Amendment_000004_Revised_SOL_17-233-SOL-00074_-_Case_Coordination.pdf

17-233-SOL-00074

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

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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.

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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

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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

04/25/2017 X

DAM

DHHS/PSC/AMS/DAM

7700 Wisconsin Avenue 8th Floor Bethesda MD 20814

1300 ET 05/01/2017

LINDA M O'NEIL 301

Linda.Jules-ONeil@psc.hhs

.gov492-4659

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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)

1-1 2-4

4-26 27-27 28-28 29-32 32-37 38-41

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SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

The purpose of this requirement is to provide services to develop and maintain R egional or National C ase

Coordination P rogram(s) that provide child welfare based recommendations on individual

Unaccompanied Children cases.

B.2 TYPE OF CONTRACT

The contract type awarded is a Time and Materials

B.3 SEVERABLE SERVICES

The services acquired under this contract are severable services. Funds are only available for use for the contract line item (CLIN) to which they are obligated. Unused funds from one CLIN may not rollover for use in other CLINs.

B.4 CONSIDERATION AND PAYMENT (T&M – Severable Services)

In consideration of satisfactory performance of the work as described throughout this contract, the

Contractor shall be paid in accordance with the fixed loaded hourly rates as shown herein for the specified categories of labor based on the number of actual hours incurred in the performance of the work specified.

Fully loaded rates shall be all inclusive of direct labor, fringe benefits, applicable indirect costs, and any profit for each labor category. Additionally, the contractor shall be paid for materials and travel directly chargeable to this contract. If the options are exercised funding will be obligated by modification to the contract. The base period and option periods are priced as follows:

CLIN 1 - Base Period: July 1, 2017 – December 31, 2017

Labor Categories Loaded Rates Estimated Hours Estimated Total

Labor Subtotal $

Materials Subtotal $

Travel NTE $291,910.50

CLIN Ceiling (Not to Exceed) $

CLIN 2a – Option Period 1: January 1, 2018 – June 30, 2018

CLIN 2b – Option Period 1: July 1, 2018 – December 31, 2018

CLIN 3a – Option Period 2: January 1, 2019 – June 30, 2019

CLIN 3b – Option Period 2: July 1, 2019 – December 31, 2019

TOTAL Potential Value inclusive of all CLINS: ________________________

B.5 MATERIAL (NON-LABOR) INDIRECT COST RATES

Pursuant to the General Provisions of this contract and FAR 52.232-7 Payments Under Time and Materials and Labor Hour Contracts, the following indirect rates to be applied against Materials are established:

Type Rate Ceiling Rate Base

G&A

B.6 CEILING PRICE

The hours and total price per labor category are for budgeting purposes only. The number of hours actually used for each category may exceed or be less than the estimate by category as long as the ceiling price for the CLIN is not exceeded. The ceiling for each CLIN is identified in Section B. The Government shall not be obligated to pay any amount in excess of this ceiling price nor is the Contractor obligated to continue performance if to do so would exceed this ceiling price. In the event that the Government chooses to exercise optional CLINS, unused funds from a previous CLIN may not be used to fund any services taking place in a subsequent CLIN. The ceiling price may be modified by the Government if it is determined that the estimated hours or estimated materials are insufficient for the work required.

SECTION C - Description/Specifications/Statement of Work

C.1 PROGRAM DESCRIPTION AND BACKGROUND

Project Title: Office of Refugee Resettlement (ORR), Case Coordination Program

Purpose:

The purpose of this requirement is to secure services of a contractor to develop and maintain regional or national case coordination program(s) that provide child welfare based recommendations on individual

UC cases, particularly in the areas of safe and timely release, identification of children with special needs and development of corresponding recommendations, and placement recommendations

Background:

On March 1, 2003, the Homeland Security Act of 2002, section 462, transferred the functions under U.S.

immigration laws regarding the care and placement of unaccompanied children (UC) from the Commissioner of the Immigration and Naturalization Service to the Director of the Office of Refugee Resettlement (ORR).

ORR has responsibility for the care and custody of UC who are in Federal custody by reason of their immigration status. The Division of Unaccompanied Children's Services was created within ORR in March

2003 to serve this purpose (later the UC program would fall under the authority of the Division of Children's

Services under the ORR reorganization in November 2011). A UC is defined as a child who: (1) has no lawful immigration status in the United- States; (2) has not attained 18 years of age; and (3) with respect to whom - (i) there is no parent or legal guardian in the United States; or (ii) no parent or legal guardian in the United States is available to provide care and physical custody.

