DRAFT PWS for SourcesSought.docx

1. Purpose The purpose of this contract is to assist with certain support services outlined per the Ms. L. v. ICE Settlement Agreement for Class members and additional family members (AHMs).. DHS will require assistance contacting and communicating with Class members, immigration processing and completion of certain applications, preparing and booking travel, providing information on support services, operating a Help Desk, and certain reporting.

2. Period of Performance

TBD

3. Place of Performance Contractor facilities in Tegucigalpa, Honduras; Guatemala City, Guatemala; San Salvador, El Salvador; Washington D.C. U.S.A., Mexico City, Mexico, and Brasilia, Brazil, and other locations as needed.

4. Background On December 11, 2023, a Settlement Agreement was reached in the class action lawsuit titled Ms. L v. ICE, 18-cv-00428-DMS-AHG (S.D. Cal.). Per the Settlement Agreement, the government will contract with a third-party to provide support services to Class members and AHMs to include: information on how to access services, certain immigration processing, costs of travel and travel support, and operation of a Help Desk.

5. Standard of Performance The contractor’s performance will be monitored by USCIS. All assistance, communication, and resources must be provided in alignment with DHS instructions. Submission of applications to USCIS should be completed in alignment with form instructions, FRTF Guides, and FRTF Cover Letters. All reports should be provided within the timelines described and should provide all data requested and in the manner requested.

6. Scope

a. General Terms and Conditions Pursuant to this Agreement, DHS will make available to the contractor certain data in DHS systems. The contractor is responsible for ensuring the data security, integrity, and confidentiality of DHS records when made available to the contractor, and for maintaining safeguards to prevent any unauthorized access or disclosure of the data. This DHS data is governed by the Privacy Act of 1974, 5 U.S.C. 552a, and the following published systems of records notices: DHS/USCIS/ICE/CBP-001 Alien File, Index, and National File Tracking System of Records, September 18, 2017, 82 FR 43556;

DHS/USCIS-007 Benefits Information System, October 10, 2019, 84 FR 54622.

In addition to the foregoing sections below, general terms and conditions are as follows:

1. To the extent permitted by law, DHS agrees to:

a. Permit the contractor access to DHS records, including the Name and Contact Information (email and phone numbers) of the separated parent or designated legal guardian, preparer, and/or attorney/representative of the family; the preparer relationship to the separated parent; separated parent’s A-File number, date of birth, relationship to separated child, contacts with the child, knowledge of where the child is; physical address, country of citizenship, country of birth; the separated child’s name, the separated child’s A-File number, the separated child’s date of birth, the separated child’s country of citizenship, the separated child’s country of birth.

b. Provide information on DHS privacy policies to the contractor regarding the content and significance of the data to ensure adequate privacy protection of the data.

2. The contractor agrees to:

a. Maintain confidentiality of the data and will ensure that its personnel with access to DHS records receive appropriate training on the specific use and purpose of DHS data, as well as training on privacy compliance, the handling of PII, the confidentiality of records, the safeguards required to protect the information, criminal and civil sanctions for noncompliance imposed under the Privacy Act and other applicable Federal laws, and civil rights and civil liberties protections pertaining to the data shared. The contractor must provide DHS documentation of the training(s) provided, and all staff participants on an annual basis.

b. Ensure that the collection, use, disclosure, and retention of PII will be limited to that which is necessary for the contractor’s purposes as set forth in this PWS. PII will be protected by administrative, technical, and physical safeguards appropriate to the sensitivity of the information, in conformance with, the Fair Information Practice Principles (FIPPs)[footnoteRef:1], and applicable substantive law, to the extent compatible with the terms of this contract. Without prejudice the contractor will adhere to the technical standards, business processes, and privacy protection mechanisms required under the Privacy Act, relevant Privacy Impact Assessments, limitations under immigration and other applicable law, and applicable privacy and security policies that are related to the sharing of the relevant data, including data maintained in a Privacy Act System of Records. [1: See, e.g., DHS privacy policies regarding the FIPPs: Privacy Policy Guidance Memorandum 2008-01, The Fair Information Practice Principles: Framework for Privacy Policy at the Department of Homeland Security, available here: https://www.dhs.gov/publication/privacy-policy-guidance-memorandum-2008-01-fair-information-practiceprinciples; Privacy Policy Guidance Memorandum 2017-01, DHS Privacy Policy Regarding Collection, Use, Retention, and Dissemination of Personally Identifiable Information, available here:

https://www.dhs.gov/publications/dhs-privacy-policy-guidance-memorandum-2017-01.]

c. Permit access to the administrative data only to the contractor staff members approved in writing by both Parties on an annual basis.

d. Ensure that the contractor will only use DHS data for purposes described herein and will protect against disclosures, that permit the identification of individuals whose information has been shared.

e. If the contractor discloses DHS information in a manner inconsistent with the provisions above, the contractor will immediately notify DHS in accordance below.

f. One year from the date of receipt, unless longer as requested by the contractor if needed for the implementation of the activities under this Contract and as agreed to by the Parties, destroy the original DHS data accessed by the contractor from DHS under this Contract. Provide written confirmation to DHS of proper destruction of the data. The contractor must provide regular updates to DHS regarding a timeframe before the destruction of any data.

g. Ensure data transmission and storage are conducted in accordance with Office of Management and Budget and National Institute of Standards and Technology guidance identified in this Agreement.

