Solicitation_17-233-SOL-00063.pdf

17-233-SOL-00063

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 75

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

12/16/2016 X

DAM

DHHS/PSC/AMS/DAM

7700 Wisconsin Avenue 8th Floor Bethesda MD 20814

Isaac Bellamy 7700 Wisconsin Avenue, 7th Floor Bethesda, Maryland 20814* 20857 for US Postal Services

SEE BLOCK #7 1300 ET 01/25/2017

ISAAC J BELLAMY

Isaac.Bellamy@psc.hhs.gov

PAGE(S)

JOSEPH J. E. PIRRONE

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 75

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

17-233-SOL-00063

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

Emergency Shelter Operations

FOB: Destination

1 Base Period: Emergency Shelter Operations

2 Option Period 1: Emergency Shelter Operations

3 Option Period 2: Emergency Shelter Operations

4 Option Period 3: Emergency Shelter Operations

5 Option Period 4: Emergency Shelter Operations

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Emergency Shelter Operations

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

This contract is for the provision of temporary shelter care services for unaccompanied children.

B.2 TYPE OF CONTRACT

The contract type awarded is Indefinite Delivery Indefinite Quantity (IDIQ).

B.3 TYPE OF ORDERS (NC IDIQ)

Task or delivery orders issued under this IDIQ contract shall be: cost reimbursement

B.4 MINIMUM AND MAXIMUM QUANTITIES (IDIQ)

The funding for the minimum guarantee is not currently committed and awards will only be made when and if funding for the minimum guarantee becomes available.

During the contract period, the Government shall place orders totaling a minimum of $1,000.00.

This reflects the contract minimum for the entire period of performance, including any options.

The contract maximum for the entire period of performance, including any options, shall be for the placement of orders totaling a maximum of $500,000,000 per Sector awarded.

B.5 CONTRACT PRICING (NC IDIQ)

The price for each task order will be based on the negotiated unit prices listed below and estimated level of effort to be determined at the time of task order award.

The Contractor will be reimbursed in accordance with pricing section of each task order for satisfactory performance of the work.

Direct Labor - The Contractor shall not exceed the maximum, unloaded hourly direct labor rates for each category listed below.

***The IDIQ contract will only list pricing for Sectors for which the offeror receives an award.

B.5.1 Cadre and Infrastructure

Direct Labor Rate

Labor Category Base

Period

Option

Period 1

Option

Period 2

Option

Period 3

Option

Period 4

B.5.2 Deployment

B.5.2.1 – Sector 1

NOTE: See list of states in Section C.1

Direct Labor Rate

Labor Category Base

Period

Option

Period 1

Option

Period 2

Option

Period 3

B.5.2.2 - Section 2

Direct Labor Rate

Labor Category Base

Period

Option

Period 1

Option

Period 2

Option

Period 3

B.5.2.3 Sector 3

Direct Labor Rate

Labor Category Base

Period

Option

Period 1

Option

Period 2

Option

Period 3

B.5.5 Indirect Rates

Fee – The Contractor shall not exceed the following ceiling rates:

Fixed Fee Ceiling for Prime Contractor (%)___

Fixed Fee Ceiling applied by Prime Contractor on Subcontracts (%)___

While ceiling rates are established, a fixed fee will be negotiated at the task order level.

Indirect Rates - Pursuant to the General Provisions of this contract, and FAR Clause 52.216-7, Allowable Cost and Payment, the following provisional and ceiling rates are established:

***The Type of Indirect Costs listed below may need to be changed based on the contractor’s accounting system.

Type Provisional** Ceiling* Base

Fringe

Overhead

G&A

*In addition, it is hereby agreed that the above ceiling rates are to be used for the life of the contract.

**For Contractors that have an approved Negotiated Indirect Cost Rate Agreement: The

Contractor shall use the organization's current negotiated provisional indirect cost rates for billing purposes unless lower ceiling rates have been negotiated and established under the contract.

For Contractors that do not have a Negotiated Indirect Cost Rate Agreement: The Contractor shall submit an indirect cost rate proposal to their cognizant Federal agency within 90 days of contract award for the review and negotiation of provisional rates. The indirect cost rate proposal shall be submitted to the Contractor's cognizant Federal agency. If HHS is the cognizant Federal agency, the office responsible for the negotiation of indirect cost rates for HHS profit-making contractors is: Director, Division of Financial Advisory Services, Office of Acquisition

Management and Policy, National Institutes of Health, 6100 Building, Room 6B05, 6100

Executive Blvd MSC-7540, Bethesda, MD 20892-7540. The cognizant Federal office responsible for the negotiation of indirect cost rates for nonprofit organizations where HHS has cognizance is: Program Support Center (PSC), Division of Cost Allocation (DCA). The PSC

DCA is comprised of four field offices and a DCA Director's office. The contractor's specific

DCA location is based on the location of the contractor. For example, if the contractor is located in Maryland, Virginia or DC, the Mid- Atlantic Field Office of the DCA located in Bethesda, Maryland would be the cognizant office. (Refer to the DHHS, PSC FMS website at https://rates/psc.gov, and click on Contact Information and Office Locations, for the specific office location to determine the office responsible for a specific contractor. A DCA point of contact for questions is Brian Caudill and he can be reached on 301-492-4857.

