UCTL PWS.pdf

Performance Work Statement

Unaccompanied Children Transportation and Logistics

Administration for Children and Families

Office of Refugee Resettlement

Contents 1 Introduction

2 Background

3 Objectives

4 Scope

5 Performance Requirements

5.1 Transportation Arrangements

5.1.1 Individual UC Transports

5.1.2 Specialized Transports

5.1.3 Charter Transportation/Large-scale Transportation

5.2 Staging

5.3 Discharge/Transfer

5.4 Large-Scale Transportation

5.5 Modes of Transportation

5.5.1 Ground Transportation UC Support

5.5.2 Air Transport UC Support

5.5.3 Maritime/Water Transportation UC Care

5.6 UC Escorts

5.6.1 Escort-to-UC Ratios

5.7 Transportation Considerations

5.7.1 Food Service

5.7.2 UC Property/Documentation

5.7.3 Transfer of UC Property/Documentation

5.7.4 Unanticipated Illness

5.8 Data and Systems

5.9 Reporting

5.10 Communications and Delays

5.11 Supplies

5.12 Closeout and Demobilization Activities

6 Deliverables/Delivery Schedule

7 Security Requirements

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8 Kickoff Meeting

9 Behavior Management Plan

10 Program Management Plan

11 Project Schedule

12 Quality Assurance Plan

13 Communications Plan

13.1 UCs Approved for Transport

13.2 During Transport

13.3 After Transport

14 Key Personnel

15 Personnel/Staffing

16 Government Furnished Information

17 Travel

18 Period of Performance

19 Place of Performance

20 Supplies and Equipment

21 Prohibition Against Personal Services

22 Restrictions on Contractor Access to Government or Third-Party Information

23 Organizational Conflict of Interest

23.1 Conflict of Interest Disclosure

23.2 Post Award Conflict of Interest

24 Attachments

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1 Introduction

The purpose of this requirement is to secure a national transportation services contractor to coordinate and make travel arrangements for Unaccompanied Children (UC) while in the custody of the Department of Health and Human Services. Reasons for transportation include: 1) transferring UC to their sponsors once ORR approves reunification with suitable sponsors, transferring between ORR facilities, or transferring UC back to ORR facilities from sponsor or third party; and 2) mass transportation during emergent influx situations or other emergency needs (e.g., weather or public health-related).

2 Background

The Office of Refugee Resettlement (ORR), Division of Unaccompanied Children's Operations (DUCO) program provides unaccompanied children (UC) with a safe and appropriate environment until they are transported to appropriate sponsors while their immigration cases proceed. ORR is an office within the Administration for Children and Families (ACF), which is a division of the Department of Health & Human Services (HHS). The ORR has identified a critical need for transportation services at a national level to transport UC in ORR facilities located throughout the United States.

3 Objectives

The Contractor shall provide timely and efficient transportation arrangements for the Influx Care Facilities (ICF) and ORR licensed care provider facilities (referred to throughout as ORR facilities) on a 24/7/365 basis. The contractor shall be responsible for purchasing transportation, including but not limited to flights, trains, vans/bus charters, ships, and car rentals for the UC and an escort, if applicable, to transport the child. The place of performance will be throughout the United States of America as well as its territories.

The Contractor shall:

Provide commercial transportation services using vans, ambulances, motor coach (bus), taxicab or air transport for both scheduled and unscheduled routes.

Services can be used for single or multiple passenger shuttle transportation between and among specified locations; driver services; airport transport, etc.

within or between cities for UC movement (as needed).

Furnish all vehicles, insurance, drivers, supervision, maintenance, equipment, and operating supplies/services, and perform all services necessary to provide passenger ground transportation services.

Ensure that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise. The Contractor shall retain documentation of such records.

Book itineraries for all UC transportation requirements.

Provide escort services for UC movement described in section 1 above.

In the event of a recovery purchase, contractor may be required to provide and

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 implement close-out and shutdown procedures IAW 5.12 Closeout and Demobilization Activities.

Specific Requirements

The Contractor shall adhere to the following requirements in its capacity as the owner and operator of ground transportation vehicles and services:

1. Operating Authority and Compliance:

a. Contractors that operate ground transportation services as a carrier of ORR UCs shall provide proof of compliance on award, and on the anniversary of award date, with the US Department of Transportation (DOT) Safer System found at https://safer.fmcsa.dot.gov. Proof of compliance includes updated MCS-150 applications every 24 months as required by DOT.

b. Shall provide on award, and on the anniversary of award date, proof of carriers’ updated Vehicle Miles Travelled (VMT) and Power Unit (PU) data to ensure that it is current and accurate with the MCS-150 carrier registration information with DOT. Outdated or inaccurate data could negatively affect your safety assessment.

c. The Contractor shall have and maintain current charter or common carrier operating authority as required by the appropriate regulatory agencies. The Contractor shall comply with all stipulations and representations required by any Federal, State, Municipal or local laws or executive orders, or any applicable rules, orders, regulations, or requirements of any commercial carriers.