All data that DHS agrees to permit the contractor to access will be kept confidential in conformance with the FIPPs and applicable substantive law to the extent they are compatible with the terms of this Contract. Only the contractor personnel and those individuals approved by both Parties who are helping the contractor with the tasks stated below by this agreement will have access to the data.

Access will be limited to the minimum number of individuals necessary to perform the work described in this agreement. The contractor represents and warrants further that the contractor will not disclose, release, reveal, show, use to determine or otherwise grant access to any DHS data and any contractor files incorporating DHS data with other contractor data covered by this Agreement to any unauthorized person or entity. Any data, records, or other information shared through this agreement will be used solely for the purposes as outlined herein. The contractor will not disclose any DHS data identifiable to specific individuals to third parties, unless required by law, or with DHS’s knowledge prior to disclosure.

b. Contractor Responsibilities Once Class members and AHMs have been identified by DHS, information on Class members and AHMs will be shared with the contractor based on the guidelines above. The contractor will be responsible for contacting Class members and AHMs. The contractor will assist approximately 1,500 total Class members and AHMs for the period of performance.

The contractor will assist Class members and AHMs located outside the U.S., with an approved Form I-131 application, and who do not decline assistance, with the completion of travel arrangements. Class members or AHMs are not required to request assistance for items outlined in Section 6, tasks 6.a through 6.k. It is at the discretion of the Class members and AHMs to request assistance with the tasks that require assistance and the contractor will be responsible to obtain general consent for services from the Class member or AHM via written form with signature as described below in Section 6.c.iii-(v) the contractor is responsible to assist in those tasks requested by the Class member or AHM. The contractor will be required to commit to the confidentiality of information received by signing a Non-Disclosure Agreement (NDA). The contractor will coordinate with designated partners through the Ms. L. Settlement Agreement.

7. Tasks A. Initial Contact and Outreach with Class Members i. Within one day of DHS notification of Class membership eligibility, the contractor will prepare written notices to initiate the process via email, and letter if appropriate, and issue to Class members or their representative

ii. The contractor will attempt to contact the Class member or their representative by written form three times, as well as phone call , text, or email three times. If contact cannot be made, the contractor will inform DHS in writing. The contractor will retain documentation on all attempts (copies of email, phone logs, screen shots) for resolution and provide to DHS upon request.

iii. The contractor will complete an introductory and orientation call offering support services and assistance within ten days of notification from the DHS, including:

1. Assistance with the Form I-131 application process and subsequent actions required for entry into the U.S. for Class members and AHMs located outside the U.S.;

2. During the intake process for designated Class members, the contractor will determine whether additional family members may be submitted to DHS to determine if any can be considered for Additional Household Family (AHM) designation. If additional family members will be submitted to DHS, the contractor will collect relevant information including A-numbers for any family members that possess them, and documentation needed for DHS to determine whether additional family members are necessary for reunification, including determining familial relationships and shared household residence. If during the intake process, the contractor receives any new contact information for Class members, the contractor will also provide this information to DHS. See Section l. for reporting requirements of this information.

3. Assistance with obtaining necessary travel documentation and subsequent actions required for country exit;

4. Assistance with forms and subsequent actions required for documentation for entry into the U.S.;

5. Assistance with scheduling appointments for biometrics collection, identity verification interviews, and travel document pick-up at the Class member or AHMss closest USCIS International Field Office, Department of State Embassy/Consular or at the contractor processing site

5. Creation of a travel plan;

6. Preparation and booking of all international travel reservations;

7. Provide assistance for certain Class members or AHMs requiring medical assistance, those with disabilities, or unaccompanied minors traveling alone

8. Assistance will be provided at the airports of transit and U.S. port of entry where possible.

9. The contractor will be responsible for providing the Class member with information regarding specific assistance and support services afforded to Class members per the Ms. L. Settlement Agreement. The contractor will be responsible for obtaining general consent for services from the Class member via written form with signature. The contractor will notify DHS weekly when consent has been granted or if it was not granted by the Class member. Services include consent to provide care to the children in the United States, beginning with pre-reunification counseling. The contractor will direct Class member to SENECA for any pre-reunification counseling. The contractor will review consent with parents and outline all services, from which parents may choose to opt out of. DHS will provide the contractor with the material and information for distribution and review by the Class members. The contractor will not be liable for services provided by others, nor for the information provided that is not prepared or reviewed by the contractor.

