Amendment_1_-Final.pdf

(x)

17-233-SOL-00063

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DAM

Bethesda MD 20814 8th Floor 7700 Wisconsin Avenue

DHHS/PSC/AMS/DAM

01/12/2017000001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

12/16/2016

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The solicitation is amended as follows:

(1) The responses to the questions submitted are incorporated herein

(2) The transcript of the Pre-Proposal Conference has been incorporated herein

(3) Section B.5.5 Indirect Rates

The requirement for ceilings on indirect rates has been removed

(4) Section G.7 Minimum Cost Information has been revised as follows:

Item number 6 has been changed from "Subcontractors - include, for each subcontractor, the same data as is being provided for the prime Contractor" to "Subcontractors - include, for each subcontractor, the same data as is being provided for the prime Contractor where applicable and appropriate for subcontract type."

(5) Section J - List of Attachments has been revised.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

JOSEPH J. E. PIRRONE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 95

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

17-233-SOL-00063/000001

Attachment J.1 Staffing Requirements has been amended

Attachments J.7-J.9 Pricing Scenarios have been amended to reference the sample wage determinations

Sample wage determinations have been added for each sector (See: Attachments

J.11-J.13).

(6) Section L.10 Past Performance Instructions

This section has been revised to change the section from "L.10 Past Performance

Instruction" to "L.11.10 Past Performance Instructions".

(7) Section L.10 Technical Proposal Instructions is amended as follows:

The minimum font size for graphics, figures, and tables is 9 point.

(8) L.11.2 Pricing Scenario

Sample wage determinations for each sector have been provided (See: Attachments J.11

- J. 13).

(9) Section L.11.10 Past Performance Instructions

The page limit for each performance reference is increased from one (1) page to two

(2) pages.

(10) Section L.11.5, Subcontracting Plan has been revised as follows:

Item number 6 and item number 7 have been removed.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Emergency Shelter Operations

AMENDMENT OF SOLICITATION NO. 17-233-SOL-00063

AMENDMENT NO.: 01

The solicitation is amended as follows:

(1) The responses to the questions submitted are incorporated herein

(2) The transcript of the Pre-Proposal Conference has been incorporated herein

(3) Section B.5.5 Indirect Rates

The requirement for ceilings on indirect rates has been removed

(4) Section G.7 Minimum Cost Information has been revised as follows:

Item number 6 has been changed from “Subcontractors - include, for each subcontractor, the same data as is being provided for the prime Contractor” to “Subcontractors - include, for each subcontractor, the same data as is being provided for the prime Contractor where applicable and appropriate for subcontract type.”

(5) Section J – List of Attachments has been revised.

Attachment J.1 Staffing Requirements has been amended

Attachments J.7-J.9 Pricing Scenarios have been amended to reference the sample wage determinations

Sample wage determinations have been added for each sector (See: Attachments J.11-J.13).

(6) Section L.10 Past Performance Instructions

This section has been revised to change the section from “L.10 Past Performance Instruction” to

“L.11.10 Past Performance Instructions”.

(7) Section L.10 Technical Proposal Instructions is amended as follows:

The minimum font size for graphics, figures, and tables is 9 point.

(8) L.11.2 Pricing Scenario

Sample wage determinations for each sector have been provided (See: Attachments J.11 – J. 13).

(9) Section L.11.10 Past Performance Instructions

The page limit for each performance reference is increased from one (1) page to two (2) pages.

(10) Section L.11.5, Subcontracting Plan has been revised as follows:

Item number 6 and item number 7 have been removed.

SUBMITTED QUESTIONS AND HHS RESPONSES

1. Question: Under Section G.7 Minimum Cost Information (subsection 6 thru 10) of the SOW, the government indicates that for subcontractors, the prime should include for each subcontractor, the same data as is being provided for the prime, including all non-labor costs, other direct costs, G&A rate and total, and fee rate and total. Is it the government’s intent to have this data submitted directly to the government by the subcontractor or provided to the prime in a sealed bid to be opened only by the government?

Answer: Section G.7 addresses post-award invoicing requirements for contractors. The government has revised the language specified in Section G.7 (see Question and Answer 42).

Regarding proposal instructions, the government has removed the requirements for subcontractor pricing data from Section L.11.5, Subcontracting Plan. See amendment.

2. Question: Under Section L.11.5 Subcontracting Plan (subsection 6) of the SOW, the government again indicates that if subcontractors are proposed, each subcontractor must complete a price proposal in the same format as the Offeror’s price proposal. Can the government clarify how this pricing information is to be conveyed to the government by the subcontractor, (i.e., directly to the government)?

Answer: The government has removed the requirements for subcontractor pricing data from

Section L.11.5, Subcontracting Plan. See amendment.