d. Ensure all drivers and equipment are in compliance with the

Department of Transportation Federal Motor Carrier Safety Administration (FMCSA) Regulations as it applies to the definition of a commercial motor vehicle, including a Safety Measurement System rating that does not exceed the intervention threshold as defined by DOT. Safety Rating must be, at a minimum “satisfactory” or “not rated” (see http://ai.fmcsa.dot.gov/SMS/ to look up Safety Ratings)

e. Ensure all commercial motor vehicles (as defined by the FMCSA)have the United States Department of Transportation (USDOT) Numbers for all vehicles involved in interstate commerce, whether they are private carriers or for hire carrier. These DOT numbers shall be provided to the Contracting Officer prior to award of any contract.

f. Ensure that limousine services are in compliance with 49 C.F.R. Parts 390-399 of Federal Motor Carrier Safety Regulations (FMCSR).

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g. Ensure that shuttle buses are in compliance with 49 CFR Part 38 – Americans and Disabilities Act (ADA) Accessibility Specifications for Transportation Vehicles.

h. Ensure vehicles are accessible for standard or motorized wheelchairs or motor scooters, which includes appropriate locking devices when required by ordering agency.

2. Insurance:

a. Possess and maintain adequate liability insurance in accordance with state or local regulations to cover both drivers and vehicles being operated by the drivers at his/her own expense.

b. Furnish copies of current insurance coverage for each passenger vehicle required by the applicable regulatory authorities.

c. Ensure that all vehicle(s) used to transport authorized users meet the local and state insurance requirements.

d. Possess and maintain insurance coverage for Interstate/Intrastate carriers in the amount required by the Federal Highway Administration (FHA)/state regulatory body, respectively. Contractors operating both intrastate and interstate are required to comply with FHA insurance requirements.

e. Possess and maintain -commercial auto liability insurance of at least $1,500,000 for any vehicles with a seating capacity of 15 or less (including the driver) and $5,000,000 if vehicle has a seating capacity of 16 or more passengers. Such limits of insurance may be accomplished through a combination of primary and excess liability insurance policies.

f. Possess and maintain evidence of Worker’s Compensation Insurance or a written explanation as to why the Contractor is exempt from the requirement.

g. Provide proof of insurance upon request.

3. Indemnification:

a. To the extent of insurance proceeds, agree to indemnify and save harmless agency from and against insured claims brought against agency and liabilities incurred by agency which are caused by

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 contractor-owned or -leased vehicles, whether under industrial accident laws, worker’s compensation laws, or any other federal, state, or municipal laws, rules, regulations, and orders applicable to the relationship between employers and employees of contractor.

b. The Government will not be responsible for violations incurred by the operator or citation issued for deficiencies of the vehicle. Contractor agrees to indemnify and save harmless the Government agency from and against claims brought against the Agency and liabilities incurred by the Agency arising from liability caused by contractor-owned or -leased vehicles in the performance of services for or on behalf of the Agency.

4. Driver:

a. All drivers of commercial motor vehicles (as defined by the FMCSA) must meet and be in compliance with all state licensing requirements as outlined by the Federal Motor Carrier Safety Regulations (FMCSRs). The Contractor, as an independent contractor, and not as an agent of the Government, shall at his/her own expense, obtain and maintain the necessary permits, franchises, licenses, or other authorizations and certifications required of commercial carriers to lawfully perform the services required under this contract.

b. Vehicles shall be operated by drivers who meet all state and local licensing and insurance requirements. Contractor shall instruct all drivers to obey all traffic rules and regulations, including posted speed limits, traffic signals and director/parking signs in compliance with applicable state and local laws.

c. Ensure drivers are routinely tested for drug and alcohol violations IAW 49 CFR Part 40. The Contractor driver’s annual summary of drug and alcohol testing records will be provided upon request as part of the inspection in accordance with 49 Code of Federal Regulations Parts 382 and 391. Such services will be at the company’s own expense.

5. Vehicle and Passenger Safety:

a. Comply with the generally accepted standards for vehicle operation and maintenance practices. As a minimum, the contractor shall comply with all provisions, applicable statutes and agreements which may affect safety, and with all applicable Department of Transportation and State regulations, directives, orders, rules and standards.

b. Ensure all operating equipment is properly maintained. Contractor must have in place a company program ensuring the systematic inspection and maintenance of all vehicles in the carrier’s control. All

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 parts and accessories must be in safe and reliable operating conditions at all times. This includes vehicles’ brake system, hazard and warning signals, head lamps or lights, parking brake system, reflective material strip and tail lamps, turn signals and other accessories that may affect the safe operation of the vehicles.

c. Provide a copy of vehicle maintenance records upon request. In the event of an accident or failure of a vehicle, the contractor’s driver shall do his/her utmost to ensure the safety of all passengers. The contractor shall immediately dispatch vehicle(s) to the scene to transport stranded passengers while simultaneously notifying the customer agency of the incident and any/all actions taken.

d. Comply with the Department of Transportation (DOT) safety inspections ensuring that each vehicle used in the performance of this contract be inspected in accordance with the inspection requirements of the state/local governmental regions in which the vehicle is garaged.