The Contractor shall submit its final indirect cost rate proposal to its cognizant Federal agency within 180 days of the completion of each Contractor fiscal year for the review and negotiation of final indirect cost rates. A proposal shall be submitted for each year the contractor has

Government contracts. In the event the rates determined by the cognizant negotiated indirect cost official on the basis of actual allowable costs are less than the provisional and ceiling rates agreed to herein, then the lower rates as established by such cognizant official shall apply.

Notwithstanding the foregoing, the Contractor shall, in the case of an adjustment of the provisional rates, comply with the requirements of FAR 52.232-20 - Limitation of Cost.

SECTION C - Description/Specifications/Statement of Work

PROJECT TITLE: Emergency Shelter Operations

C.1 PROGRAM DESCRIPTION AND BACKGROUND

Introduction

The Office of Refugee Resettlement (ORR) Division of Children's Services/Unaccompanied Children's program provides unaccompanied children (UC) with a safe and appropriate environment until they are released to a suitable sponsor while their immigration cases proceed. ORR is an office within the

Administration for Children and Families (ACF) which is a division of the U.S. Department of Health &

Human Services (HHS). The ORR-Unaccompanied Children’s program seeks comprehensive shelter operation services for UC in HHS temporary shelters, under an Indefinite Delivery Indefinite Quantity

(IDIQ) contract with the issuance of Cost Plus Fixed Fee task orders.

On March 1, 2003, the Homeland Security Act of 2002, §462, 6 U.S.C. § 279, transferred the functions under U.S. immigration laws regarding the care and placement of Unaccompanied

Children (UC) from the former Immigration and Naturalization Service to the Director of the

Office of Refugee Resettlement (ORR).

In addition, the William Wilberforce Trafficking Victims Protection Reauthorization Act of 2008

(Pub. L. 110-457), the Violence Against Women Reauthorization Act of 2013 (Pub. L. 113-4), the Flores Settlement Agreement, Case No. CV85-4544RJK (C.D. Cal. 1996), the Perez-Olano

Settlement Agreement, Case No. CV05-3604 (C.D. Cal., Dec. 14, 2010), pertinent regulations, laws, and ORR policies, instructions, and procedures all govern the provision of services to UC.

Purpose

ACF is seeking to secure all services required to ensure comprehensive operations of an UC emergency temporary shelter. Facilities at temporary shelters are on federally-owned or leased sites and can include utilization of temporary structures. The purpose of this work statement is to secure options for the provision of comprehensive services at identified temporary shelter locations to unaccompanied children (UC) in the custody of HHS.

This IDIQ contract is for: Sectors to be included in IDIQ at the time of award

Background

Since 2014, ORR continues to respond to a significant increase in the number of UC who were apprehended on the southwest border, with an aggressive, coordinated Federal response focused on providing humanitarian care for the children as well as heightened deterrence, enhanced enforcement, stronger foreign cooperation, and greater capacity for Federal agencies to ensure that our border remains secure.

ACF is continuing to develop efficient, cost-effective strategies to address the historical variations in border crossings by UC. Every effort is being made to avoid a future increase in border crossings by children. At the same time, it is important for the Federal government to be to be prepared to provide humanitarian care when necessary.

C.2 SCOPE OF WORK

The Contractor shall furnish all of the necessary personnel, materials, services (except as otherwise specified), and otherwise do all the things necessary for or incident to the performance of the work as set forth in each task order. An individual task order may require services and supplies pertaining to only one of the activities described or a combination of the activities. The specific requirements for individual task orders will be defined at the time the task order is issued.

The Contractor shall not start performance until a task order or a notice to proceed is issued by a

Contracting Officer.

C.2.1 General Task Requirements

The Contractor shall have the capability to meet changing operational requirements, including mission scale-ups, scale-downs and/or support to multiple simultaneous operational requirements.

The Contractor shall comply with all Federal Privacy Act and record retention regulations for the collection, storage and disposition of personally identifiable information throughout the duration of the contract.