3. Question: Can the government describe the process for securely transmitting this proprietary information to the government?

Answer: Since the government has removed the requirements for subcontractor pricing data from

L.11.5, Subcontracting Plan, we don’t think this should be a problem. Offerors shall submit their own proprietary information utilizing the instructions in the solicitation.

4. Question: Could we re- apply for this new grant opportunity?

Answer: This is not a grant. The government intends to make contract award(s) from this solicitation.

5. Question: Is this grant based on an emergency need or is for a long term process?

Answer: This is not a funding opportunity announcement for a grant. This is a solicitation for comprehensive operations of emergency temporary shelters on federally owned or leased sites.

The government intends to make contract award(s) from this solicitation.

6. Question: What is the duration of the proposed grant?

Answer: This is not a grant. The government intends to make contract award(s) from this solicitation for one (1) year base period and 4 one (1) year contract options.

7. Question: Are there any incumbents? If so, who are the incumbents?

Answer: There are no incumbents for this specific solicitation. This is a new solicitation for comprehensive operations of emergency temporary shelters on federally owned or leased sites.

8. Question: Since this procurement includes Staffing, Medical, Wrap Around, Transportation and

Training Services will more than one IDIQ be awarded per Sector?

Answer: The government intends to award one (1) or more contracts per Sector.

9. Question: Will the Gov’t consider breaking up the requirement?

Answer: The solicitation is for comprehensive operations of emergency temporary shelter(s). The government does not intend to break up the requirements.

10. Question: Regarding C.2.1, “Phase 1: Within 30 days of notification, contractor must have the ability to provide all required services for a minimum 50% of a facility’s identified capacity.

Phase 2: Within 60 days of notification, contractor must have the ability to provide all required services for 100% of a facility’s identified capacity” Should the contractor assume upon award that all current and future Shelter Sites are to manned by new contractor?

Answer: No, the offerors should not assume upon award that all current and future Shelter Sites are to be manned by the new contractor. The Government has not yet determined any specific site(s) which would be supported by the awardees of this solicitation. The Solicitation is for the comprehensive operations of emergency temporary shelter facilities on federally owned or leased sites only. The C.2.1 requirements apply only after issuance of a task order.

11. Question: Does the Gov’t anticipates a chance to retain and rebadged current staff?

Answer: This is a new requirement. Since there is no incumbent, there is no retention of staff possible. Regarding badging, if contractor has staff who are background cleared in accordance with the requirements of the contract, at the time of award, the government will consider accepting the current background clearance.

12. Question: Under this contract will UC’s be able to be billeted in soft sided shelters, should the situation require it?

Answer: Semi-permanent structure billeting is a possibility depending on the specific sites selected.

13. Question: Applicable Wage Determinations (Sections B.5.1 and B.5.2, page 3). This section requires the Offeror to proposed maximum direct labor (pay) rates for all labor classifications.

However, Wage Determination (WD) wages are essentially fixed by location, and can vary substantially from location to location. To identify a cap would require Offerors to determine and use the highest WD pay rate in each sector, from among hundreds of potentially applicable WDs.

In addition, WD pay rates are subject to adjustment on an annual basis, and the contractor is generally entitled to pass the increased costs to the Government. Accordingly, we recommend that the Government delete entirely the requirement to identify maximum direct labor rates for

WD labor classifications and note that WD wage rates will be incorporated at the task order level.

Answer: The Government has identified a specific sample wage determination to be used for each sector to assure comparable pricing among Offerors for evaluation purposes. See amendment.

14. Question: Section B Rates for Non- Wage Determined Positions (Sections B.5.1 and B.5.2, page

3). The RFP instructions state that the Contractor propose labor rates and “shall not exceed the maximum, unloaded hourly labor rates for each category listed.” Under a cost-reimbursement contract, however, the contractor is entitled to be reimbursed for all actual allowable costs. Direct labor rate caps shift some portion of performance risk to the contractor that is not contemplated by the FAR. Accordingly, we recommend that this requirement be deleted entirely.

Answer: This requirement will not be deleted. The FAR does not prohibit the government from establishing labor rates or other rate ceilings in cost reimbursement contracts. We have attempted to remove some of the risk on contractors by accepting the suggestion proposed in Question 15 below. Additionally, we have removed the requirement for ceilings on indirect rates. However, the government is encouraged to take actions to alleviate risk to the government as much as possible. Establishment of maximum labor rates allows a means to meaningfully evaluate the proposed prices, hold contractors to the pricing proposed at a reasonable level, and shift some of the risk of the cost of performance to contractors without violating the FAR.