A current certificate of inspection must be available for review by the ordering agency.

e. Prior to departure from the origin point, each driver of a commercial motor vehicle (as defined by the FMCSA) shall complete a Driver Vehicle Inspection Report (U.S. CFR § 396.11), indicating a bus standard or service/safety inspection was conducted by the driver.

Such report may be requested to be sent to the federal agency.

f. Keep records and logs of mileage, maintenance, accidents and repairs, and so forth, for the duration of the contract, for all vehicles used under this contract for verification purposes. The Contractor shall store vehicle inspection records electronically and/or in the location where the vehicles are maintained or garaged.

g. The Contractor shall also maintain employee-training records, documenting training required by DOT regulations and the Contractor.

The records shall be made available to the customer agencies upon request.

The Contractor shall adhere to the following requirements in its capacity as the prime contractor subcontracting ground transportation services to ground transportation charter carriers:

1. Operating Authority and Compliance:

a. Require subcontractors that operate ground transportation services as a carrier of ORR UCs to provide proof of compliance annually with the

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US Department of Transportation (DOT) Safer System found at https://safer.fmcsa.dot.gov. Proof of compliance includes updated MCS-150 applications every 24 months as required by DOT.

b. Shall provide on award, and on the anniversary of award date, proof of carriers’ updated Vehicle Miles Travelled (VMT) and Power Unit (PU) data to ensure that it is current and accurate with the MCS-150 carrier registration information with DOT. Outdated or inaccurate data could negatively affect your safety assessment. Charter carriers with safety assessments less than satisfactory or exceeding an intervention threshold for a safety category (i.e.: Unsafe Driving, Hours of Service compliance, driver fitness, controlled substances and alcohol, vehicle maintenance, crash indicator, etc.) shall not be permitted to provide services under this contract.

c. Require that subcontractors have and maintain current charter or common carrier operating authority as required by the appropriate regulatory agencies, and that subcontractors comply with all stipulations and representations required by any Federal, State, Municipal or local laws or executive orders, or any applicable rules, orders, regulations, or requirements of any commercial carriers.

d. Require all drivers and equipment to be in compliance with the Department of Transportation Federal Motor Carrier Safety Administration (FMCSA) Regulations, including a Safety Measurement System rating that does not exceed the intervention threshold as defined by DOT. Safety Rating must be, at a minimum “satisfactory” or “not rated” (see http://ai.fmcsa.dot.gov/SMS/ to look up Safety Ratings).

e. Require that all vehicles have the United States Department of Transportation (USDOT) Numbers for all vehicles involved in interstate commerce, whether they are private carriers or for hire carrier. These DOT numbers shall be provided to the Contracting Officer upon request.

f. Require that limousine services are in compliance with 49 C.F.R. Parts 390-399 of Federal Motor Carrier Safety Regulations (FMCSR).

g. Require that shuttle buses are in compliance with 49 CFR Part 38 – Americans and Disabilities Act (ADA) Accessibility Specifications for Transportation Vehicles.

h. Require that vehicles are accessible for standard or motorized wheelchairs or motor scooters, which includes appropriate locking devices when required by ordering agency.

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2. Insurance:

a. Require that subcontractors possess and maintain adequate liability insurance in accordance with state or local regulations to cover both drivers and vehicles being operated by the drivers at his/her own expense.

b. Furnish copies of current insurance coverage naming the Contractor and Government agency as additional insured for each passenger vehicle required by the applicable regulatory authorities.

c. Require that all vehicle(s) used to transport authorized users meet the local and state insurance requirements.

d. Require that subcontractors possess and maintain insurance coverage for Interstate/Intrastate carriers in the amount required by the Federal Highway Administration (FHA)/state regulatory body, respectively.

Subcontractors operating both intrastate and interstate are required to comply with FHA insurance requirements.

e. Require that subcontractors possess and maintain commercial auto liability insurance of at least $1,500,000 for any vehicles with a seating capacity of 15 or less (including the driver) and $5,000,000 if vehicle has a seating capacity of 16 or more passengers.

f. Require that subcontractors possess and maintain evidence of Worker’s Compensation Insurance or a written explanation as to why the subcontractor is exempt from the requirement.

g. Provide proof of insurance upon request.

3. Indemnification:

a. To the extent of insurance proceeds, agree to indemnify and save harmless Government agency from and against insured claims brought against agency and liabilities incurred by agency arising from subcontractor, whether under industrial accident laws, worker’s compensation laws, or any other applicable federal, state, or municipal laws, rules, regulations, and orders.

b. The Government will not be responsible for violations incurred by the subcontractor or citation issued for deficiencies of the vehicle.