One of ORR's main functions is to provide temporary residential care, in the least restrictive setting possible, and other related services to UC in ORR custody. Under the William Wilberforce Trafficking Victims

Protection Reauthorization Act of 2008, "UAC shall be promptly placed in the least restrictive setting that is in the best interest of the child, taking into consideration risk of harm to the child and/or others and risk of flight."

ORR is also responsible for the safe and timely release of UC to appropriate sponsors. Under the Homeland

Security Act, ORR, in making placement decisions, shall make such determinations to ensure that UC "are likely to appear for all hearings or proceedings in which they are involved; are protected from smugglers, traffickers, or others who might seek to victimize or otherwise engage them in criminal, harmful, or exploitative activity; and are placed in a setting in which they are not likely to pose a danger to themselves or others." Under the William Wilberforce Trafficking Victims Protection Reauthorization Act of 2008, "A

UAC may not be placed with a person or entity unless the Secretary of Health and Human Services makes a determination that the proposed custodian is capable of providing for the child's physical and mental well-being."

In addition, ORR is responsible for identifying, funding, overseeing, and monitoring state-licensed facilities that serve UC; maintaining statistical information and data on each child; and compiling and updating an annual list of professionals or entities qualified to provide legal services.

As of March 2016, ORR oversees a national network of over 100 licensed care providers, including shelters, group homes, staff-secure/secure facilities, foster care programs and residential treatment centers through contracts and cooperative agreements. ORR care providers are required to be licensed by the state in which they reside and are encouraged to pursue additional accreditation through the Council on Accreditation. They must also comply with ORR policies, protocols and procedures, as detailed in their individual Cooperative Agreement/Statement of

Work and ORR policies and procedures. The majority of care providers are located in Arizona, California, Florida, Illinois, New Jersey, New York, Oregon, Texas, Virginia, and Washington. The majority of ORR shelter care providers serve UC exclusively wh i l e others serve both UC and domestic youth. ORR identifies placement options for UC according to their individual needs through this national network of care providers. Most programs who serve both UC and domestic youth maintain the two populations separately, but some smaller programs providing specialized care may serve the two populations together.

ORR ensures that the interests of the child are considered in all decisions related to the care and custody of UC.

ORR is guided by the principles that all UC should be treated with dignity, respect, and special concern for their particular vulnerability; all UC must be placed in the least restrictive setting appropriate to their age and special needs; and each UC shall be provided care and services free from discrimination based on race, religion, national origin, sex, disability, or political belief.

Many UC have faced traumatic situations in their home countries, such as dire poverty, war, persecution, forced military recruitment, domestic violence, sexual and physical abuse, gang violence, and government neglect.

Some are also very young, most have little or no formal education, and most are primarily non-English speaking.

Many also fall victim to violent crimes (rape, assault, robbery, human trafficking) during their dangerous journey to the United States. A number of UC may owe large debts to smugglers who facilitated their travel to the United

States. While the majority of UC are adolescent males from Central America, ORR serves a significant number of females, younger children, and youth from other countries, such as China, India, Haiti, and Somalia. Other special sub-populations include pregnant and parenting teens, children who require intensive mental health or medical services, children with criminal histories, and victims of human trafficking or other crimes.

UC come to the United States in pursuit of a better life with hopes of fleeing poor socioeconomic conditions, escaping violence, reunifying with family and seeking educational and employment opportunities. After apprehension by the Department of Homeland Security (DHS) or another Federal agency, and placement in ORR custody with a ORR funded care provider, these children face a complicated legal system, which offers limited relief options to remain in the United States permanently and legally. ORR provides UC access to legal service providers who can provide assistance in determining whether they qualify for immigration relief that may allow them to remain in the United States. While a UC's immigration case is pending, UC may be released to relatives or other sponsors in the United States. While the average length of stay for UC is approximately 34 days, a small number of children who pursue potential immigration relief but have no viable family sponsors remain in ORR custody for extended periods of time, while their immigration case is pending. To the greatest extent possible, UC should be released to a sponsor promptly once it is determined that the sponsor is able to provide for the child’s safety and well-being.

While in ORR custody, UC receive an array of services, including residential care and supervision, clothing, food, individual and group counseling, medical/mental health care, case management, education/English as a Second

Language, recreation, vocational education, acculturation, and access to religious services. UC also have access to legal services. While the majority of services are available on site, referrals to community-based providers are made as needed. Services are provided by multilingual staff in a manner that is sensitive to the language and culture of the populations served. Service provision is tailored to each UC in order to maximize the UC's opportunities for success both while in care, and upon discharge from the program.

In addition to the ORR funded care provider staff, ORR has Washington, DC Headquarters and Federal Field

Specialist staff who administer the UC Program; develop and implement policies and procedures; provide technical assistance, monitoring and oversight to grantees; identify and develop specialized capacity; and coordinate and oversee the safe and timely release of UC. Central office staff is located in Washington, D.C.