B. Assistance with Forms I-131 and I-765 Applications

i. As requested by the Class member or their representative, the contractor will assist with applications for Forms I-131 and I-765. (Appendix A and B).

ii. The contractor will follow Forms I-131 and I-765 form instructions and the FRTF Filing Guides and Cover Letters provided in Appendix C and D, to include form assistance and proper filing of the forms for the Class member or AHM.

iii. The contractor is responsible for ensuring all applications are completed and submitted correctly to USCIS.

iv. The contractor is responsible for assisting and submitting the Form I-131 application ideally within 10 business days from when the Class member or AHM begins the process.

v. The contractor is responsible for assisting with completion of the Form I-765 application and providing guidance to Class members and AHMs on mailing of the Form I-765 application upon arrival in the U.S.

vii. The contractor will ensure the Class member or AHM receives any official USCIS notices pertaining to the Form I-131 application, such as Requests for Evidence (RFE), Notices of Intent to Deny (NOID), Notices of Conditional Approval, etc. and interpret such notices for the Class member or AHM. If available, and if the Class member provides permission, the contractor will refer the Class member to legal services for assistance with any RFE or NOID in accordance with the referral guidance approved by DHS.

C. Assistance with Documentation and Actions Required for Country Exit

i. As requested by the Class member or their representative, the contractor will assist with obtaining documentation required for country exit to travel to the U.S. Documents may include:

1. Passports

2. Single parent traveling with child letter (if applicable)

3. Exit Fees

ii. The contractor will confirm with the Class member which country they will be departing from and follow the travel document requirements by the exit country. Class members will generally travel from one of the following locations:

1. Honduras

2. Guatemala

3. El Salvador

4. Mexico

5. Brazil

6. Other locations as necessary and mutually agreed

iii. The contractor is responsible for assisting the Class member with country exit documents, per the guidance from the exit country, ideally within five business days of becoming ready for travel.

iv. For those documents that require submission, the contractor is responsible for ensuring all documents are accurate and submitted correctly within five business days from when the Class member receives conditional approval of the Form I-131 application.

D. Assistance with Forms and Subsequent Actions Required for Documentation for Entry into the U.S.

i. As requested by the Class member or their representative, the contractor will assist with any documentation required for entry into the U.S. Documents may include the Form I-512L or a boarding foil applied in the Class member or AHM’s passport.

ii. The contractor is responsible for ensuring all documents are accurate and submitted correctly, in a timely manner.

iii. The contractor is responsible for submitting all documents ideally within five business days from when the Class member receives conditional approval of the Form I-131.

E. Assistance with Scheduling Appointments

i. As requested by the Class member or their representative and as required for processing by the DHS, the contractor will assist the Class member with scheduling necessary appointments for:

1. Biometrics collection

2. Identity verification

3. Boarding foil applied in passport, to include drop-off and pick-up of the passport or collection of the Form I-512L

ii. The contractor will work with the USCIS International Field Office or the Department of State (DOS) for scheduling all appointments at the - USCIS International Field Office or DOS Embassy/Consulate in the home country of the Class member or AHMs, or at the contractor processing site. The contractor is responsible for identifying the correct USCIS International Field Office or DOS Embassy/Consulate for the Class member or AHM. If there is no USCIS or DOS site available, the contractor must provide a designated site. As needed, the contractor will coordinate with the USCIS International Field Office for conducting biometrics collection at any alternate sites in locations where there is a USCIS International Field Office.

iii. The contractor is responsible for scheduling appointments ideally within three business days from the Class member’s request. Appointments should be booked at the soonest available timeslot that works for the Class member’s schedule and USCIS or DOS.

iv. The contractor will notify the Class member or their representative of the date and time of the appointment for confirmation. Once confirmed by the Class member or their representative, the contractor will confirm the appointment with USCIS or DOS.

v. The contractor will provide interpretation for the Class member during any in- person appointments, such as biometrics collection, verification interview, etc.