The Contractor shall activate the time-phased deployment of staff to the assigned duty location(s) identified by the Government as follows in the Phases below. The Phased approach below represents the minimum number of children expected at a fully-operational level based on the determined facility’s capacity. The Contractor shall have scalability in response to the changing occupancy. The Contractor shall provide a plan to scale-up the staffing and management plan to meet the staffing requirements for up to 5,000 children at multiple locations.

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.

The contactor shall provide all labor, supervision, and materials to support the assigned mission tasks, to include all recruiting, screening, credentialing, training, and data tracking systems to establish and maintain a cadre of emergency shelter personnel assets and ensure the rapid availability of scalable staff assets based on local capacity and need for undocumented services.

The Contractor shall provide identification to be worn by all UCs and a method to track incoming, outgoing and periodic accountability as per directed by the COR.

The Contractor shall track children’s dietary restrictions as a result of medical requirements as well as other medical conditions and shall communicate this information to all supporting staff. The Contractor shall also input this information into the UC

Portal, a government web-based data management system, within 24 hours. UC Portal access will be provided by ORR at the time of award.

The Contractor shall ensure that all medical personnel follow ORR medical policies and procedures. More information about specific procedures will be provided at the time of award and training and technical assistance will be provided by the government.

The Contractor shall ensure that all medical encounters as well as all medications provided to UC are documented in the UC Portal as instructed in the ORR policies as procedures.

Mobilization Order: Upon receipt and acknowledgement of a task order or Notice to

Proceed (NTP), the Contractor shall prepare for the initial arrival of UC in accordance with the capacity total provided by the COR.

Demobilization Order: Upon receipt and acknowledgement of a termination or a stop-work order, the Contractor shall cease all operations under the Task Order(s)

Shelter operations are 24 hours per day, seven days per week. The Contractor shall be required to ensure operations on a 24/7 basis.

C.2.2 Cadre Staff Requirements

The contractor shall provide all program management, coordination of operations, labor, supervision, and materials to support all recruiting, screening, credentialing, training, and data tracking systems to establish and maintain a cadre of assets to ensure the rapid availability of scalable staff assets based on local capacity and need for temporary shelter services. Based on the size and nature of the increase of UC crossing the U.S. border, the ORR will surge to meet the needs of the children.

The contractor is responsible for obtaining the resources and a cadre of trained personnel that includes, but is not limited to:

Program Coordinator (1)

ORR/DCS Policy and Procedures Compliance Coordinator (1)

Logistics Lead (1)

Recruitment Coordinator (2)

Procurement Specialist (2)

IT Specialist (2)

The contractor can identify and propose additional cadre staff at the task order level. The contractor can propose an increase in cadre staff in proportion to the scaling up of services for an increased number of UC. The Contractor shall provide staff that, prior to commencing work at the assigned duty station, has the requisite certification(s)/licensure and specific knowledge, skills, abilities and training required, including but not limited to CPR/First Aid training, to perform the task(s) to which they have been assigned.

C.2.3 Deployment Staffing Task Requirements

The Contractor shall staff all positions identified and described on Attachment J.1 of this document, unless otherwise specified by the Government.

The Contractor shall provide local staff to fill the staffing requirements. If there is insufficient local staff, the Contractor shall deploy qualified staff from other locations.

The Contractor shall make every effort to replace staff on travel status with local hires within four (4) weeks of deployment.

The Contractor shall issue photo identification to all staff assigned to each facility. The

Contractor shall ensure that all deployed Contractor staff clearly display a Contractor issued photo identification badge on the front of their outer garment, between the neck and waist, at all times while on duty.

The Contractor shall provide management staff that oversees and manages the day-to-day operations, including daily schedules for children and staff, and supervises all staff.

The Contractor shall provide an official email account to all positions identified.

The Contractor shall ensure that all positions identified and described on Attachment J.1 follow ORR policies and procedures. The Contractor will find ORR general policies on the ACF website. More information about specific procedures will be provided at the time of award.

The Contractor shall ensure UC case file and ORR Database are maintained in accordance with ORR Policies and Procedures.

The Contractor shall ensure that all staff provided under hereunder assigned to tending to children shall be bilingual in English and Spanish and shall be proficient in speaking, reading, and writing both languages.

The Contractor shall be prepared to provide staff who are bilingual in a language other than Spanish/English (e.g., Indian/English, Chinese/English), if directed by the COR.

The Contractor(s) shall primarily provide assistance to children at the assigned duty location(s) but may be required to accompany a child(ren) to an offsite activity, including but not limited to hospitals, social services appointments, discharge and transportation locations.

The Contractor shall ensure that staff maintains line-of-sight supervision of assigned children at all times.

The Contractor staff will be required to attend orientation and training provided by the

Government.

The Contractor Youth Care Workers-to-children ratio shall be (1) staff for every twelve

(12) children at all times, unless otherwise directed by the Government or specified in the

Task Order(s).The Contractor should designate an additional 10% Youth Care Workers to act as relief staff; fully trained and on-call, if needed.