Federal Field Specialists (FFS) are located nationally in areas of high apprehension and placement activity, including Phoenix, AZ; Los Angeles, CA; Miami, FL; Chicago, IL; El Paso, TX; Harlingen, TX; San Antonio, TX; Houston, TX; New York, New York; Portland, OR; Seattle, WA; and Washington, DC. As we expand the shelter network, providers may be located in other cities as well.

ORR intends to acquire the services of bilingual Case Coordinators to provide child welfare based recommendations on individual UC cases, particularly in the areas of making recommendations for transfer and release, identifying children with special needs and developing subsequent recommendations, staffing cases, reviewing individual service planning, collaborating with care providers in providing community support and medical services, and troubleshooting special or unique cases. In order to maintain the integrity of their duties, organizations providing Case Coordinators may not have a conflict of interest with ORR and/or its UC service providers (i.e., organizations involved in the care and maintenance of children in federal custody, organizations that would receive financial benefit as a result of their recommendations, etc.).

Case Coordinators will be assigned to locations near ORR-funded care providers. In most cases, Case

Coordinators will be deployed in or around areas where Federal Field Specialists are present. The primary regions are Western (California, Oregon, Washington, and Arizona); South Central (Texas); Midwest (Chicago, Illinois; Michigan); and Eastern (Florida, Pennsylvania, Virginia, New Jersey and New York).

Case Coordinators will work closely with Federal Field Specialists, who act as the local ORR liaison with care providers and stakeholders, provide technical assistance and guidance to care providers on ORR policies and procedures, and make transfer and release decisions for UC in their designated regions.

C.2 SCOPE AND REQUIREMENTS

The Office of Refugee Resettlement (ORR), Division of Children's Services (DCS) requires the services of a

Contractor to develop and maintain regional or national case coordination program(s) that provide child welfare based recommendations on individual UC cases, particularly in the areas of safe and timely release, identification of children with special needs and development of corresponding recommendations, and placement recommendations. Case coordinators will coordinate placement decisions with ORR staff and ORR care provider grantees.

The main responsibilities of Case Coordinators will include, but are not limited to:

Providing timely review, assessment, and recommendation of release requests to ORR to ensure release of UC to a sponsor promptly once it is determined that the sponsor is able to provide for the child’s safety and well-being;

Assisting ORR in ensuring that children are placed in the least restrictive setting while ensuring safety and minimizing flight risk of UC;

Assisting ORR in ensuring that the UC are receiving appropriate services;

Meeting with individual UC in instances when there are identified safety concerns and care provider staff at designated ORR-funded care provider sites;

Providing targeted child welfare based assistance to care provider staff, as directed by ORR staff;

Providing written assessments, and when necessary reviewing or providing technical assistance to the written assessments of the care provider’s case managers and clinicians.

Making recommendations for home study and post- release services for at-risk children, in collaboration with the care provider and ORR;

Making placement recommendations, including for children who require more specialized levels of care, such as long-term foster care, residential treatment centers, and secure care in collaboration with t he care provider and ORR;

Collaborating and working on any other tasks specific to the case coordinator as per ORR/DCS policy and procedures;

Participating in collaborative meetings with local stakeholders;

Leading case staffing with care providers to discuss individual cases and progress; and Meeting with designated ORR staff to provide updates of individual UC cases and elevate cases as needed

It is imperative that Case Coordinator staff work as a cohesive team, in a collaborative and effective manner with care provider staff and ORR staff for the safe and timely care, transfer, and release of UC.

Task Requirements:

The Contractor shall furnish necessary personnel and related human resource support, such as travel, training and services. Although work will be further defined as the contract progresses and as per ORR's policies and procedures, program management will dictate, and include, but not be limited to the following activities:

Task 1.0 Program Management

Subtask 1.1

The Contractor shall provide the technical and functional activities at the contract level needed for the program management of this Statement of Work (SOW). The Contractor shall provide productivity and management methods such as quality assurance, risk management, work breakdown structure, and human engineering at the contract level. The Contractor shall provide administrative, clerical, documentation, training and related functions.

Subtask 1.2

For purposes of accountability and transparency, the Contractor shall prepare a Contract Management Plan describing the technical approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements of this contract. The Contract Management Plan shall include a plan for travel, professional development, and training. The Contractor will work to ensure child welfare best practices are a primary focus of their management plan.

The Contract Management Plan shall be updated annually by the Contractor, and signed off on by the Contract

Officer Representative (COR) and Contracting Officer (CO). The draft of the Contract Management Plan shall be submitted to the COR and Contracting Officer a minimum of 90 days prior to the start of the following option year.