Subcontractor shall agree to indemnify and save harmless the Government agency from and against any claims brought against the Agency and liabilities incurred by the Agency arising from the

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 subcontractor’s work for or on behalf of the Contractor and Agency.

4. Driver:

a. Require that all drivers meet and be in compliance with all state licensing requirements as outlined by the Federal Motor Carrier Safety Regulations (FMCSRs). The Contractor and its subcontractors, as independent contractors and not as an agent of the Government, shall at their own expense, obtain and maintain the necessary permits, franchises, licenses, or other authorizations and certifications required of commercial carriers to lawfully perform the services required under this contract.

b. Vehicles shall be operated by drivers who meet all federal DOT, state, and local licensing and insurance requirements. Contractor shall require that subcontractors instruct all drivers to obey all traffic rules and regulations, including posted speed limits, traffic signals, and director/parking signs in compliance with applicable state and local laws.

c. Require that drivers are routinely tested for drug and alcohol violations IAW 49 CFR Part 40. The subcontractor’s annual summary of drug and alcohol testing records will be provided upon request as part of the inspection in accordance with 49 Code of Federal Regulations Parts 382 and 391. Such services will be at the company’s own expense.

5. Vehicle and Passenger Safety:

a. Require compliance with the generally accepted standards for vehicle operation and maintenance practices. As a minimum, the contractor shall require compliance with all provisions, applicable statutes and agreements which may affect safety, and with all Department of Transportation and State regulations, directives, orders, rules and standards.

b. Require that all operating equipment is properly maintained. The subcontractor must have in place a company program ensuring the systematic inspection and maintenance of all vehicles in the carrier’s control. All parts and accessories must be in safe and reliable operating conditions at all times. This includes vehicles’ brake system, hazard and warning signals, head lamps or lights, parking brake system, reflective material strip and tail lamps, turn signals and other accessories that may affect the safe operation of the vehicles.

c. Provide a copy of vehicle maintenance records upon request. In the event of an accident or failure of a vehicle, the subcontractor’s driver shall do his/her utmost to ensure the safety of all passengers. The

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 contractor shall ensure vehicle(s) are immediately dispatched to the scene to transport stranded passengers while simultaneously notifying the customer agency of the incident and any/all actions taken.

d. Require compliance with the Department of Transportation (DOT) safety inspections ensuring that each vehicle used in the performance of this contract be inspected in accordance with the inspection requirements of the state/local governmental regions in which the vehicle is garaged. A current certificate of inspection must be available for review by the ordering agency.

e. Require that prior to departure from the origin point, each driver shall complete a Driver Vehicle Inspection Report (U.S. CFR § 396.11) , indicating a bus standard or service/safety inspection was conducted by the driver. Such report may be requested to be sent to the customer agency.

f. Require that subcontractors keep records and logs of mileage, maintenance, accidents and repairs, and so forth, for all vehicles used under this contract for verification purposes. The subcontractor shall store vehicle inspection records electronically and/or in the location where the vehicles are maintained or garaged.

g. Require that subcontractors maintain employee-training records, documenting training required by the Contractor and equipment operator training and safety training. The records shall be made available to the customer agencies upon request.

The Contractor shall provide unarmed escort staff. For these staff, the contractor shall provide or cause to be provided management, supervision, manpower, training, certifications, driver’s licenses, drug testing, equipment, and supplies necessary 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 provide staff who are qualified and trained to work with this vulnerable population.

Required UC transportation services vary significantly in lead time, as some days have no demand while others may have transportation requests with short turnaround time.

Demand occurs on both weekdays and weekends, 24/7/365. It is the responsibility of the Contractor to purchase all commercial plane and other tickets, coordinate charter flights, and make all other transportation arrangements.

The contractor must plan commercial or charter flights in a period of less than 24 hours.

The contractor shall be prepared to arrange alternate travel in case of unforeseen weather conditions, delays, or flight conditions. The Contractor shall promptly arrange alternate travel when these instances occur. In some situations, such as flight delays, cancellations, etc., the time the contractor maintains custody of the UC may be

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 extended. In limited cases, overnight housing may be required as described herein.

The outcome of this effort is for the contractor to provide a cadre of qualified staff to provide transportation services in a timely manner that allow for effective, efficient, and incident-free transport of the UC population.

The contractor must treat all UC with dignity and respect, while adhering to all applicable Federal and state statutes, regulations, and ORR standard operating procedures and policies relative to the care and custody of UC, including the Prison Rape Elimination Act (PREA) Training. The contractor shall provide staff who are qualified and trained to work with this vulnerable population as stated herein.