The Contractor Case Manager staff-to-children ratio shall be (1) staff for every eight (8) children, during normal business hours such as 9:00 a.m. to 5:00 p.m., seven days a week, unless otherwise directed by the Government.

The Contractor Clinical Counselor staff-to- child ratio shall be (1) staff for every twelve

(12) children, during normal business hours, seven days a week, unless otherwise directed by the Government.

The Contractor shall provide unarmed escort staff, including management, supervision, to provide on-demand escort services for UC ranging from infants to 17 years of age, seven

(7) days a week, 365 days a year.

The Contractor must maintain sufficient staffing patterns such that same-gender staffs are available to assist transport of males and/or females. Personnel must have knowledge and experience in the transportation of individual children with special needs. Oftentimes, children with special needs may require a transportation method that is time-saving and direct and provides for appropriate accompanying medical or mental health care.

C.2.4 Support Services Task Requirements http://www.acf.hhs.gov/programs/orr/resource/children-entering-the-united-states-unaccompanied

Support services at identified temporary shelter locations include a host of services and supplies necessary to house and care for UC. These include food services, cleaning, maintenance and facility preparation, beds, clothing, linens and laundry, transportation, recreational equipment, security, hygiene kits, medical supplies, and custodial services. Depending on the needs of the facility, support services may include portable toilets and hand washing stations, mobile trailers for offices.

The Contractor shall be prepared to scale operations to meet fluctuations in mission requirements. The Contractor shall commence scale-down activities with the direction, coordination, and approval of the COR. The Contractor shall make a good-faith effort to return any non-damaged, unused, and unopened supplies, materials or other purchased goods, including any goods that are defective, damaged or unfit for use, at no cost to the Government. The

Contractor shall issue the Government a full credit for such returned goods against the amount charged to the Government account by the Contractor. The Contractor shall consider any non-returnable items procured by the Contractor and charged to the Government to be

Government property. The Contractor shall dispose of non-returnable items as directed by the

COR.

Food Services

The Contractor shall provide feeding support for all UC placed at a facility. Feeding support includes all labor, equipment, materials, and storage for a feeding operation using existing kitchen facilities and equipment. Services provided by the Contractor must be scalable to accommodate shelter population fluctuations.

The Contractor shall be capable of providing up to three different hot meals each day (breakfast, lunch, and dinner), two snacks, and shall include cultural-specific items. Each hot meal will consist of a protein, starch, vegetable, snack, bread, fruit or dessert, and a beverage. The meals shall be culturally appropriate and consistent with typical Central American (El Salvadorian, Honduran and

Guatemalan) foods. The Contractor shall provide snack foods and beverages per the established ESF-6 guidelines to recipients and staff. Beverage options shall include water, juice, hot/cold tea, lemonade, coffee and milk.

The Contractor shall make provisions to provide alternative options in response to special dietary needs. The Contractor shall rotate/update the menu on a bi-weekly basis consistent with all applicable USDA standards and approved by a nutritionist.

Feeding operations shall be designed to distribute meals served in a cafeteria type-setting to UC only at the food preparation site(s).

The Contractor shall provide safe storage for kitchen utensils, tables, chairs, trash cans, and hand-washing stations if an adequate supply is not available on site or provided from other sources or as directed by the COR. Eating areas shall be clearly marked and kept clean and sanitary.

The Contractor shall ensure food is kept within established food-safety temperature ranges. The Contractor shall provide clamshells and disposable eating utensils.

The Contractor shall keep a daily record of meals prepared and served, per meal cycle

(breakfast, lunch, dinner), and provide to COR, when requested.

The Contractor is responsible for the proper disposal of any excess leftovers, and trash.

The contractor shall provide supplies and personnel to maintain a clean kitchen and dining areas.

Facility Services

Support to be provided shall include cleaning of specific facilities, set up of sleeping, feeding, classrooms, and offices areas, custodial services, operation and maintenance of facilities, general and medical waste disposal, supplies, equipment. Services provided by the Contractor must be scalable to accommodate shelter population fluctuations.

The contractor shall provide cleaning services of the assigned sleeping facilities, kitchen, cafeteria and serving areas, bathroom facilities and other areas, including office space and staff areas, prior to UCs and Staff occupancy. Said cleaning shall render the specified facilities suitable for occupancy by the UCs and staff. This includes, but not limited to, asbestos, mold, lead and other environmental hazards.

The Contractor shall repair and clean buildings identified in the task order or notice to proceed.

The Contractor shall provide supplies and equipment to support sheltering, feeding and recreational services to include but not limited beds, linens, tables, chairs, partitions, computers, printers, office supplies, phones (desk and cells), routers, wireless, servers, repeaters, TVs, and recreational gear.