Subtask 1.3

The Contractor shall prepare a work plan that proposes timeframes for specific tasks to be performed, as described in the SOW. The Contractor shall update the work plan annually 90 days prior to the commencement of the following option year.

Subtask 1.4

The Contractor shall meet with the COR and other relevant staff of the Office of Refugee Resettlement (ORR) within seven (7) days of the effective date of contract (EDOC). The purpose of the initial meeting is for the

Contractor to obtain relevant background information from the COR (including ORR policies and procedures), review the statement of work and timeline, and identify any potential challenges. The Contractor shall present past work experience with similar projects and an initial work plan and timeline for addressing all tasks. The meeting will take place in Washington, DC. Additional telephonic meetings may be scheduled as the need arises and to conform to ORR's program modifications either by legislation or design.

Subtask 1.5

The Contractor shall provide a written summary of the initial meeting to the COR within two (2) weeks of EDOC.

The documentation shall include a brief synopsis of discussions that occurred along with any decisions reached and action steps agreed upon.

Subtask 1.6

The Contractor shall provide for staff travel, equipment, and supplies.

Travel for Contractor shall be limited to initial employment orientation and any other training and/or technical assistance requests as required by COR. Travel to ORR funded care providers will be required of contractor to meet with UC.

Subtask 1.7

The Contractor may be requested to participate in the Annual ORR Training and to assist in the development of training sessions and materials. Approval is required by the COR for Contractor’s participation in ORR trainings and/or conferences is required.

Presentations given by the Contractor about the ORR program to other government agencies or nongovernmental agencies require the prior approval of the ORR COR. Requests by the Contractor to present shall be submitted in writing to the COR a minimum of 14 business days prior to the presentation, and shall include the nature and purpose, agenda, presentation curriculum, and any projected costs.

Subtask 1.8

The Contractor shall describe proposed staffing, including structure and level of expertise sufficient to fulfill contractual responsibilities in the Case Coordination program.

The Contractor and COR will establish clear lines of reporting and communication as per ORR's policies and procedures or as needed for the efficient operation of the program after discussion between the COR and

Contractor. The Contractor will maintain a clear and independent supervisory structure with their organization for all personnel issues including, among others, evaluation of job performance, designation of work responsibilities, work schedules, personal and sick leave and professional development, etc.

The Contractor shall review Project Manager and Case Coordinator position descriptions with the COR and obtain approval prior to advertising and disseminating job announcements.

In the event ORR determines that the Contractor’s staffing levels or personnel performance do not conform to contract requirements, ORR will advise the Contractor in writing and the Contractor shall have 30 days to remedy the identified deficiencies. If after consultation with the Contractor, ORR has determined the actions taken do not remedy the concerns and that the personnel is incapable of carrying out the responsibilities outlined in the contract, ORR has the authority to request that the Contractor personnel no longer be retained for the purposes of this contract. Any such determination by ORR will be made in a consultative manner with the Contractor and should be coordinated and carried out within 30 days of the request. Replacement of the identified contractor personnel, if necessary, shall also be coordinated in consultation with ORR.

Selection of all new and replacement key staff is subject to the COR's and CO's written approval. Key staff is defined as the Project Manager, Case Coordinator Supervisors, and Case Coordinators. The Contractor shall work an eight (8) hour day (40 hours a week) and shall follow ORR's preferred working hours between the hours of 7:30 AM and 6:30PM, Monday through Friday. On a case-by-case basis, the COR may approve alternative working hours and weekends for surge related efforts provided that they fall within ACF's core working hours, which range from 6:30AM to 6:30PM. The Contractor is responsible to maintain overall coverage of task assignments. However, special arrangements may be made with the COR for special agency holidays and events per the contractor's policies.

The Contractor will provide the necessary backup coverage in developing their staffing plan to ensure proper coverage of staff during vacation, leave, replacement of staff, etc.

Subtask 1.9

The Contractor shall provide one (1) Project Manager. The Project Manager shall maintain a high level of expertise in child welfare, juvenile justice, and serving immigrant youth and families at the management level.

Specifically, the Project Manager shall have a Master’s degree or higher in Social Work, a social sciences related discipline, or background in law, and at least five years of demonstrated child welfare experience. Experience working with immigrant youth and families and underserved populations is strongly encouraged. The hire of the Project Manager, or any replacements thereof, must be approved in writing by the COR.