4 Scope

ORR requires a national transportation contractor to provide transport for: 1) UCs at discharge and/or in need of transfer within the ORR network; and 2) scalable transportation for large-scale movement in the event of an emergency, surges in the UC population, or other ad hoc needs as directed by the COR. The Contractor shall provide timely ground, air, or water transportation services including booking and transportation operations to transport a UC from an ORR facility to the sponsor and/or between ORR facilities, and/or to facilitate the transfer of UC custody between federal and/or non-federal agencies. For transporting UC during mass movements, the Contractor shall coordinate with a travel agency to ensure timely travel needs are met.

The Contractor shall furnish all of the necessary personnel, materials, and services required to perform the work under this contract.

In addition, local, state, and Federal public health requirements must be followed. This includes any new health requirements stemming from emerging health emergencies (e.g. COVID-19 guidance regarding quarantine, isolation, and capacity) when the transportation is directly provided by the Contractor. The contractor shall make capacity adjustments in alignment with local, state, and federal guidelines for COVID-19.

Upon award, the contractor must have a sufficient staffing pool to meet the current transportation services for approximately 8000 UCs per month.

The Contractor shall pick up UC from shelter-designated staging areas on shelter premises. Once UC are officially discharged, the Contractor may use mobile staging locations (i.e., coach buses with restrooms). The Contractor shall provide ready access at mobile staging locations to food, water, restroom facilities, and comfortable furniture at all times; and clean clothes and hygiene products appropriate for the UC's age, gender, and specific needs as necessary. UC waiting time in such areas shall be limited to a maximum of 12 hours at shelter-designated staging areas, and a maximum of 4 hours at mobile staging locations unless otherwise approved by the COR. In instances where travel arrangements are delayed due to reasons outside the Contractor’s control, and a UC is returned to their original departure site, the waiting time maximum limits

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In the event of travel disruptions, the contractor shall ensure the health and safety of the UCs at all times. Overnight stays in hotels are appropriate as long as they are consistent with ORR-mandated escort-to-UC ratios (number and gender). Contractor staff shall maintain line of site of UC in accordance with ORR policy and provide supervision at all times. For overnight stays, the Contractor shall provide ready access to food, water, and comfortable furniture at all times, and clean clothes and hygiene products appropriate for the UC’s age, gender, and specific needs as necessary.

Standard: Mobile staging areas are provided for discharged UC awaiting transport IAW Sections 4 and 5.2 of the PWS, provided such an area is at an EIS or ORR shelter and the ORR-assigned FFS for that shelter has approved.

AQL: No more than 3 verified instances per month of: UC waiting in excess of 12 hours at a shelter-designated staging area for transport; UC waiting in excess of 4 hours at a mobile staging area for transport, unless otherwise approved by the COR; or UC at a mobile staging area or overnight stay not receiving ready access to food, water, or comfortable furniture, and clean clothing or hygiene products if necessary.

Inspection: COR monthly inspection.

5 Performance Requirements

5.1 Transportation Arrangements

The Contractor shall ensure that transportation arrangements are booked in an automated transportation system, and that the appropriate ORR staff has access to the associated travel itineraries for both UCs and their escorts within 24 hours of ORR’s initial transportation request.

The Contractor shall avoid planning pre-dawn and late-night travel whenever feasible and shall notify the COR, in writing, when a specific instance necessitates pre-dawn or late-night travel. Pre-dawn is defined as prior to 5 a.m. local time, and late-night is defined as departure of any leg of travel after 12 a.m. (midnight) local time.

Escorts will maintain a log of key trip milestones to ensure adherence to in-trip protocols. These milestones include tracking when the UC is picked up from the ORR facility, when the UC is in transport, and when the UC is reunified with their sponsor or arrive at another ORR facility.

Transportation Standard: All travel arrangements are booked with itineraries delivered to the ORR COR within 24 hours of transport requests.

Acceptable Quality Level (AQL): 95% of travel bookings are made and itineraries are delivered within 24 hours of transport requests in any 120-day period.

Inspection: Completed Quality Performance monthly checklists and automated travel logs will be made available to the ORR COR.

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5.1.1 Individual UC Transports

The Contractor staff will evaluate the ground transport travel time and flight travel time for each UC movement and select the most expeditious and efficient method of transport with a goal of minimizing UC travel time. In general, ground transport shall be used for short distance trips (up to 12 hours unless otherwise approved by the COR) unless other unavoidable travel disruptions reasonably beyond the Contractor’s control would unnecessarily delay UC reunification with the approved sponsor.

Commercial air flights are the preferred method of transport for long-distance trips (defined as any trip exceeding 12 hours unless otherwise approved by the COR), unless flight availability or other unavoidable travel disruptions reasonably beyond the Contractor’s control would unnecessarily delay UC reunification with the approved sponsor. The Contractor shall seek direction and approval from the COR where the Contractor believes deviations from these requirements are necessary for the safe and/or expeditious transport of the UC.