Specific number of supplies and equipment will be dependent of the identified capacity and number of staff required at each facility.

The Contractor shall be prepared to purchase any additional supplies and equipment not specified as directed by the COR.

The Contractor shall provide voice and data communication systems for approximately

200 users and the ability to make international calls. This includes but is not limited to:

Internet connectivity, Cable, Wi-Fi, and VoIP.

The Contractor shall provide either on or off-site laundry services to recipients, for up to 60 lbs. of laundry, per person, per week, or as directed by the COR. The contractor shall provide all supplies and personnel to manage the laundry operation to include but not limited to linen bags and identification processes to ensure efficient exchange.

The Contractor shall divide the group (open) showers on each building for privacy.

The contractor shall divide it by utilizing shower curtains.

The Contractor shall provide portable restrooms near office spaces and dining facilities, as needed and as directed by the COR. A mixture of regular and ADA-compliant units shall be provided based on the needs of the population. Hand-washing stations shall be provided as needed, and shall be located adjacent to restroom facilities unless otherwise specified by the COR. Additional hand-washing stations may be needed in proximity to eating areas or other locations as directed by the COR. The Contractor shall monitor usage, and shall service, clean, and replenish hand-washing stations and infant changing stations as needed.

The Contractor shall provide custodial services, supplies, and equipment, including replacement items expended within the facility being serviced. Services to be provided include cleaning & sanitizing restrooms; replacing restroom supplies;

sweeping floors; mopping floors; vacuuming floors and carpets; emptying trash containers; cleaning windows; cleaning & sanitizing surface areas (counters, desks). For showers: The Contractor shall regularly clean and sanitize showers on a daily basis. Heavy use shall require more frequent cleaning and sanitizing per COR direction. For restrooms: The Contractor shall empty, clean, and sanitize units on a minimum daily basis. As heavy use will require more frequent cleaning and sanitizing, the Contractor shall monitor usage and shall empty, clean, and sanitize units as needed and at a minimum of once a day or per the CORs direction. The Contractor shall maintain a log of work completed and provide it to the COR upon request.

The Contractor shall provide for all waste removal, including medical and sharps equipment, from the location. The Contractor shall ensure sanitary conditions for proper waste storage and removal.

The contractor shall provide ongoing operations and maintenance (O&M) services for the designated facility. The O&M service will include providing the appropriate mix of qualified labor, supplies and equipment and include the replacement of items and commodities expended during regular facility operation.

Required services may include but not be limited to routine mechanical equipment and utilities maintenance, minor construction and demolition services, plumbing, structural and electrical repairs, grounds maintenance and emergency repairs as needed. Prior to providing major service or repairs the contractor will be required to coordinate with the government agency who owns the facility as needed. The

Contractor shall maintain a log of work completed and provide it to the COR upon request.

Recreation Services

Implement HHS age-appropriate UC recreation programs, activities, and special events as directed by the COR. Examples include: group sports equipment (basketball hoops & balls, footballs, soccer balls, etc.), televisions (to include basic cable - Spanish) in recreation area, DVD players and a selection of age-appropriate movies (“G” & “PG” rated only - Spanish), and family-oriented board games.

Clothing

The Contractor shall provide age and weather appropriate clothing items and shoes for children between 13 – 17 years old. Clothing types and quantities per child are below.

T-shirts: 5

Basketball shorts: 2

Sweatpants: 2

Sweatshirts: 1

Jackets: 1

Undergarments: 5

Socks: 5

House shoes: 1

Athletic shoes: 1

The Contractor shall be prepared to purchase any additional size of Clothing items not specified in the work statement.

Hygiene kits

The Contractor shall provide a gender-appropriate Hygiene Kit for every UC. The hygiene kits shall include:

Soap:1

Toothbrush:1

Toothpaste: 1

Washcloth or hand towel: 1

Deodorant:1

Comb: 1

Shampoo: 1

Conditioner: 1

Tissues: 1

Water Bottle: 1

Feminine hygiene products (If applicable)

NOTE: The contractor shall purchase razors, and hand sanitizers, but shall NOT include them inside the kits. These two items shall be distributed and collected as required.

Medical Supplies

The Contractor shall procure and maintain first aid supplies. The Contractor shall store medication in one central location; keep first aid and medications in locked cabinets and stored in original packaging. All controlled substances shall be double locked; stored in original packaging and kept at the correct temperature.

Transportation and Escort Services

The Contractor shall provide time efficient ground or air transportation arrangements to intra-community transportation for non-emergency transport to and from local hospitals, medical and dental appointments, court, airport, or other locations and to release a child from an ORR shelter to the sponsor. The Contractor shall not release the UC to any individual other than the sponsor approved by ORR. Transportation services may require trips across state lines.