15. Question: Pricing Scenario for Wage Determined Positions (L.11.2, page 64). This section states

“The direct labor rates used in the pricing scenario must match the ceiling rates proposed by the offeror in the Section B.” For SCA wage determined positions, we recommend that the

Government identify a specific sample wage determination to be used for each sector to assure comparable pricing among Offerors for evaluation purposes. As an example, the RFP could state that all pricing for WD positions in Sector 2 be based on the WD for the San Antonio area (Bexar

County). All Offerors would use this WD as the basis for labor rates for wage determined positions. This would ensure that differences in total evaluated price are due to “real” cost factors rather than the Offeror’s choice of a particular locality in its price proposal. At the time of a Task

Order proposal, rates can be easily adjusted based on the difference between the “sample WD” and the WD where the work will actually be performed.

Answer: See answer to Question 13

16. Question: Security Guard Qualifications (Attachment J.1.) For the Security Guard classification

(page 9), please confirm that security guards must be trained and licensed as per the requirements of the jurisdiction (we note that training and licensing is not listed with the job requirements as it is with other job descriptions).

Answer: Security and other positions must meet the job requirements of their respective jurisdiction, if such requirements exist, to be able to perform the job duties indicated in the solicitation. See amendment.

17. Question: Nearly all states require the employer of security guards to be licensed as a security guard company. Is this requirement applicable?

Answer: Security and other positions must meet the job requirements of their respective jurisdiction, if such requirements exist, to be able to perform the job duties indicated in the solicitation. See amendment.

18. Question: Sector Pricing Scenario (Attachments J.7 through J.9) The Sector pricing scenarios include a labor classification “NURSE,” distinct from “REGISTERED NURSE” “LICENSED

VOCATIONAL NURSE.” However, Attachment J.1 Staffing Requirements does not have a description of this position. Please clarify.

Answer: Attachment J.1 has been amended

19. Question: Sector Pricing Scenario (Attachments J.7 through J.9) The Sector pricing scenarios include a labor classification “MEDICAL COORDINATOR/PRIMARY CARE STAFF.”

However, Attachment J.1 Staffing Requirements does not have a description of this position.

Please clarify.

Answer: Attachment J.1 has been amended

20. Question: Price Evaluation (NC IDIQ) (M.7). Please confirm that the price evaluation will be conducted using offerors’ proposed indirect rates, not proposed indirect rate caps.

Answer: The government has removed the requirement to establish indirect rate ceilings in the contracts, unless a rate ceiling is established in an offeror’s negotiated indirect rate agreement.

The price evaluation will be conducted using offerors’ proposed indirect rates.

21. Question: Sites Expected to Be Covered by the New Contracts. Could you please clarify whether the awardee of the Sector 3 contract will receive a task order to provide services at the existing Homestead shelter? If so, is it anticipated that all services will transition to the new contract (direct care, case management, medical, wrap around and support services, etc.)?

Answer: See Question and Answer 10.

22. Question: If not all services will transition to the new contract, can you please clarify which services will transition and which will not.

23. Question: Is the current temporary shelter at Fort Bliss expected to be part of this contract?

24. Question: Are there other sites where ORR is anticipating opening additional temporary shelter care facilities in the next six months?

25. Question: Training (C.2.3). The RFP states that “the Contractor staff will be required to attend training provided by the Government.” Can you please provide additional information on the content and expected duration of this training?

Answer: Training provided to contractors will be on program specific policies and procedures.

Specific training requirements will be detailed in requests for task order proposals.

26. Question: Emergency Action and Evacuation Plan (C.2.4). The RFP states the Contractor shall develop an emergency plan (page 16) and provides content requirements for the plan. Could you please clarify whether this plan should be included in the IDIQ proposal, after award of the IDIQ, or as part of the Task Order process for a specific site?

Answer: Emergency Action and Evacuation Plan will be site specific and will be a requirement post award. This plan is not a requirement for the IDIQ proposal, and specific plan requirements will be specified in task orders.

27. Question: Is there a list of shelter addresses and specifics of what will be available at each location?

Answer: There are no specific sites identified other than the states located in each Sector.

28. Question: Virtual Pre-Proposal Conference (L.8). The proposal instructions request that Offerors also submit the questions that they intend to ask at the meeting in writing and in advance. Can you clarify how this will work? Is the list of oral questions different than the regular questions that were submitted on January 3rd? If so, how and when should the written version of the planned oral questions be submitted?

Answer: If the offeror has already submitted a written version of a question prior to the January rd deadline, they do not need to submit it again. The only written questions submitted should be the questions they plan to ask during the conference.

29. Question: When does the government intend to make an award?

Answer: The government intends to make awards in late February.