The Project Manager shall be the Contractor's primary point of contact for COR and shall oversee staffing, management, and reporting. Based on direction from ORR, the Project Manager will direct work priorities to maintain a professionally managed program. The Project Manager or supervisory designee shall conduct annual site reviews of all Case Coordinators to evaluate Case Coordination compliance with the Contract, ORR policy and procedures, timely performance of tasks and deliverables, collaboration with ORR and stakeholders, and training needs. Summaries and findings from site reviews shall be incorporated into the quarterly performance report. Copies of site visit reviews shall be provided to the COR upon request.

The Contractor shall review the Project Manager Position description with the COR and obtain approval prior to advertising and disseminating job announcements.

Subtask 1.10

It is estimated that Case Coordinator services will be requested for at least 58,000 UC each year. Numbers may vary depending on trends in immigration and apprehensions.

The Contractor shall designate Supervisory Case Coordinators responsible for overseeing staff, serving as point of contact for concerns/feedback from UC, sponsors, and stakeholders regarding Contractor’s services, and provision of case coverage. The Supervisory Case Coordinators shall assist the Project Manager with work assignments and other team coordination needs as established in the position description.

The hire of the Case Coordinators, Supervisory Case Coordinators, or any replacements thereof, must be approved in writing by the COR. Supervisory Case Coordinators shall have a Master’s degree in social work

(MSW) and 5 years of postgraduate direct service delivery experience working with youth and trauma-informed care; or a Master’s degree in psychology, counseling, or other relevant behavioral science in which clinical training and experience is a program requirement. Licensure and supervisory experience are required.

The Case Coordinators shall have a Master’s degree in Social Work or a social sciences related discipline and at least two years of demonstrated post graduate child welfare experience. Alternatively, Case Coordinators shall have a Bachelor’s degree in Social Work or a social sciences related discipline and at least five years of post-graduate demonstrated child-welfare experience. Case Coordinators shall be bilingual in English and

Spanish. Verbal Spanish language fluency must be confirmed and documented. Prior experience working with immigrant youth and families is highly preferred. Prior experience in juvenile justice is highly preferred for regions serving UC with criminal histories. The Contractor shall review the Case Coordinator and Supervisory

Case Coordinator position descriptions with the COR and obtain approval prior to advertising and disseminating job announcements.

ORR will work in consultation with the Contractor to ensure locations and workloads are appropriate. ORR reserves the right to modify the number and location of Case Coordinators and Supervisory Case Coordinators, as well as staffing requirements based on the shifting demands of the program.

The Contractor shall provide a high level of expertise in child welfare, juvenile justice and serving immigrants youth and families at the field level. The Contractor shall recruit, train and maintain a staff of Case Coordinators ensuring a caseload ratio of no more than 85 cases to one Case Coordinator at a time. Listed below are the areas for which coverage is to be provided, along with the projected bed capacity. The areas and/or projected bed capacity are subject to change should there be additions to the shelter network. The Contractor shall provide full coverage for the following areas and additional areas as needed:

AZ: 1340

S. CA: 367

N. CA: 76

Portland, OR: 112

Seattle, WA: 87

Chicago, IL: 504

Michigan: 81

El Paso, TX: 260

Houston, TX: 646

San Antonio, TX: 553

S. TX (Brownsville, Harlingen, San Benito, Los Fresnos): 1819

S. TX (Driscoll, Corpus Christi, Raymondville): 414

NY/NJ/MA: 1080

PA: 97

VA: 177

FL: 2 4 7

Subtask 1.11

All Contractor staff that has any contact with UC under this contract shall successfully complete a fingerprint criminal background check and provide Child Abuse and Neglect checks, paid for at the Contractor's expense, per

ORR policies and procedures in effect at the time of hiring and prior to the start of employment.

Subtask 1.12

Case Coordinators will work in contractor established work office that may not be on the grounds or in an agreement with any established ORR care provider, depending on the particular needs of the region in consultation with the ORR COR. Any deviation from this subtask requires approval by the ORR COR. The Contractor shall submit duty station schedules and recommendations to the COR for review and approval.

Subtask 1.13

The Contractor shall ensure coverage during business hours. In the event that a Case Coordinator is unable to cover his/her region, a backup must be assigned for the duration of his/her absence. The Contractor is responsible to notify ORR staff of coverage plan for any staff absence.

Subtask 1.14

The Contractor shall develop a standardized training curriculum that all Case Coordinators must complete prior to any case assignments occurring. The training curriculum shall be submitted to ORR COR with the Contract

Management Plan. Any subsequent changes should be submitted to the COR.

The Contractor is responsible for developing systems to identify areas in which staff or Case Coordinators are in need of training or technical assistance, and for the development and implementation of corresponding plans to address any training or technical assistance needs.

Subtask 1.15

The Contractor shall develop and implement systems to assess the satisfaction of UC, care providers, stakeholders, Federal Field Specialists and ORR central office staff. The Contractor shall track all reports of concerns with services and the Contractor’s response and incorporate into the quarterly performance report.