5.1.2 Specialized Transports

Medically fragile children and/or those with special needs may require a transportation method that is time-saving, direct, and provides for appropriate accompanying medical or mental health care. For this requirement, the term “special needs” includes, but is not limited to, medical, mental, emotional, behavioral, or any other characteristic of a UC that requires transportation by ambulance, accessible vehicle or other transportation, staff secure transport, or other mode of transport and staff assistance to ensure these UC are safely and efficiently transported. For any specialized transports, ORR shall instruct the referring care provider to provide the Contractor with any particular UC-related medical transport specifications or orders instructed by the referring doctor to ensure the Contractor's transportation staff has the necessary staff and equipment to make a safe and appropriate transfer. Should the specifications or instructions provided by the referring doctor fall outside the scope of the training and qualifications of the Contractor’s personnel, the Contractor shall notify the ORR COR to discuss alternative arrangements. Additional special UC needs may require the contractor to provide specialized transportation and staffing approaches to ensure the UC’s safe and timely transfer or unification.

Specialist Transport Standard: All specialized transportations occur in accordance with referring doctor and/or ORR instructions.

AQL: 100% compliance with referring doctor and ORR instructions. Inspection: Monthly reporting for ORR COR records.

5.1.3 Charter Transportation/Large-scale Transportation

To move large-scale numbers of UC (up to 1,000 within 48 hours of ORR notification) between shelters or other specified departure/destination facilities, the contractor shall

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 evaluate the use of commercial air flight, charter flights, and charter buses. When air travel is inefficient or flight availability would delay reunification in excess of 24 hours, the contractor is authorized to use charter bus services to reunify UC with sponsors.

When conducting ground transport, the contractor shall take into consideration all relevant state, federal and Department of Transportation regulations, the age and needs of the UC for mandatory seatbelt use and other safety assurances and will plan for and take appropriate breaks commensurate with the overall length of travel. UC shall be supervised by the contractor in accordance with ORR-mandated staffing ratios at all times. On all charter flights or bus trips, contractor escorts will check and clean the bathrooms with sanitizing wipes on the hour to maintain a high standard of cleanliness.

Specific to charter flights, no charter shall be planned to wait on the tarmac for more than 3 hours with UC onboard.

Charter Standard: All charter transportation arrangements are booked within 24 hours of notification.

AQL: 95% of charter transportation arrangements are booked within 24 hours of notification in any 60-day period.

Inspection: ORR COR records every 60 days.

5.2 Staging

Staging is defined as a zone used for processing and preparation of UCs.

The contractor shall consider the age and special needs of individual UC being transported when making travel plans and determining how and where UC will be staged. The contractor shall employ the use of appropriate staging locations at all times (hotels, dedicated space within an ORR facility, or other ORR approved venue). The contractor shall use mobile staging locations (e.g., coach buses with restrooms) at predetermined locations. This includes staging locations for UC sponsor reunifications.

All reunification staging locations should be well lit, have rest room facilities, provide enough space for traffic circulation, and be appropriately coordinated with the site proprietor (i.e. buses parked at hotel parking lots for sponsor reunification should be coordinated ahead of time).

UC waiting times at mobile staging locations are limited to a maximum of four hours, unless otherwise approved by the COR in writing. Bus staging at an ORR facility must be coordinated with ORR Federal Field Supervisor assigned to the ORR facility.

5.3 Discharge/Transfer

As directed by the COR, the Contractor shall ensure that transportation arrangements are booked and the associated travel itinerary for both UCs and escorts are delivered to ORR

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 staff for UC sponsor reunification or transfer within the ORR care provider network within 24 hours of ORR’s initial transportation request. In some circumstances, ORR staff may request expedited transportation as needed. Care providers’ operations are 24 hours per day, seven days per week.

Transportation requirements could be needed at any time to move children between care provider programs or to sponsors. The Contractor shall avoid planning pre-dawn and late-night travel whenever feasible and shall notify the COR, in writing, when a specific instance necessitates pre-dawn or late-night travel.

5.4 Large-Scale Transportation

The Contractor shall provide time efficient ground, air, and water transportation arrangements to move children within the ORR network of care providers, including temporary shelter facilities. Where necessary, the Contractor shall coordinate travel arrangements within 24 hours of notification by ORR. At a minimum, the Contractor shall have scalable staffing and equipment to provide transportation services for up to 1,000 children to be transported per day within 48 hours of notification.

The Contractor shall provide time efficient ground, air and/or water transportation arrangements to transport a child from an ORR care provider to the sponsor. The Contractor shall not release the UC to any individual other than the sponsor or facility Manager/POC approved by ORR. Transportation services may require trips across state lines.

Charter Standard: All charter transportation arrangements are booked within 24 hours of notification .

AQL: 95% of charter transportation arrangements are booked within 24 hours of notification in any 60-day period.

Inspection: ORR COR records every 60 days.

5.5 Modes of Transportation

As appropriate to support large-scale movements of UC, the Contractor shall evaluate the use of charter flight(s) and/or charter buses. The Contractor is authorized to use charter bus services to reunify UC with sponsors when air travel is inefficient or flight availability would excessively delay reunification (including delays in excess of 24 hours to effectuate physical reunification).