F. Create Travel Plan

i. The contractor is responsible to review and verify all travel and identity documents are accurate prior to booking any travel for any Class member or QAFM from their home country to the U.S.

ii. The contractor will notify the Class member or their representative when all confirmed documentation necessary from Section 6.c, and 6.d, have been obtained by the Class member or AHM and all necessary interviews and appointments have been completed in Section 6.e. Once the Class member or AHM has all verified travel documents in hand, the contractor can proceed with preparing and booking for travel for the Class member or AHM.

iii. The contractor will also notify DHS (familyreunificationtaskforce@hq.dhs.gov) through daily reporting when all verified documentation in Section 6.c, and 6.d, and all necessary appointments have been completed in Section 6.e. for the Class member or AHM, and when the Class members or AHMss are booked for departure.

iv. The contractor will contact the Class members or their representative to initiate travel planning.

v. As requested by the Class member or their representative, the contractor will arrange for travel from the home country to the U.S. The contractor will notify t DHS immediately for resolution and future assistance if the Class member plans to book travel independently.

vi. If the Class member or their representative requests the contractor to arrange travel, the contractor will assist with coordination of all required logistics for travel to the U.S. including obtaining international tickets, notification and coordination with contractor staff at the designated port of entry, and lodging and transportation prior to departure.

vii. The contractor is responsible for ensuring all travel information and plans are accurate.

G. Prepare and Book all International Travel Reservations

i. The contractor will research and book international flights for the Class members or AHMs, to include checked baggage. The flights will be from the closest home country airport to the final destination airport in the U.S. The contractor will book travel within three business days of planning completion.

ii. The contractor will book all connecting flights with a minimum four-hour layover to allow for immigration processing.

iii. As required by the Class member or their representative, the contractor may be required to arrange flights with the point of origin starting in the U.S.A., since the Class member or AHM might have already traveled from their home country separately. The contractor must notify DHS, prior to arranging travel, of these specific instances.

iv. As requested by the Class member or their representative, the contractor will assist with rebooking flights for any reasons outside of the Class member’s control (e.g. health related reasons, missed connection, weather, mechanical, etc.). As soon as possible the contractor will notify the COR should rebooking need to take place for an additional cost beyond the original ticketed flight.

v. The contractor will notify the Class member or their representative of the final itinerary within one day of when the Class member or AHM’s flights have been confirmed. The contractor should receive verification from the Class member or AHM prior to ticketing the flight.

vi. The contractor must send travel itineraries, even tentative itineraries, along with costs to DHS (familyreunificationtaskforce@hq.dhs.gov) of the travel booking within one week of the Class member or AHM’s flight being booked.

vii. As requested by the Class member or their representative, if the Class Member has additional family members traveling to the U.S. who will not receive travel assistance and support from DHS under the Ms. L Settlement agreement, the contractor is permitted to coordinate with a third-party entity prior to booking the additional family member’s flight. Ideally, family members not permitted to receive the contractor assistance should be on the same flight and routes as Class member.

viii. The contractor will pay for all flights as requested and required for Class members and AHMs under the Ms. L. Settlement agreement located outside of the U.S.

ix. The contractor will provide the Class member or their representative with a pre-departure briefing and any travel material cleared by DHS.

x. The contractor will confirm the Class member or AHM fitness to travel up to 48 hours before they depart their country of origin.

H. Special Assistance Arrangements

i. As requested by the Class member or their representative, the contractor will arrange for Special Assistance Requests. These requests include:

1. Transportation for pre-travel coordination outlined in Section 6

2. Hotel in home country prior to flight

3. Transportation to the airport on the day of flight travel

4. Special needs assistance (e.g. wheelchair)

5. Arrangement for day of travel escorts in the airport

6. Arrangement for reunification at the airport

7. Translators

8. Gate passes

ii. As requested by the Class member or their representative, the contractor will arrange for transportation for the Class member for any pre-travel coordination outlined in Section 6.

iii. As requested by the Class member or their representative, the contractor will book hotels in the home country as required for tasks outlined in Section 6, for up to three trips, for up to four days and three nights per trip. Any additional trips or extended stays will require DHS approval.

iv. As requested by the Class member or their representative, the contractor will arrange for transportation from the hotel or the Class member’s indicated location to the airport on the day of flight travel.

v. As requested by the Class member or their representative, the contractor will provide escorts as needed for day of travel from home country to the U.S. The contractor should coordinate with DHS on all airport assistance required by the Class member or AHM on day of travel for circumstances requiring special needs assistance. Coordination on these requests will be communicated to DHS at least two days in advance of a Class member or AHM’s travel date only when the contractor has no presence at the point of entry, otherwise the contractor’s rules and guidelines should be applied for the coordination of Class members or AHMs in the US.

vi. As requested by the Class member or their representative, the contractor will arrange for translation services.

vii. The contractor will pay for transportation, hotel, and escort cost as requested and required for Class members under the Ms. L Settlement Agreement, up to 525 Class members and AHMs.

I. Help Desk for Beneficiaries

i. Provide a help desk with a toll-free number for CONUS and OCONUS callers;

ii. Provide the following information to Class members or AHMs:

• FAQs pamphlets approved by DHS.