Task 2.0 Safe and Timely Release Process

Subtask 2.1

The primary responsibilities of this contract are assuring Case Coordinators make child welfare recommendations in the best interest of the children under ORR care and make release recommendations promptly once it is determined that the sponsor is able to provide for the child’s safety and well-being.

Additional responsibilities in regard to oversight of the UC cases include: thorough and timely review of release requests, regular meetings with individual UC, recommendations for home studies, case consultations, and placement recommendations on levels of care and services.

Case Coordinators shall review release requests and develop recommendations to the designated ORR staff based on child welfare expertise, ORR/DCS policy and procedures, the care provider's clinical and case management team feedback and recommendations, as well as the individual merits of each case. Case Coordinators are required to submit a recommendation to ORR within one (1) business days of receipt of a completed release request or (2) business days in Post Home Study cases.

Case Coordinators shall prioritize UC cases at or beyond 25 days in care by ensuring timely completion of assessments and release recommendations. Case Coordinators will work closely with the care provider and FFS to identify these cases and implement a priority plan to expedite a safe and timely release.

Subtask 2.2

Case Coordinators shall work closely with care provider staff to identify missing information from release requests and related assessment documents. In coordination with care provider staff and ORR staff, Case Coordinators may directly contact potential sponsors to assess appropriateness of release.

Subtask 2.3

Case Coordinator shall work closely with care providers’ case managers and FFS in tracking CA/N waiver status information in a timely manner when making release recommendations. Case Coordinators will inform FFS of the

CA/N check status when submitting release recommendations, along with CA/N Check Waiver Decision Memo to the FFS for ORR approval.

Subtask 2.4

Case Coordinators, in consultation with care providers’ clinical and case management staff and ORR, shall make recommendations for identified cases for home study and post-release services based on ORR/DCS home study and post-release only services and referral criteria. Case Coordinators shall collaborate with care provider staff and

ORR to gather any outstanding information in order to submit recommendation. Case Coordinators shall respond to requests for additional information from ORR staff regarding the referral within one (1) business days of request.

Case Coordinators shall ensure the exchange of updates on information regarding the UC, sponsor, and status of the home study between the ORR headquarters office, home study service provider, care provider, and field staff throughout the duration of the home study process.

Subtask 2.5

Case Coordinators shall perform other duties as established in the list of roles and responsibilities developed between the COR and the Contractor, and as per ORR/DCS policy and procedures.

Task 3.0 Tracking and Management of Special Needs Cases

Subtask 3.1

Case Coordinators, in close consultation with care provider’s clinical and case management staff and designated

ORR staff, shall track and manage complex cases by utilizing knowledge of child welfare, juvenile justice, mental health, and ORR/DCS policy and procedures, to arrive at placement recommendations based on the best interest and special needs of the child. Case Coordinators shall provide recommendations to ORR headquarter and field staff to effectively monitor and assess complex cases to assist in evaluating the bes t interests of the child.

Subtask 3.2

Case Coordinators shall provide on-going consultation and assistance to care provider staff and work closely with the ORR staff related to individual assessment of cases for transfer of UC to alternate placements. Case

Coordinators shall utilize child welfare, juvenile justice, and mental health expertise; knowledge of the

ORR/DCS continuum of care; and ORR/DCS transfer criteria, policy and procedures as the basis for transfer recommendations. Case Coordinators shall submit transfer recommendations within one (1) business days of request.

Subtask 3.3

Case Coordinators shall work with care provider staff and ORR to identify UC that will require long term care, ensure appropriate case planning, and make corresponding recommendations.

Subtask 3.4

Case Coordinators shall work with care provider staff and ORR to identify UC who require therapeutic services or placement, and make corresponding p l ace me n t recommendations based upon child welfare and mental health expertise.

Case Coordinators shall continue to act in their full capacity as Case Coordinator for all UC placed in Residential

Treatment Centers (RTC) in their region, which includes, but is not limited to, meeting with the UC and the RTC care provider treatment staff to obtain updates on the progress of each UC and determine, with ORR and the RTC care provider treatment staff, whether the UC needs continued therapeutic treatment or would benefit from a less restrictive level of care.

Subtask 3.5

Case Coordinators shall work with care provider and ORR staff to identify UC who are potential victims of human trafficking. Case Coordinators shall be responsible for tracking such cases that are referred to the ORR central office by care provider staff and ensuring that UC are referred for benefits and services available to victims of trafficking and other related crimes.

Case Coordinators shall collaborate with clinician and care providers to develop safety plans for potential victims of trafficking, in regards to placement, telephonic contacts and visitation; release; placement in a community based settings; and/or return to country.