5.5.1 Ground Transportation UC Support

Ground transportation UC support is defined as transportation care for UC that is over land instead of on water or in the air. For the purposes of this requirement, ground transportation shall be provided in sedans, vans or buses.

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Unless otherwise approved by the COR in writing, all ground transports shall not exceed twelve (12) hours in any 15-hour period.

5.5.1.1 The Contractor shall provide ground transportation and UC care as follows:

The Contractor shall employ whatever means of ground transportation is best suited to the circumstances (e.g., commercial ground transport, charter ground transport, Contractor-owned vans or buses, etc.). The selected method of transportation must have an adequate number of restraints, car seats, and boosters (only in the back seats) and sufficient space for UC property and assistive devices and restraints (e.g., wheelchairs) as appropriate. Ground transportation must have temperature-controlled ventilation and be kept at a temperature comfortable to children.

Manufacturers’ specifications must be followed to assure that safety requirements are met. Buses must be equipped with at least one operable bathroom facility that is kept clean, appropriately stocked with soap, bathroom tissues, and single-use towels, and be free of litter at all times.

The size of the vehicle shall be determined, among other factors, by the number of UCs being transported. Transportations conducted with a small number of UCs that exceed 6 hours shall be conducted in a vehicle no smaller than a sedan or van.

When escorting UC in contractor vehicles, the Contractor shall ensure that ground transportation checks in at least once in any 2-hour period via radio, mobile phone, or other electronic means, insofar as technologically possible consistent with the contractor’s approved Communications Plan.

The Contractor shall provide, operate, manage, and maintain vehicles in accordance with manufacturer recommendations and all applicable statutes, regulations, and policies and as well as shall ensure the availability of escorts, 24 hours per day, 7 days per week, year-round in accordance with the contract requirements governing escort performance.

Escorts who transport UC shall comply with all Federal, State, and local regulations, including, but not limited to, the following:

o Insurance coverage IAW Section 3.0 Objectives.

o Each occupant shall wear a seat belt when the vehicle is moving.

o The staff member driver must have an appropriate, valid driver’s license from the State where employed for the type of transport vehicle operated.

o All vehicles used for transportation shall be regularly inspected, utilizing an approved checklist, and the Contractor shall take immediate action to remedy any defect that could render the vehicle unsafe and/or inoperable.

o The identities of all UC to be transported shall be verified during intake and at regular intervals as needed.

o The driver shall drive defensively and take care to protect the UC and vehicle, obey traffic laws, and report damage and/or accidents to the

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COR as soon as reasonably practicable under the circumstances.

o A vehicle inspection report for commercial motor vehicles (as defined by the FMCSA) owned and operated by the Contractor for the transport of UCs, shall be completed following each trip, stored by the contractor for the duration of the contract, and produced to the COR at his/her direction.

o Staff shall place UC with special needs in transport vehicles suitable to accommodate their particular needs.

o Bus transports may commence only after eight (8) consecutive off-duty hours (on-road) by the escort and driver. Note that no individual driver may drive for more than ten (10) hours per federal guidelines.

o When selecting a method of travel, the Contractor shall consider the age and needs of UC. When conducting ground transports, the Contractor shall take into consideration the age of UC and plan for and take appropriate breaks commensurate with the overall length of travel.

o During breaks, UC shall be allowed off the transport vehicle and provided access to a restroom consistent with the escort-to-UC ratio and supervisory requirements.

o When ground transport will exceed twelve (12) hours, and the ground transport is provided directly by the Contractor, the Contractor shall arrange for an overnight stay at a hotel and provide sufficient staff to provide supervision of UC within the escort-to-UC ratios identified by ORR and to provide the necessary relief for transport staff to meet off-duty rest requirements.

o The Contractor shall provide UC with culturally appropriate meals and snacks in accordance with ORR policies.

5.5.1.2 Vehicle Operations for UC support

UC shall be transported in a safe and humane manner. The Contractor shall:

Maintain the appropriate driver’s license for the vehicle and mode of transportation utilized (e.g., CDL for bus).

Assign escorts to maintain control of the vehicles at all times, including removing the keys from the ignition upon parking the vehicle.

Inspect each vehicle before and after use to ensure all UC items are cleared from the vehicle.

Follow state and Federal vehicle regulations.

Never text or use mobile devices while operating the vehicle.

Exercise extreme caution, reduce speed, and use logic when negotiating a steep grade or while driving through inclement weather or on hazardous road conditions.

Avoid undesignated roads that would hinder emergency personnel from responding in a timely fashion.

Maintain proper temperature settings base on weather conditions.

Make sure all UC are wearing seatbelts and seated while the vehicle is in

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 motion. Where a UC requires a child safety seat (car seat or booster as required by Federal, State, and local law), make sure the seat or booster is properly installed, is not expired, and appropriate seat restraining devices are properly used and secure.