30. Question: Cadre Staffing Requirements – Logistics Lead (Attachment J.1). The requirements for the Logistics Lead position include an MBA degree and extensive and specific experience in the travel industry. We recognize that ORR is seeking a seasoned professional who can effectively plan and operate the challenging transportation needs of the UC program. However, this is an unusual combination of education and experience and serves to rule out many individuals who have demonstrated great proficiency in planning / operating complex national transportation programs. Would the Government consider changing the education requirement to a Bachelor’s degree and deleting the specific requirement that experience must be “in the travel industry”? We believe this will increase the likelihood of the contractor providing a candidate who is best equipped to oversee the coordination of daily UC and staff travel arrangements.

Answer: The government will not change the requirements. Logistic Leads is a key personnel position responsible for coordinating the travel needs of potentially several large sites. The requirements are to ensure that this position is filled by someone with a high level of experience and expertise.

31. Question: Past Performance Instructions (L.10). Given the magnitude and growth rate of the

Homestead program, we recognize that ORR is very interested in accurately assessing the past performance of bidders on projects of similar size, scope and complexity. However, the proposal instructions limit the description of each past performance reference to only one (1) page. This limits the bidder to providing a cursory overview of the program and the company’s experience and performance. Given the importance of this factor in assessing performance risk, we suggest allowing bidders to provide a more detailed description of each reference and more fully demonstrate relevance to the current requirement. A limit of two pages per reference would allow a more helpful presentation of each reference and provide ORR with a more substantial basis to evaluate contractor past performance, operational capability, and risk level.

Answer: This solicitation is not specific to any specific sites other than locations identified under each sector. The limit to past performance references is amended to two (2) pages.

32. Question: Education Instructors and Lead Teacher (Attachment J.1). Although these positions are listed in Attachment J.1, the Statement of Work provides minimal information about educational services requirements. Can you please clarify the following:

a. Is the Contractor expected to provide all supplies and equipment for educational services?

Examples listed in the 2015 RFP include notebooks, pens/pencils, scissors, labels, etc.

Answer: Contractor will be expected to provide all supplies and materials necessary to the provision of required services, including education. Specific information will be included in requests for task order proposals.

b. Is there a required staff to UC ratio for classroom instruction per classroom?

Answer: There is no required teacher to UC ratio. However, the expectation will be that required ratios of staff to UC will be observed at all times. Specific information will be included in requests for task order proposals.

33. Question: Medical Services (C.2.4). Is there a required ratio for UC to staff for medical staff per shift?

Answer: There is no required medical staff to UC ratio. However, the expectation is that there will be sufficient medical staff available to provide adequate medical care to the number of UC on site as appropriate to any child care residential setting.

34. Question: Technical Proposal Instructions – Page Limit (L.10). The page limit for the Technical

Proposal is 100 double-spaced pages. In the 2015 RFP, the page limit was essentially the same

(50 pages, but single spaced). However, the 2015 RFP called for a separate proposal for each of five separate task areas, so each proposal needed to cover a much narrower area of performance.

In effect, the new proposal instructions provides bidders with about the same amount of space to describe their approach as the last RFP, but the combined program under a single contractor requires that many more topics be addressed. Would ORR consider deleting the requirement for

“double-spaced pages”?

Answer: The requirements will remain 100 double-spaced pages.

35. Question: Technical Proposal Instructions – Font Size (L.10). The proposal instructions indicate the Technical Proposal should be in 12 point font. Typically, graphics, figures, and table use smaller font. Is it acceptable to use smaller font for graphics, figures and tables as long as they are clearly legible?

Answer: Yes but no smaller than 9 point font. See amendment.

36. Question: Technical Proposal Instructions – Use of 11” x 17” Page (L.10). Is it acceptable to utilize a fold out 11” x 17” page in the Technical proposal for a large chart or graph, with the understanding that it would count as two pages?

Answer: Yes.

37. Question: Work Schedule for Case Managers and Clinical Counselors (C.2.3 and Attachment J.1

- pg. 6). Section C (pg. 10) states that Contractor Case Manager and Clinical Counselor staffing positions will be required “during normal business hours such as 9:00 a.m. to 5:00 p.m., seven days a week.” However, Attachment J.1: Deployment Staffing Requirements (pg. 6) states that these positions work from 8:00 am-8:00 pm. Can you please clarify the normal working hours for these positions?

Answer: Requirement is as indicated in the Solicitation, C.2.3, normal business hours from 9:00 a.m. to 5:00 p.m., seven days a week, unless otherwise specified by the government. See amendment.

38. Question: Subcontracting Plan (L.11.5). The instructions list information that should be provided for each subcontract over $700,000. However, since this is an IDIQ contract, there is no way of knowing what (if any) work will be performed by the contractor, and therefore no way of knowing if a subcontractor will be utilized. Can you please clarify what information is being requested?

Answer: L.11.5 has been changed to remove items 6 and 7. See amendment.