Subtask 3.6

Case Coordinators shall perform other duties as established in the list of roles and responsibilities developed

Task 4.0 Duty Stations and Meetings with Care Providers and ORR Staff

Subtask 4.1

Case Coordinators shall make, at a minimum, weekly visits to all care providers within his/her assigned local duty station to interview UC and meet with care provider s t a f f and to staff cases. The Case Coordinator's designated duty station shall be located within close proximity of a ORR-funded care provider facility, as approved by the

COR in consultation with the Contractor, taking into consideration the number and location of care providers within the Case Coordinator's designed area.

Subtask 4.2

Case Coordinators shall make, at minimum, monthly visits to care providers located outside each of his/her assigned local duty station to interview UC as needed and meet with care provider staff and to staff cases. The frequency of such site visits shall be determined by the COR in consultation with the Contractor, taking into consideration the number and location of care providers within the Case Coordinator's designated area.

Subtask 4.3

Case Coordinators shall lead case staffing with care providers and designated ORR staff, which shall take place at the care providers’ facility. Case Coordinators may participate in weekly case staffing by telephone when the care provider is not located within the Case Coordinator's local duty station, as defined by the COR in consultation with the Contractor.

Subtask 4.4

Case Coordinators shall interview UC, as needed, to determine t h e m o s t appropriate placement recommendations. Case Coordinators shall strive to meet with UC at least once prior to making recommendations.

Subtask 4.5

Case Coordinators shall perform other duties as established in the list of roles and responsibilities developed

Task 5.0 Collaboration and Communication with Other Entities

Subtask 5. 1

Case Coordinators shall, at a minimum, meet with designated ORR staff on a weekly basis. In areas where there is no ORR designee present, Case Coordinators shall confer with the assigned ORR designee by telephone.

Subtask 5.2

Case Coordinators shall participate in quarterly stakeholders meetings with local DHS officials, care provider staff, legal service providers, and the designated ORR staff.

Subtask 5.3

Case Coordinators may have contact with sponsors, UC's family, and stakeholders as appropriate to assess safety and appropriateness of release and placement recommendations. However, Case Coordinators shall refer attorney, DHS, and other stakeholder inquiries that may require government action or review directly to the designated ORR designee.

Subtask 5.4

The Contractor shall participate in monthly conference calls with ORR staff or on an as needed basis.

Subtask 5.5

Case Coordinators shall respond to individual case inquiries and requests for recommendations to date from ORR staff.

Subtask 5.6

The Contractor shall focus on making individual case recommendations. Contractor staff may report concerns to the designated ORR staff following the designated chain of command.

Case Coordinators shall perform other duties as established in the list of roles and responsibilities developed

Task 6.0 Data Collection, Tracking and Reporting

Subtask 6.1

Case Coordinators shall receive training and orientation on the ORR/DCS electronic database. Case

Coordinators shall be required to utilize the ORR/DCS database for processing case recommendations, as well as other functions that are incorporated into the system. The Contractor shall have access to a computer with internet access to carry out this task.

ORR may request reports on an ad hoc basis depending on the need of the program. The COR and Contractor shall discuss the work load to ensure appropriate staffing support is provided.

Subtask 6.2

Case Coordinators shall track UC cases in their designated region and complete weekly status reports following the ORR template. Weekly case status reports shall address status; date(s) met with UC; date placement and release requests received; description of outstanding information and issues; and date Case

Coordination recommendation completed. Copies of reports shall be provided to ORR in accordance with

ORR policy and procedures.

Subtask 6.3

In consultation with the COR, the Contractor shall gather data regarding issues that impact their ability to conduct

Case Coordination duties as outlined in the Contract and the ORR/DCS policy and procedures. The Case

Coordination program shall share trends that impact ability to make timely case recommendations and recommend corresponding solutions to ORR.

Subtask 6.4

All program records maintained by the Contractor are considered to be ORR's records. The Contractor must not release files, data, or any other information about individual UC or sponsors to anyone without the prior authorization of ORR and the subjects involved. Any data analysis of UC files must be authorized by ORR. The

Contractor must give ORR unrestricted access to program and UC records and data at all times, this includes emails between Contractor staff on specific cases.

Subtask 6.5

The Contractor shall submit a quarterly performance report to demonstrate Contractor performance of Contract deliverables and requirements. The Contractor shall track their performance of all deliverables and performance measures and include in the quarterly report. The Contractor shall also provide information in the quarterly performance report detailing the quality assurance and management applied to the contract. The quarterly performance report is due 30 days following the completion of the fiscal year quarter.