5.5.1.3 Driving Hours and Number of Occupants

Each escort must recognize the limitations imposed by his/her own driving skills, personal distractions, environmental conditions, and modify his/her driving accordingly.

During stops, which shall be kept to a minimum, UC shall not leave the vehicle until the escorts have secured the area. When UC are taken off the vehicle, the escorts shall keep the UC under constant observation. At least one escort shall remain in the vehicle with the rest of the UC, if applicable.

All escorts must strictly adhere to the following rules/restrictions:

o Escorts must be off duty for the 8 hours immediately preceding any trip or trip segment;

o Escorts shall be restricted for transport duties to 10 hours maximum driving time (time on the road) per trip segment with 8 off-duty hours in-between segments; and o Escorts shall be limited to 60 hours maximum driving time per work week with 70 hours maximum in any 8-day period.

In accordance with Federal, State, or local laws, car seats are required for infants and small children. Use of booster seats and car seats must comply with all applicable laws, i.e., considering age, weight, and height.

5.5.1.4 Staff Responsibilities

Limit driving time to twelve (12) hours in any 15-hour period, noting that no individual driver shall drive for more than ten (10) hours per federal guidelines.

Movements exceeding on-ground limitations for same day travel will only re-commence after eight (8) consecutive off-duty hours.

Transportation drivers shall not receive transportation assignments after having been on duty, in any capacity, for 15 hours or more.

Transportation staff shall not drive a commercial motor vehicle after the 60th hour on duty in a 7-day period, or drive a commercial motor vehicle after the 70th hour on duty in an 8-day period.

During emergency conditions (including inclement weather), transportation staff may exceed the 10-hour drive time limit only if necessary to reach a safe area (i.e. an area outside of the emergency conditions).

Staff shall travel directly to and from the destination, making no unnecessary detours or stops, excluding required breaks.

Staff shall return to the point of departure immediately if they feel there is a safety or security problem.

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5.5.1.5 Vehicle Maintenance Responsibilities for UC Care

The Contractor shall document its inspection of all Contractor-owned vehicles, and require all charter carriers to document inspection of all carrier-owned vehicles utilized in the performance of this contract, for damage and compliance with maintenance standards IAW Inspection, Repair, and Maintenance for Motor Carriers of Passengers (U.S. CFR § 396), store such records for the duration of the contract, and produce these reports upon request by the COR or CO.

While in transit, bathroom facilities on buses shall remain clean and operable. Specifically, bathrooms shall be in working condition; free of debris; supplied with adequate soap, toilet paper, and paper towels; and with trash managed so it does not overflow. The Contractor shall establish an inspection and cleaning schedule appropriate for the duration and type of vehicle used for each journey. This shall include contractor escorts checking and cleaning bathrooms with sanitizing wipes at least hourly to maintain a high standard of cleanliness.

The Contractor shall check and fill gas tanks and add oil and coolant as needed.

The Contractor shall conduct annual inspections as required by State and local laws.

Ground Transportation Standard: The Contractor shall document its inspection of all Contractor-owned vehicles, and require all charter carriers to document inspection of all carrier-owned vehicles utilized in the performance of this contract, for damage and compliance with maintenance standards IAW Inspection, Repair, and Maintenance for Motor Carriers of Passengers (U.S. CFR § 396).

AQL: 95% compliance.

Inspection: Inspection documentation shall be made available to the COR upon request.

5.5.2 Air Transport UC Support

The Contractor shall employ the means of transportation best suited to the circumstances (e.g., commercial air transport, charter air transport, etc.).

The Contractor shall be responsible for all flight bookings, itineraries, routing, and associated bookings (e.g., hotel, rental car) for both the escort and escorted UC.

At the direction of the COR, the Contractor shall arrange for airline escorts for UC ages 14 and over pursuant to ORR policy at https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-2.

Domestic daily flights may be to single or multiple destinations, with a maximum of eight (8) hours of flight time scheduled per day. Flight time is

DocuSign Envelope ID: E2B246CD-6D47-49FD-868B-8B83BF213DE6DocuSign Envelope ID: F643936D-97AE-40FC-90D0-2FFF3474DFE7 defined as total in-air time. Any special requests to exceed the eight (8) hours must be approved by the COR in writing.

To facilitate flight planning, ORR shall use its best efforts to notify the Contractor of schedule requirements no later than 24 hours prior to the initial departure time of a flight. Notwithstanding, the Contractor shall provide requested air transport services in the event of an emergent requirement that necessitates transport in less than 24 hours or obtain the COR’s approval to provide an alternate means of transportation.

When directed by the COR under non-emergency circumstances, the following is required for domestic flights:

o Escort augmentation to permit/correspond to longer flights or travel itineraries.

o Sufficient escorts to provide overnight coverage for UCs needing hotel accommodations mid travel.

Air Transport Standard: All commercial air travel shall be scheduled so as not to exceed 8 hours of flight time per day.

AQL: 95% of commercial air transport flight times shall…