39. Question: Subcontracting Plan (L.11.5) states that the proposal should include a commitment letter from the subcontractor detailing, among other things, “a complete price proposal in the same format as the Offeror’s price proposal.” Given that no work is specified under the IDIQ contract, can you please clarify what is required? As an alternative, would it be preferable to request this type of information as part of a Task Order proposal?

Answer: L.11.5 has been changed to remove items 6 and 7. See amendment.

40. Question: Will any of the UCs being escorted be considered violent or high risk?

Answer: The government does not anticipate escort of violent or high risk UC

41. Question: Child Abuse and Neglect (CAN) Check (Attachment J.1). The requirement for a CAN check is included in each of the Cadre Staffing positions, but is not contained in any Deployment

Staff position descriptions. Is this difference intentional?

Answer: All personnel must have a clean criminal background check and Child Abuse and

Neglect check. See amendment.

42. Question: Minimum Cost Information (NC IDIQ) (G.7). This section states that “Subcontractors

(if applicable) - include, for each subcontractor, the same data as is being provided for the prime

Contractor.” Subcontracts may be for commercial items, such as meals, or may be fixed price, such as shower retrofitting, or time and materials, such as medical personnel. We suggest that item #6 be reworded to read “Subcontractors - include, for each subcontractor, the same data as is being provided for the prime Contractor where applicable and appropriate for subcontract type.”

Answer: The Government agrees with the recommended language. See amendment.

43. Question: General question: Applicability of Wage Determinations. It appears that many of the labor classifications listed in Attachment J.1 are subject to the Service Contract Act (SCA).

Based on this, a significant portion (65% or more) of the estimated labor hours included in the

Sector pricing scenarios (Attachments J.7 through J.9) apply to these wage-determined classifications. To assure cost estimating consistency among offerors, could you please confirm which labor classifications are subject to the Service Contract Act and identify the occupational code associated with these positions. Based on a comparison of position descriptions in

Attachment J.1 of the RFP with the DOL Directory of Occupations, we have identified the following labor category and occupational code mapping. Please note that we suggest that the blue shaded rows are subject to the SCA.

Labor Category Proposed SCA Occupational Code

Program Director Exempt

Administrative Assistant 01020 - Administrative Assistant

Shift Supervisor Youth Care Worker Exempt

Shift / Team Leader Youth Care Worker 28515 - Recreation Specialist

Lead Case Manager Exempt

Case Manager Exempt

Case Aide 01113 - General Clerk III

Youth Care Worker 24620 - Family Readiness And Support Services Coordinator

Youth Care Worker Relief 24620 - Family Readiness And Support Services Coordinator

Clinician Exempt

Lead Clinician Exempt

Medical Coordinator/Primary Care Staff ? ? (no position description provided in J.1)

Licensed Vocational Nurse 12073 – Licensed Practical Nurse III

Certified Nurse’s Assistant 12223 - Nursing Assistant IV

Registered Nurse 12312 - Registered Nurse III

Educational Instructor Exempt

Lead Teacher Exempt

Physician Exempt

Nurse ? (no position description provided in J.1)

IT Specialist 14170 - System Support Specialist

Escort/Youth Care Worker 24620 - Family Readiness And Support Services Coordinator

Security Guards 27102 - Guard II

Answer: The Government cannot identify by labor category which positions are subject to the

Service Contract Act by labor category name or description. For solicitation purposes, all positions are tied to Wage Determinations. It could be that personnel are exempt from Service

Contract Labor Standards statute if they meet exemptions under the statute (such as

Administrative or Professional Exemptions as defined under the Service Contract Labor

Standards statute). Exemptions are between the Contractor and the Department of Labor since there is no way for the Contracting Officer to be able to determine by labor category whether the requirements of the Professional Exemption or Administrative Exemption are met up front.

44. Question: Transmittal letter is not mentioned, (If we provide a transmittal letter will it be included in the page count).

Answer: No.

45. Question: For the CD submittal, is the pdf format allowable or does it have to be MSWord?

Answer: The .pdf format is allowable.

46. Question: Page 13 under clothing, the RFP states that the contractor shall provide age and weather appropriate clothing items and shoes for ages 13-17. This RFP is for Infant through age

17, will the contractor be required to provide clothing and shoes for all UC’s or just ages 13-17?

Answer: The RFP is for ages 13-17. Contractor(s) must provide age and weather appropriate clothing to all UC placed in the site for which they are providing services. See amendment.

47. Question: If a subcontractor uses commercial rates such as GSA schedule rates, does the

Government require cost buildup data based on a cost reimbursement contract type? If so, what level of supporting data is required?

Answer: The government is not sure whether this question is in reference to proposal instructions stated in Section L, or contractor requirements stated in Section G.7. See Question

42 for the Government’s response in relation to contractor requirements for invoicing.