Escort services for UC ranging from infants to 17 years of age, will be required seven (7) days a week, 365 days a year. Transport will be required for UC, to include both male and female juveniles. It is critical for the contractor to provide staff that is well qualified and trained to deal with this vulnerable population.

The Contractor shall transport UC in a safe and humane manner and under the supervision of trained and experienced personnel. At least one staff member of the same sex as the UC shall be a member of the escort team. Any exceptions shall be approved by the COR or designee before commencement of the escort. The Contractor staff shall maintain constant “line of sight and sound” supervision of each UC during the transport. UC being transported must not be left in a locked, unattended vehicle.

UC escorts vary significantly in lead times and demand (some days having zero demand).

Demand occurs on both weekdays and weekends, and escorted travel may include up to two overnights on travel. For this reason, the Contractor must have an on-call, flexible, responsive, and well-trained staff to meet ORR requirements.

The Contractor shall coordinate escorts in coordination with airline policies and services and the

ORR shelter. In certain cases as directed by the COR, the Contractor shall provide travel logistics for the ORR shelter staff to accompany the child to his or her sponsor. The Contractor shall have adequate staffing and equipment scalable to coordinate up to the release of 25% of capacity per week.

Security Services

The Contractor shall provide 24/7 unarmed security guards. The guards shall patrol and monitor the facility, respond to disturbances and ensure the safety and security of UCs and staff. Security staff shall be posted at each building. Security staff shall be equipped with communication devices to respond to emergencies as needed.

Security staff shall be licensed and bonded by the State in which they are working. The Contractor shall ensure that all entry and exit points to the facility are staffed at all times.

Medical Services

Medical History and Physical Exam

The Contractor shall provide initial medical screening for all unaccompanied children and record the results and the child’s medical history in the in the UC Portal in accordance with ORR policies and procedures. Children between ages 13-17 years shall be interviewed to obtain a complete medical history, and be physically examined for identification of any acute or chronic issues that require medical attention. Medical providers will complete the UC Medical Screening Form to document this exam and the

Contractor staff must enter this information into the ORR Database. A hard copy of this documentation shall accompany UC to their next destination. In addition, all other medical encounters as well as all medications provided shall be documented in the ORR

Database as instructed in the ORR policies and procedures.

Pregnancy Testing

The Contractor shall screen all females over 10 years old or females under 10 years old who have reached menarche for possible pregnancy by conducting a urine pregnancy test.

Pregnancy screening shall be conducted before vaccination protocol so that vaccines not medically appropriate per CDC guidelines for pregnant women may be withheld. The

Contractor will provide pregnancy test supplies and equipment.

Tuberculosis Screening (TB)

The Contractor shall screen all children for tuberculosis following ORR policies and procedures. Most children will be screened with the Purified Protein Derivative (PPD) skin test and/or with an x-ray. The Contractor will provide the Purified Protein Derivative

(PPD) skin test and the mobile medical x-ray machine, and supplies.

Vaccination

The Contractor shall vaccinate all children consistent with ORR policies and procedures and the vaccination standard protocol (see Attachment J.3 - Vaccination Protocols).

Social and Mental Health

The Contractor shall complete a Mental Health Exam for all children and document it accordingly in the ORR Database.

Supplies and equipment

The Contractor shall provide materials required for use in medical screening examination, provide space and accessories for the secure storage of medications, and any specific refrigeration requirements in order to store and administer the vaccines listed in

Attachment J.3.

Emergency Action and Evacuation Plan

During an emergency situation that may lead to the evacuation of the assigned UC deployment site, ORR will take the necessary steps to ensure the safety and wellbeing of the UC and staff on-site. If deemed necessary, ORR will mandate the evacuation of the assigned shelter site within eight hours’ notice. At this time, the Contractor shall activate their emergency plan.

During an emergency evacuation situation, the Contractor will be responsible for the accountability, safety and oversight of the children prior to transport; the UC transfer and discharge preparation (e.g. explaining the situation to the UC, helping UC gather valuables and significant paperwork; completing medical clearance for UC; compiling and providing the escort staff with the UC significant medical records, and prescription medication for up to 15 days in a confidential and organized manner; etc.); ensure the safety of the UC and compliance with ORR transfer/discharge procedures; securing and preserving UC case file records and confidential information; ensuring the safety and security of the Contractors’ mobilized personnel; and entering of all essential information including transfer requests into the ORR database.

The Contractor will be responsible for providing time efficient ground or air transportation arrangements for all UC to alternative ORR care providers at the direction of the Government. The Contractor will be responsible for the accountability, safety and oversight of the children and their documents/items during transport as directed by the contract. Only staff mobilized under the Contractor and ORR personnel will be part of the actual emergency transportation efforts.