The quarterly performance report shall provide information and progress on Contractor performance at the level of both local regions and overall program performance, including but not limited to the following:

Quantitative and qualitative measurement of case recommendations in accordance with child welfare principles and ORR/DCS policy and procedures

Total number of cases processed by Case Coordinators

Number of release recommendations waived by the Federal Field Specialist

Average length of time from placement to meeting with UC; average number of times Case

Coordinator met with UC prior to making recommendation; percentage of cases on which Case

Coordinator met with UC at least once prior to making recommendation

Percentage of cases for which Case Coordinators participated in case staffing each week

Average length of time from receipt of release request to submission of recommendation;

percentage of recommendations completed within one (1) business days of receipt of release request or ( 2) business day in post home study cases.

Number and percent of release requests found to have incomplete information and analysis of trends in incomplete information

Quantitative and qualitative measurement of satisfaction of UC, care providers, stakeholders, Federal

Field Specialists, and ORR headquarters staff of Case Coordination services

Average Case Coordinator case load

Number and summary of concerns received regarding Contractor services; analysis of Contractor response

Task 7.0 Training and Assistance

Subtask 7.1

The Contractor’s national headquarters staff and Case Coordinators may provide targeted child welfare training to identified stakeholders, when requested by the COR in collaboration with the Contractor Project Manager. Case

Coordinators shall provide a training agenda and presentation material to the COR for approval ten (10) business days prior to the scheduled training and a written summary within fourteen (14) calendar days following the completion of the training to the designated COR.

Subtask 7.2

Case Coordinators shall work in conjunction with local care providers and ORR staff to identify community-based mental health resources and other resources to his/her particular region.

Task 8.0 Compliance with Regulations, Policies and Procedures

Subtask 8.1

The Contractor shall provide support in a systematic and uniform manner to ensure compliance with regulations, ORR's policies and procedures, the Flores Settlement Agreement, Section 462 of the Homeland Security Act, Section 235 of the William Wilberforce Trafficking Victims Protection Reauthorization Act of 2008, the

Perez-Olano Settlement Agreement, Section §IIOI(c) of the Violence Against Women Reauthorization Act of 2013, and other documents as provided by the COR.

Task 9.0 On-going Collaboration

Subtask 9.1

The objective of the contract is to work cohesively and to collaborate on issues that may impact the program and services. The demands of the program require a level of flexibility so that the program can respond to unforeseen tasks to meet the needs of an ever-changing program. Such tasks will be discussed and requested within the general scope of the contract, relaying on the expertise of the contractor, and carried out, as feasible, with current staff and budget.

C.4 COMPLIANCE WITH FEDERAL STATUTES CONCERNING THE COLLECTION

OF INFORMATION CONTAINING PERSONAL IDENTIFIERS, SYSTEMS OF

RECORDS REQUIREMENT

The Contractor shall comply with all requirements imposed by federal statutes concerning the collection and maintenance of data that includes personal identifiers, in order to satisfy the privacy and confidentiality provisions of the Privacy Act, Social Security Act, and the Health

Insurance Portability and Accountability Act (HIPAA).

MAINTENANCE OF DATA FILES CONCERNING PERSONAL IDENTIFIERS

In preparing and providing data files and documentation, the Contractor shall ensure compliance with all requirements imposed by federal statutes concerning the collection and maintenance of data which includes personal identifiers, in order to satisfy the privacy and confidentiality provisions of the

Privacy Act, Social Security Act, and the Health Insurance Portability and

Accountability Act (HIPAA).

Notwithstanding any other clause concerning data, data rights and computer software and hardware under this contract, all data and source code produced, recorded, transferred or manipulated under this contract shall remain the exclusive property of the Government irrespective of the manner or method of recording or storage no matter what form of computer

Shelter Care for Unaccompanied Children.

C.5 Transition in:

The transition in should ensure minimum disruption to vital government business and must be completed within 30 calendar days after Task Order Award. Upon completion of the transition in the contractor shall fully staff and prepare to begin full performance under the requirement of the Task Order. The contractor shall ensure that there will be no service degradation during transition. The contractor shall propose a transition in approach in their management approach and it will be discussed during the project kick off meeting.

C.6 Transition out:

The transition-out-plan shall facilitate the accomplishment of a seamless transition from the incumbent to the incoming contractor/government personnel at the expiration of the Task Order. The contractor shall provide a transition out plan NLT (90) calendar days prior to expiration of the Task Order. The contractor shall identify how it will coordinate with the incoming and or government personnel to transfer knowledge regarding the following:

• Project management processes.

• Points of contact.

• Location of technical and project management documentation.

• Status of ongoing technical initiatives

• Appropriate contractor to contractor coordination to…