Regarding proposal instructions, the Government has removed the requirement for submission of subcontractor pricing data. See amendment removing items 6 and 7 from L.11.5 Subcontracting

Plan.

48. Question: Do the deployed staff members need to reside in the local area of the ORR field office and/or shelter?

Answer: There are no residency requirements for staff.

49. Question: Can subcontractor cost build up data be submitted in a sealed package directly to the

Government?

Answer: The Government has removed the requirement for submission of subcontractor pricing data. See amendment removing items 6 and 7 from L.11.5, Subcontracting Plan.

50. Question: Can tables and graphics include text that is less than 12 point font?

Answer: See Question and Answer 35

51. Question: Can text within tables and graphics be single-spaced?

Answer: See Question and Answer 35.

52. Question: Is there an incumbent?

Answer: This is a new requirement. There is no incumbent.

53. Question: If there is more than one award per sector, will Task Orders be competed? If so, could there be more than one contractor providing different activities at a single location.

Answer: See Section H.1 of the solicitation. It is anticipated that the task order awardee will provide all services for the site.

54. Question: Attachment J.7, page 1, cell B26. Specify what type of Nurse. Note that there is already a Labor Category for a Licensed Vocational Nurse, Certified Nurse Assistant, and a

Registered Nurse.

Answer: The government will accept a combination of the nursing professionals. It is the offerors task to propose the appropriate number/combination of nursing professional would be appropriate to provide accurate medical services to UC. ORR does not have specific ratio requirements for medical care.

55. Question: I noticed medical insurance wasn't clarified. So, I wanted to ask do I need to price an indirect cost plan, or are the children on medicaid /or equivalent.

Answer: No. Medical care provided to UC outside of any given facility (ie, hospitals, off-site medical providers, clinics) are covered through an internal ORR process. Medical care that is provided onsite at an ORR facility is through this contract via nurses, physicians etc. that Offerors are asked to staff.

56. Question: We submitted an RFP back in August. Are you asking for programs to resubmit the

RFPs?

Answer: This is a new solicitation for Comprehensive Operations of Emergency Temporary

Shelter on federally owned or leased sites. This is not a funding opportunity for grant awards for state licensed residential shelters. The government intends to make contract award(s) from this solicitation.

57. Question: Is it possible for ORR to provide an extension for the submission of this proposal?

Answer: There will be no extensions for proposals for this solicitation.

58. Question: Will the source selection team perform a financial capability to perform assessment?

Answer: The government will be performing a responsibility determination as described in FAR

9.104.

59. Question: Names of countries that will be eligible

Answer: Services are to be provided to locations specified in each Sector.

60. Question: After reviewing the presolicitation notice we were unclear whether this intends to be awarded as a single award IDIQ or a multi award IDIQ with competed Task Orders. Would you be able to clarify?

Answer: The government included 52.216-27 Single or Multiple Awards in the solicitation.

Thus, the government reserves the right to make multiple awards under which there will be competed task orders or one single award IDIQ.

61. Question: What is the estimated Budget for this Purchase

Answer: Due to the nature of the work and the ever changing influx of UCs, the estimated budget cannot be provided.

62. Question: As I read through the above referenced Solicitation it sounded as if this requirement was an additional requirements to the Temporary Shelter (Base camp). That brings me to my question, did/does your agency have a requirement for a temporary detention center / base camp? If so, are you still accepting offers?

Answer: This is a solicitation for Comprehensive Operations of Emergency Temporary Shelter on federally owned or leased sites.

63. Question: Is it the intent of the Government to award one or more contracts in each of the

Sectors? For example, could more than one vendor be contracted to serve one Sector for the duration of the contract?

Answer: The government intends to make one or more awards per Sector.

PRE PROPOSAL CONFERENCE TRANSRIPT

>> ANDREA HELLING: Hello, everyone. You are dialed into the ORR Pre-Proposal conference call. We'll get started in a couple of minutes.

Thank you for joining.

>> ANDREA HELLING: Hello, everyone. This is Andrea Helling again. I'll be leading most of today's presentation. Joining me is my colleague, the division director for the Division of

Unaccompanied Children Services and joining us from TSC, I'll turn is over to Isaac or Jennifer to introduce your team.

We'll unmute you in just a second.

Isaac and Jennifer are on from the program center, and they'll walk us through some of the certifications on the proposals. Today on the Web Ex we'll look at the proposal.

So the Office of Refugee Resettlement has two primary responsibilities caring for -- providing services and benefits to refugees and the other piece is serving -- taking care of unaccompanied children after they come into the United States. That's what we're talking about today.

Unaccompanied children are generally referred to HHS from the Department of Homeland

Security, and children come across the U.S/Mexico border and are either apprehended by or turn themselves into border patrol agents, and under current U.S. law there is 72 hours to transfer the children into custody.