The Contractor will be responsible for having pre-packaged clothing supplies and non-perishable items for the UC’s emergency transportation. All Contractors and mobilized staff will still be subject to ORR policies and procedures and requirements of the contracts during an emergency situation.

At a minimum, the Contractor shall develop an emergency plan that consists of:

Procedures to complete the above duties and the emergency personnel positions assigned to ensure compliance per each major duty.

Designated point of contact and back-up point of contact during an emergency situation.

Protocols to report, and elevate significant incidents to ORR while in-transit.

Identified potential risks/challenges and the plan to overcome them.

Plan/protocols to communicate and coordinate an effective comprehensive evacuation procedure with related Contractors; to synchronize with other Contractors the emergency evacuation drills for mobilized staff and UC; to include related information in the shelter site unified command plan; and to ensure all mobilized staff under the contract understands and follows the emergency evacuation procedures.

C.3 IMPLEMENTATION

C.3.1 PROGRAM MANAGEMENT PLAN

The Contractor shall provide a Program Management Plan (PMP) during task order proposal submission that fully documents its management approach for this contract. The Contractor shall update its PMP when changes to the required information change. At a minimum, the PMP shall:

a. Provide information on the Contractor’s management organization, internal management, policies and procedures;

b. Summarize how the Contractor will maintain relationships and conduct regular meetings and reviews with Government personnel related to the activities and deliverables of the Contract;

c. Provide an organization chart of the contractor’s organization to be used in performance of the contract and narrative describing how the Contractor will fully integrate the management of the elements of this contract and if the plan includes subcontractors, other than individual subcontractors, provide organizational information about the subcontractor and include subcontractor organizational elements in the project organizational chart;

d. Describe how activities of subcontracts will be managed and organizational relationship will be maintained between the prime and subcontractors and methods of requirement flow-down and activity progress reporting back to the prime Contractor;

e. Describe the Contractor’s approach to selecting subcontractor(s) and maintaining the quality of services provided by subcontractors(s); subcontractor’s role under the contract, its relationship to the contractor, and its experience (over the past three (3) years at a minimum); and any subcontractor independent verification and validation process;

f. Identify key technical and management personnel who will be assigned to the contract;

g. List internal policies and procedures to be used in managing the contract and resources associated with the contract;

h. Describe management and process for addressing work increases (spikes) and lulls as work priorities and schedules shift;

i. Describe management and process for training personnel on evolving program policies and procedures;

j. Describe the approach and method for the identification, assessment, and mitigation of program risks including provisions for identifying risk areas, assessing risk factors, assigning appropriate resources to reduce risk factors, identifying and analyzing alternative actions available, identifying the most promising alternatives, and planning for implementation of risk reduction.

C.3.2 PROJECT MANAGEMENT AND PROJECT SCHEDULES

The Contractor shall establish and maintain a “project management system” using its own tools and methodologies subject to review by the ACF/ORR COR team. This project management tool should employ a set of program control, tools, techniques, and procedures, to include risk management, quality assurance, work breakdown structuring, contractor cadre database, and security management.

The Contractor’s project management system shall include, but not limited to the following areas:

1. Financial database to include invoicing, budgets, timesheets, cost control and procedures.

2. Contractors Task Management, to include deployments, schedules, locations, etc.

For work performed under the contract, the Contractor shall develop and maintain a schedule.

The Contractor shall provide sufficient detail to demonstrate that all sections of the work are appropriately resourced, thoroughly planned, and proceeding according to requirements.

Schedule(s) shall identify subordinate-tier activities, dependencies between activities, and milestones required to demonstrate successful completion of projects. The schedule(s) shall identify the exit criteria required to satisfy milestone requirements that enable the Contractor to proceed with follow-on activities. The schedule(s) shall be base- lined. Schedule updates shall be made as necessary, or as designated by the COR. Changes to scheduled baseline milestones must be documented by the Contractor and formally authorized by HHS or its designee.

Standards of Conduct

The Contractor shall ensure that all its personnel conduct their work in a professional and responsible manner. All Contractor personnel working on the Government’s site shall abide by the ORR Policies and Procedures. The Contractor will find ORR general policies on the ACF website. More information about specific procedures will be provided at the time of award.

The Contractor shall ensure that all personnel mobilized hereunder sign statements, before employment, acknowledging that they are mandated to report suspected child abuse and neglect.

The form must include the following statement: “Failure to report these incidents could be grounds for termination.” The Contractor is required to maintain the signed acknowledgments for up to two (2) years after the expiration of the contract. The COR may request copies of these acknowledgements at random.