• Filing guide information approved by DHS.

• Respond to questions callers may have regarding Form I-131 processing and specific support services afforded to Ms. L Class members. All information provided must be based on DHS approved materials or talking points.

• The contractor will not provide direct legal representation or legal advice to Class members or AHMs.

iii. All the information to be provided by the contractor to callers as per Section J will be coordinated with DHS in advance. The FAQs, pamphlets, and scripts will be provided by DHS. The contractor will only provide information based on the terms of this section and will not provide any legal advice to Class members or AHMs. The contractor will not be liable for any losses, costs, damages and expenses (including legal fees and costs), claims, suits, proceedings, demands and liabilities of any kind or nature to the extent arising out of or resulting from the information provided to help desk callers as per Section J.

J. Monitoring and Reporting Kickoff Meeting

i. Within two weeks of the start of the contract period of performance have a kick-off meeting with the Contracting Officer’s Representative (COR), Alternate COR, Technical Point of Contact, task leads, and other relevant federal staff to review the PWS including the purpose, background, scope, tasks, deliverables, and timelines.

Meetings and Calls

i. The contractor will meet with the COR, ACOR, Technical Point of Contact, task leads, and other relevant federal staff on a regular basis via tele-conference to discuss progress on existing tasks and deliverables, as well as to discuss and resolve challenges. On an ongoing basis and in a proactive and collaborative manner, the contractor will provide operational and project management updates to the COR on all content and management areas of the task order. The contractor will prepare brief call summaries of each meeting and submit them to the COR within one week of the call.

ii. The contractor will provide final notification of admission and transit at the point the Class member or AHM has landed, processed through immigration, collected any baggage, and boarded to the final destination. The contractor will provide an email to DHS (familyreunificationtaskforce@hq.dhs.gov) within on day of the Class Member or AHM landing.

ii. The contractor will monitor the status of each Class member for items outlined from 6.a through 6.j and provide the DHS daily status of the Class member in the process via the daily report. For 6.a.iii., the contractor will provide weekly updates through the referral mechanism established in section 6.o.

iii. The contractor will provide an activity report (more detail in Section 7) to the COR to monitor progress.

iv. The contractor will respond to phone and email inquiries from Class members or their representative regarding their processing status and send any updated contact information for Class members or AHMs to DHS.

K. Transfer of Personal Data from the Contractor

i. Scope: Under this Contract, the following data flows are taking place, in addition to the one set out at Section C (6) (j) (viii) above:

1. DHS is making available certain data on Class members to the contractor (as specified in Section C, item 5.a.1.a of this Contract), as necessary for the contractor to fulfill the obligations under this contract.

2. The contractor is to use the data received by DHS to contact the Class members and AHMs necessary to provide assistance as outlined in the Ms. L. Settlement agreement. The contractor will update the data and collect only information that is pertinent to the contract.

3. The Parties also agree to additional data sharing as follows: At the request of DHS, the contractor will share with DHS specific datasets of Class members and AHMs, for the purpose of sharing with organizations/parties also involved in the Ms. L. Settlement agreement.

ii. Definitions:

• Personal data means all information that could be used to identify data subjects; it is any information relating to an identified or identifiable data subject that is recorded by electronic means or paper.

• Data processing means the manner in which personal data are collected, registered, stored, filed, retrieved, used, disseminated, communicated, transferred and destroyed.

• Data subject means an individual who can be identified directly or indirectly by reference to a specific factor or factors. Such factors may include a name, an identification number, material circumstances and physical, mental, cultural, economic or social characteristics. For the purposes of this Contract, data subjects are the Class members and AHMs contacted based on the Ms. L. Settlement agreement.

• “Need to know” basis means the case-by-case granting or denying authorized access to categories of personal data after careful deliberation.

• Protective Order means the Protective Order ECF No. 608 pertaining to confirmed or potential Class members. The Protective Order is applicable and relevant to DHS and specific organizations/parties that are also involved in the Ms. L. Settlement agreement.

iii. The contractor will, in accordance with its Data Protection Principles and the provisions of the Contract, transfer personal data of Class members and AHMs (hereinafter “the selected personal data”) to DHS when requested.

1. Personal data to be transferred to DHS may include the following:

• Separated Child A-Number

• Separated Parent A-Number

• Name

• Date of Birth

• Country of citizenship

• Class member and Representative Contact Details (including email, phone, etc.)

• Travel information and status updates

• Other information, as needed

2. The specified purpose of the data transfer of the selected personal data is the following: To provide support services in accordance with the Ms. L. Settlement agreement. The data will be used only for the specified purpose and the data will only be shared with the organizations/parties assisting with the Settlement Agreement as per the Protective Order without any further transfer to other organizations/parties not associated with the Settlement agreement.