We'll pause for a minute for the audio issues. Standby, please.

I think we have fixed the audio issue.

Children are referred to us 24 hours a day, 7 days a week all day long. That referral comes into

ORR and we designate a place for the child to go in one of our shelters. We take care of children from 0 to age -- to the day they turn 18, and once they turn 18 they go back to DHS. While with us, they're in the legal custody of the federal government so they stay in the care of the organization running the shelter, which most cases is an ORR client. What we're talking about today, it is -- it would be an ORR contractor. Over the last couple of years -- this program started in 2003, and the numbers have significantly increased. In 2014 HHS didn't have enough beds ready for all the children coming in our care very quickly from the U.S. /Mexico border and we ended up running out of shelter space quickly and we operated -- (audio issue).

We're going to mute again and see if we can fix the audio quality.

Since that time, ORR has developed a variety of mechanisms to ensure we have enough bed space available for all children referred to our care. In 2015/2016 we engaged in an all-out government effort to identify additional shelter space if that became necessary. In -- as you see from the graph, in

2015 the numbers declined again, but in '16, the fiscal year we just finished, ORR cared for almost 60,000 children. We were able to care for every single child directly from the border. Not a single child stayed with the border patrol any longer than 72 hours, and we were able to accomplish this by partnering with federal agencies on identifying different types of shelter space and increasing the number of beds in our permanent shelter network.

When a child comes in our care, we're providing care and custody, and providing all needs, shelter, food, clothing, medical management and case management. When the child is in our care the shelter providers start the process to identify a potential sponsor for the child to live with in the U.S. while that child is going through immigration proceedings, and as soon as that potential sponsor -- usually a family member is identified -- the shelter starts the process of collecting, working with the sponsor to fill out paperwork, doing background checks and making sure that there is a safe, secure place for the child to live while they're going through immigration court.

While we're doing that one of our primary objectives is both safe and timely release of the children to ensure that the placement is in the best interest of the child while that child is in the United

States, and every sponsor is evaluated to determine that they can meet the needs of the child. That process has been significantly enhanced over the last couple of years.

The release process involves a variety of steps, including assessment of the child, of the sponsor, criminal history assessments and in some cases under the Traffic Victim Reauthorization Protection Act of 2008, also in home studies to look at the suitability of the homes. When the paperwork has been collected and the shelter makes a recommendation, that package is sent to a third party for review to ensure that all steps have been completed and provide current recommendations before it comes to the federal office for the final determination on whether or not to release the child.

Over the last couple of years, more than half of the children we have released into the United

States have gone to live with a parent, and then another chart here shows close family members, siblings, grandparents, aunts, uncles, sometimes other, more distant relatives. There are a handful of kids that they don't have a family member who's able to care for them in the United States and they're released to a family friend that's been identified by parents or legal guardian in the country of origin.

Currently ORR has operated about 100 shelters primarily in the southwest ran by grantee organizations and they're all State-licensed and vary in size from small up to a couple hundreds beds in the shelters. In order to respond to the increase in the number of children referred to our care in 2016

ORR also went into temporary shelter space. Last year we opened a temporary shelter that was opened for a month in January. We closed that when we didn't need it. Two different shelter spaces opened in

Homestead, Florida and a Department of Labor Job Corps site that's currently used as a Job Corps location, we have operated that via contract mechanism since June. Then in September we opened the second temporary shelter as part of Fort Bliss that's in New Mexico, and the part of land we're using, it is

Chaparral, and that's being ran via grant mechanism.

The solicitation we have currently posted for future temporary shelters, in the event we need additional shelter space we have to work with different government agencies to identify land and facilities we can use in the event that additional shelter space is needed. Going forward, the future temporary shelters will be operated through contracts. The contract solicitation effort will result in multiple awarded contracts with cost-reimbursement task orders.

With that, I'll turn it over and Brian will unmute the lines for our colleagues from the program support center to provide a bit of information on the proposal. And while we're doing that, I'll also say that we're happy to receive questions after this. We'll do our best to answer the questions. Some we may not be able to answer online today but we'll take back and provide a written answer after that, and as we do that, the audio line may be a little rough but we'll do our best to take questions.

With that, Isaac, your line, it is opened.

If you can identify what call-in line you are? I don't think -- we need your dial-in number, which line you are. You can tell Brian via the chat and we'll unmute you.

We're going to unmute everyone and Isaac, we will turn it over to you. Just a second and we'll have everyone unmuted.

Other folks on the line not speaking, please mute your line.

>> ISAAC BELLAMY: Thank you so much, Andrea.

I just wanted to -- I'm Isaac Bellamy. I'm serving as the contract specialist.

I want to reiterate a few things about the proposal. The proposals are due on January 25th at

1:00 p.m. eastern time. We would like a hard copy of the proposals and we also are requesting electronic copy.

