travel distance from the ambulance parking area to the furthest possible response area. Add one additional ambulance for each additional 500 children and/or 1.25 miles. | |||||||
| 112 | Technical | PWS Section 2.3.1.1 | 5 | "A minimum of 1 acres of outdoor recreation for every 100 children accommodated. This should not include buildings, structures, roadways, and parking. A minimum of 1 acres of outdoor recreation for every 100 children accommodated. This should not include buildings, structures, roadways, and parking." | |||
| For a 2000 UC capacity site, would the Government accept 5 acres for outdoor recreational space or does the Government require 20 acres of outdoor space? | No. The Government maintains the minimum acreage as provided in the PWS. | ||||||
| 113 | Technical | PWS Section 5.4 | 38 | Will the Government please clarify what level of dental care is needed and what level of dental care would be reimbursable by ORR? | • | UC placed from the border must undergo a basic oral health screening as part of the initial medical exam performed within 2 days of arrival. Healthcare providers are expected to obtain oral health information and current concerns reported by the child, evaluate for signs/symptoms and perform a physical examination of the oropharynx | |
| • | Children with severe pain, difficulty eating or a potential dental infection must receive urgent/emergent dental care through a PCU-contracted dental provider (within the DenteMax network) in the immediate vicinity of the ICF |
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