3. The contractor is not responsible for any misuse of data. Furthermore, the contractor is not responsible for any data breaches that may occur while in DHS possession.

4. The method of transfer of the selected personal data will be the following:

Password-protected Microsoft Excel spreadsheet sent through email, with the password sent separately from the document itself. DHS may alter the method of transfer and will coordinate with the contractor accordingly.

L. Needs Assessment

i. Prior to arrival in the U.S. and as early as possible, the contractor will conduct age-appropriate comprehensive assessments of parents’ unmet needs that they anticipate to have upon arrival to the U.S., and clearly communicate those needs to Health and Human Services (HHS), Department of Justice (DOJ) Executive Office for Immigration Review (EOIR) and related contractors or grantees. As appropriate and as requested by the beneficiaries the assessment will appropriately assess needs including language preference and specific support services afforded to Class members under the Ms. L. Settlement Agreement.

M. Assistance with Referrals and Applications

i. The contractor will assist up to 975 Class members or AHMs, who are within the U.S. through the Form I-131 parole-in-place (PIP) and employment authorization processes, and are eligible for the respective applications. These 975 are Class Members and AHMs, living in the United States.

ii. As requested by the Class member or their representative, the contractor will assist with the Forms I-131 and I-765 (Appendix C and D) and obtain and provide any supporting documents.

1. The Form I-131 PIP application and Form I-765 Application for Employment Authorization cannot be concurrently filed. Class members must have an approved Form I-131 and receive Form I-94 before filing Form I-765. They must submit a copy of Form I-94 with Form I-765.

iii. The contractor will follow the Forms I-131 and I-765 FRTF Filing Guides and Cover Letters provided in Appendix C and Appendix D, to include form assistance and proper filing of the form for the Class member. The contractor must coordinate with USCIS on the necessary signature process for all paperwork. Current process includes the following, but are subject to change:

1. For Form I-131, reproduced signatures are accepted for the petitioner/ self-petitioner. The petitioner/self‑petitioner must retain copies of the original documents with the wet signature, and USCIS may request these originals at any time.

2. For the Form I-765, each application must be properly signed and filed.

v. The contractor is responsible for ensuring all documents are filled out and submitted correctly, in a timely manner

vi. The contractor will inform Class members about their scheduled biometrics appointments with USCIS and will coordinate with USCIS to reschedule appointments when needed. For all PIP applications, the contractor must follow form instructions for biometrics collection.

1. Biometrics collection at a USCIS Applicant Support Centers are determined by the address listed on the Forms I-131 and I-765. The contractor may assist to file Form AR-11 change of address (if needed) during the process in case a Class member has relocated within the U.S. Action by the Class member may be required to ensure they are scheduled for a biometrics appointment at the closest USCIS Application Support Center.

vii. The contractor is responsible for assisting and submitting the Forms I-131 and I-765 ideally within 10 business days from when the Class member begins the process.

viii. The contractor will ensure the Class member receives any USCIS notices, such as RFEs, NOIDs, Notices of Approval, etc. and interpret such notices for the Class member liaising with USCIS as necessary to problem-solve. If available, and if the Class member provides permission, the contractor will refer the Class member to legal services as needed, for assistance on RFEs or NOIDs in accordance with instructions provided by and approved by DHS and the relevant Data Sharing Agreement

ix. The contractor will mail Form I-765 to the Class member’s physical addresses for wet signature and guidance on mailing the application packets to USCIS.

x. The contractor will complete the needs assessment, as described in Section 6.o.i, for Class members and clearly communicate those needs to DOJ and HHS, or their designated lead with Class member agreement. The contractor will not be responsible for any follow-up related to the provision of such services. All referrals will be done as per instructions provided by and approved by DHS and in accordance with the terms of this Contract. The contractor will keep a record of all referrals made and provide this information to DHS upon request.

xi. Provide systematic monitoring, evaluation, and reporting. Reporting will be required for this scope of work as outlined in the base contract.

8. Activity Reports The contractor will provide several reports for specific functions and assistance provided to Class members and AHMs. DHS may modify and add categories to the reports listed below and adjust the method of transmission, as needed; any such changes will be communicated with sufficient advance notice to allow the contractor to assess and implement the necessary adjustments to internal processes, reporting workflows, and database systems. Depending on the nature and scope of the requested changes, certain historical data may not be available A-numbers and all PII (Personal Identifiable Information) must be sent in a password-protected Microsoft Excel spreadsheet with the password sent in a separate email.

i. Daily Activity Report Data must be categorized by fiscal year and quarter in a Summary tab. The report must be sent via password protected email to familyreunificationtaskforce@hq.dhs.gov each day, by close of business.