Government Liability

The Government shall not be liable for any injury to the Contractor’s personnel or damage to the

Contractor’s property unless such injury or damage is due to negligence on the part of the

Government and is recoverable under the Federal Torts Claims Act, or pursuant to other Federal statutory authority.

Meetings and Reports

The Contractor shall prepare agendas for all meetings concerning the project unless otherwise stated by the individual support task order COR/business owner. Agendas shall be submitted to the COR/business owner (unless otherwise directed) at least one business day prior to the meeting. When meeting with the COR, the Contractor shall record meeting minutes and submit those minutes to the COR within two (2) business days after the meeting for review and approval.

C.4 Deliverables

All written documents for this project shall be delivered via a single hard copy plus an electronic version via E-mail attachment. The COR may request additional hard copies as necessary. All electronic files shall be submitted in a format that is compatible with Microsoft Office 2007.

This requirement is subject to change and the Contractor shall be prepared to submit deliverables in any new HHS/ACF standard format.

The Contractor shall participate in daily conference calls with the COR at a time that will be decided by the COR.

The Contractor shall document and provide a final progress and expense (invoice) report sixty(60) business days after each phase has ended outlining a full recording of all expenses incurred in the process of carrying out the phases and relating the costs against the total budget.

The final progress and expense report shall also include the staff roster.

The Contractor shall monitor and track their expenditures to not exceed obligated amount for this task order. Weekly financial reports, including cumulative expenditures, shall be provided by the data and time specified by the COR. Once obligations reach 75% of awarded funds, the

Contractor shall immediately notify the COR. Regular updates to the COR may be requested.

C.4.1 BI-WEEKLY MEETINGS

The Contractor shall attend bi-weekly meetings with the COR to discuss project status and other technical items that support the performance of work. The COR may cancel the meetings if not needed.

C.4.2 MONTHLY STATUS REPORT

The Contractor shall submit to the COR a Monthly Status Report that includes the following:

a. Activities completed

b. Activities in process

c. Activities planned for the next period

d. Status report of all reviewed deliverables

e. Issues and concerns

Reports will consist of charts, a brief written document plus discussions for elaboration, explanations, and to ensure a common understanding of efforts. All activities, as identified within the individual support task order work statement, shall be reported by tasks, hours, and show start and stop dates. The Contractor shall provide a status of each project in regard to original baseline. At the activity level, the Contractor shall provide both current reporting period and cumulative figures for the hours worked by labor category and individuals within that category. The Contractor shall schedule and conduct a face-to-face with the COR on at least a bi-weekly basis to discuss project status. The COR may determine that a meeting is not necessary and cancel a meeting when it is determined unnecessary. In addition, the Contractor shall brief and discuss progress to each individual task order. All tasks shall be included in the monthly report. The monthly report shall be used to validate invoices. The monthly invoice and the monthly report should be reflective of one another. The Contractor shall develop a format and submit for review by the Government. Once approved, the Contractor shall submit in the approved format. If there is a need to change the format, the Contractor shall use the same submittal and approval process.

C.4.3 DAILY REPORT

Once a Task Order is activated, the Contractor shall provide a daily report of activities related to that TO, including schedule and deliverables tracking and any new or pressing issues.

The Contractor daily report shall include, but not be limited to:

• The Contract number, Task Order number, and operational period covered by the report

• The Contractor’s name, telephone number, and e-mail address

• The full address of each site

• Issues and concerns, recommendations for increasing efficiency, and additional data elements requested by the Government specific to the tasks performed

• Information on staff performance deficiencies, security issues, and any corrective actions taken

• The number of new cases opened per caseworker per site

• The number of children who require medical, mental health, and other specialized care

• The number of children who were escorted to offsite location(s), the address and type of destination and reason for the visit

• The number of children released to identified family or other authorized caregiver/custodian

• The Contractor shall provide in a bi-weekly basis a labor report that includes:

• The Contract number, Task Order number, and operational period covered by the report

• The name, title, shift, activity, location, and number of hours worked daily by each

Contractor staff deployed to the site

C.4.4 AD HOC REPORT

The Contractor shall submit an ad hoc report with activities performed as requested by, and at the direction of the COR. The ad hoc report shall be an abbreviated version of the monthly status report. The ad hoc report is required only as requested by the COR.

C.4.5 PROGRAM SPECIFIC REPORTING REQUIREMENTS

The Contractor shall comply with reporting requirements required in the ORR Policies and

Procedures governing the care of unaccompanied children. Reports must be submitted to ORR as required in the procedures.

C.4.6 AFTER ACTION REPORT

The Contractor shall submit to the Government, electronically, a final, after-action report summarizing all of the above information for the entire period of performance. The report shall be submitted within two (2) weeks before the period of performance expire.