The address, it is in Section L and also if you are -- unless you're using (indiscernible) there is a different zip code, be aware of that. If you plan to drop the proposal off in person, you need to call

301-492-4950, and all the information is there in Section L.

I also wanted to clarify -- I know there are a few other questions that we received, people wanted to know how many awards we plan to make. I know we're not sure, but we'll definitely make one award per each sector. We have at least three awards at a minimum.

The information for subcontractors that we included with the solicitation, that will be removed with an amendment and we also plan to address the ways determination with an amendment as well.

That's all the information I have. I'll give the floor to you, unless you want to go into questions.

>> ANDREA HELLING: Thank you. That's helpful.

On our end here at ORR we're receiving some questions that folks are sending to us via the Web

Ex. We're happy to start walking through those.

The first one I can read out, there is a need to serve up to 5,000 children. Is this 5,000 children per sector or do we plan to divide the 5,000 children among all three sectors?

The answer to this question is that the 5,000 threshold will be per contract because there's a real possibility that there could be more than 5,000 beds in a sector. So it is really per provider.

ORR Post-Call Clarification:

It can be up to 5,000 beds per task order.

The second question: Is it the intent of the government to award one or more contracting sectors?

Could one vender be contracted to serve one sector for the creation of the contract -- for the duration of the contract?

>> The intent is to award one or more contracts per sector.

>> The third question we received so far, proposal request, is it only for children 13 to 18 years of age?

>> Yes. The influx facilities will only have children 13 to 17 years of age. ORR does not have custody of 18 year olds. The children younger than 13 will be designated to other more permanent or to our capacity.

>> Those are the questions we have received so far.

If you're interested in asking a question, we'll unmute the line in a second. It is easier for everyone for audio purposes to take the questions online.

The next question is: ORR will continue to be the transitional foster care for youth under 13?

Yes. I want to clarify, it is -- it is our intention to continue doing our primary operations through a state-licensed grantee. This is for temporary shelter in the event additional capacity is needed, this contract, beyond what we have available in our grantee network and transitional foster care is an important component, particularly for children with special needs and tender age children, particularly those under the age of 13. We'll continue to run the different types of shelters, transitional foster care, long-term foster care, regular shelters, staff-secured shelters and different shelter locations. This contract is meant to augment that when we have additional children referred to our care where we don't have capacity in our shelter network.

The next question, it is: If a vender has already applied to a 3-year contract that's now null and void should we reapply for this?

>> This is separate from the funding opportunity announcement for permanent shelter facilities.

That is still ongoing, and it that is for our permanent shelter capacity. Again, this particular solicitation, it is for emergency influx facilities on government owned or leased sites. To iterate what Andrea said, this is to supplement our permanent capacity in the event that we can't accommodate all the referrals. This is for temporary.

>> The question, to clarify before, on the -- over the summer and again in October, our posted grant opportunity announcements, 3 years, 3-year grant opportunities, this is separate from those grant opportunities that will be using funds that work in shelters.

The next question we have: The homestead, will that be part of the new contract?

>> This is separate from the contract mechanism that we're using in Homestead, and that's being ran as a grant and it will not be available to this. This contract package is for the new package going forward.

With that, we don't see any more questions on the right-hand chat function of the Web Ex. We'll unmute the line.

Here is a couple more coming in. Thank you.

Estimated released dates, questions that were previously submitted, Isaac, I will defer to you on that one. Although it is probably harder to do I think we'll post them either today or Monday, the questions that were already submitted.

The next question: If the organization applied for the temporary contract, for this contract, if they currently have a funding grant award -- a grant award and the answer is absolutely. This is -- this contract solicitation is open to all vendors and qualifications, including organizations who currently have either a contractual or grantee relationship with ORR.

The next question: If there are additional beds needed -- and this is to emphasize this contract proposal mechanism is to provide care and operations in the event that additional beds are needed in the future.

Again, we -- we have a couple more questions coming in here. Sorry. We have to scroll all the way back up.

The question, it is how soon will the response for this temporary shelter occur? I think we need that person to provide more clarity on what you're asking. We plan to make awards in February. I'm not sure if that's your question.

The next question: If a company has an approved indirect cost rate for a specific division, that is for services that are much like the procurement but for a different government department, should that indirect cost rate be used? We'll get back to you on that one. That's a PSC question.

Isaac, please note that question, and after I get through some of these others, we'll come back to the questions that are ones that you could answer.

Subcontracting plan, the next question, it is to give guidance on how to get letters of commitment if an organization is trying to keep in business for a local area and sector.

Another PSC question: Is the page count included for the technical proposal -- is the business proposal, 12-font and double spaced? Also for PSC.

Can we use a smaller font size…