· USG-supplied identification number (FRTF Number)

· First Name

· Middle Name

· Last Name

· DOB

· Role type

· Request Submission Date

· Birth Country

· Citizenship

· Country Location

· AHM Unique ID

· Date of Confirmed Contact

· Individual Status

· Secondary Status

· Case Status

· Booked to Depart

· Submitted Form I-131

· Airport Code

· Relationship

· Arrived in US Final Destination Airport

· Referred to Services

· The contractor A Number

· The contractor First Name

· The contractor middle name

· The contractor last name

· The contractor role type

· The contractor country location

· Parole Type

· Deceased

· Declined Reunification Services

· Person State

· The contractor Date of Birth

· The contractor Birth Country

· The contractor Citizenship

· Country Code

· Contact Phone

· Contact Phone Name

· Contact Email

· Contact Email Name

· Alias

· Contact Other

· Passport Issues

· Custody Issues

· Other Issues

· Travel Documents Completed

· Confirmation of Reunification

ii. Help Desk Stats/Metrics Report: Data submitted must be for the previous month. Cumulative data is not necessary. The report must be sent to familyreunificationtaskforce@hq.dhs.gov, the Contracting Officer Representative, and Federal Task Lead. The report must be submitted by the 15th or the next business day of each month.

1. Data Included in Deliverable: the contractor shares a monthly data report that includes 5 tabs: Reference Tab, Summary, Operational Help Desk Metrics, IOMDB, and Beneficiary Outreach. Details on each included below.

2. Summary

a. Total Number of Calls/Month

b. Total Number of Calls/Country

c. Total Number of Calls/Time of Day

d. Number of Individuals Informed of Reunification Eligibility

3. Operational Help Desk Metrics (detailing at least the following information for each call received and placed by the Help Desk)

a. Date

b. Time

c. Direction of Call

d. Status

e. Country

f. Call Tags

g. Returned Calls

4. IOMDB tab: includes the same information as the Operational Help Desk Metrics tab, reshaped so each row represents a unique individual, and includes columns for each instance the Help Desk interacted with the individual.

5. Beneficiary Outreach: FRTF shared a list of eligible individuals with the Help Desk. If any of these individuals call, the Help Desk indicates this connection that using this tab.

6. Frequency of Submission: The Help Desk shares this report monthly. The deadline is typically between the 14th and 16th of each month, depending on working days and reporting needs of the Task Force. FRTF and the contractor agree on specific monthly deadlines in advance.

7. Recipient of Information: The monthly report should be shared via a password protected spreadsheet.

iii. Narrative and Financial Reports Data in all financial reports must be categorized by fiscal year and quarter. All financial reports must be submitted to the Contracting Officer Representative and Federal Task Lead.

1. Quarterly Report: On a quarterly basis, the contractor must provide data on Forms I-131 and I-765, as well as travel assistance provided. Data must be categorized by fiscal year, quarter, and location. The data will reflect totals for the prior quarter and should include the following:

· New Form I-131 application requests received by the contractor for I-131 HP applications

· New Form I-131 application requests received by the contractor for I-131 Parole in Place applications

· New Form I-131 application requests received by the contractor for family units applying for both HP and PïP applications

· Form I-131 applications filed by the contractor (categorized by HP and Parole in Place)

· Form I-765 applications filed by the contractor for Parole in Place

· Travel assistance provided by the contractor for individuals with an approved Form I-131 HP

· Referrals provided by the contractor for third party-support services.

2. Narrative Annual Report: the contractor will provide an annual, narrative report at the conclusion of the period of performance. This report will summarize the number of Form I-131 and Form I-765 applications IOM assisted with, as well as travel arrangements that have been made by IOM, and referrals to service providers, the number remaining at each stage of processing at the end of the performance period, significant issues, problems, and recommendations to improve processing in the future. Data contained in this report should cover the fiscal year reporting period. The contractor will provide the narrative interim report within 60 days of the end of the fiscal year reporting period.

3. Interim Financial Report: the contractor will provide an interim financial report with details on resources and expenses. Expenses and resources, and any cumulative data, must be categorized by fiscal year, quarter, and location. The contractor will provide DHS with interim financial reports within 45 business days after the end of each quarter in the contractor’s format.

4. Final Financial Report: the contractor will submit a final financial report, in the contractor’s standard format, within six six months following the expiration of the Contract. If the final financial report reflects an amount due to the Government, such amount will be payable within 30 days after the due date of the final financial report.

5. Monthly Expenses: the contractor will provide monthly emails with burn rate information.

6. Monthly Contract Update: the contractor will participate in monthly update meetings to discuss the status of all tasks being performed, any problems/issues/risks, review of available contract expenditures, planned activities, significant/major accomplishment.

ii. Name of Report: Referral Tracker

1. The contractor will maintain a tracker of all referrals to service made for each family.

2. Data Included in Deliverable:

a. First and Last Name

b. Phone Number

c. Email Address (if available)

d. Physical Address (if willing to provide)

e. For each type of referral made for the Class member:

i. Type of referral requested

ii. Date referral requested

iii. Date referral made

3. Frequency of Submission: Weekly

4. Recipient of Information: The weekly report should be shared via a password protected spreadsheet with the familyreunificationtaskforce@hq.dhs.gov.

9. Travel The contractor may incur travel costs required for the contractor personnel during the Contract implementation, within the agreed budget. All proposed travel costs must be shared with the COR and approved prior to any travel.

The contractor will provide the following information to the COR, with a copy to the Contracting Officer (CO) at least two (2) full US Government working days prior to travel for the contractor’s staff in relation to the Contract or as soon as practically possible in case of urgent situations. The COR will provide a response to the contractor, copying the CO, within two (2) full US Government working days of receiving the contractor’s request or sooner as coordinated by the Parties in case of urgent situations.

The travel request will include the following information:

• Name of traveler(s)

· Reason and purpose of travel

• estimated travel dates

• Airline ticket cost estimate

· Threshold: If at the time of purchase of a flight ticket the price of such ticket has increased by 15% or more of the approved amount by the COR or CO and such difference is more than USD $500, a second approval by the COR or CO is needed prior to booking.

· Daily Subsistence Allowance estimate, which will include meals, lodging cost estimate and incidentals

• Mileage (number of miles and cost per mile to be paid)

• Other reimbursable costs like the ones listed below. The reimbursement of costs different from the list here will require COR approval:

* Local transportation to and from the transportation terminal at the duty station and destination* Parking costs at transportation terminals

· Expenses for travel by a private vehicle when needed

· Airport taxes/terminal fees

· A meal during long transits

· Accompanied excess baggage for air travel

· Medical costs related to official travel (vaccines, medicines, etc.)

· Extra accommodation costs for early arrivals or late departures

· Visa fees and related costs, such as photos and delivery

· Baggage fees

· Business phone calls in support of this contract

· Taxi and transportation costs in support of this contract while at duty station

· Total estimate A reconciliation report is required within 30 days upon return from travel, to include actual travel costs.

· Traveler Name

· Actual dates traveled

· Actual airline ticket cost

· Actual Daily Subsistence Allowance

· Actual total costs for travel including mileage.

DHS agrees to the use of the United Nations Daily Subsistence Allowance (UN DSA) for the contractor staff travel per diem in this Contract. The rates can be found at Daily Subsistence Allowance (DSA) | ICSC (un.org). If the cost estimate or actuals are above the UN DSA rate, approval is required by both the CO and COR.

10. Government Furnished Equipment or Property The contractor must use their own equipment, facilities, and property No Government Furnished Property under the definition of Revolutionary Federal Acquisition Part 45 will be issued to the contractor.

11. Screening Security screening of staff performing on this contract is the responsibility of the contractor in coordination with US government agencies, as applicable. The contractor will be required to conduct facility screening for any sites owned and operated prior to award. For entrance into U.S. Government buildings, contractors must submit to any required screening and vetting process. The contractor will be required to conduct internal screening and vetting of all staff based on internal processes, guidance, and procedures. The contractor must report all screening and vetting processes and the status of staff screen at the time of award.

12. Scams The contractor is responsible for notifying USG as soon as they became aware of any program related scams that target Class members and family members. This may include, but is not limited to, websites or social media claiming to be affiliated with the program, asking for payment as a part of processing, asking for payment to facilitate processing, or asking for payment to guarantee a decision.

13. Notification Requirement The contractor is responsible for notifying Technical Point of Contact (TPOC) and Contracting Officer (CO), as soon as it becomes apparent to the contractor that a deliverable will be late, or performance is otherwise negatively impacted. The contractor will include in the notification the rationale for late delivery, the expected date for the delivery, and the projected impact for the delay. USG will review the new schedule and provide guidance to the contractor.

14. Activities and Performance Monitoring All work under this contract will be monitored by the Technical Point of Contact (TPOC), who will act as the primary technical representative of USCIS. The TPOC, with the assistance of other USCIS staff, is responsible for setting task priorities, revising these when appropriate, and communicating priorities to IOM. In addition, the TPOC reviews deliverables for completeness; coordinates with the CO to modify delivery dates and schedules, assesses performance, and conducts quality assurance to determine whether acceptable performance levels have been met. The TPOC is also responsible for reviewing invoices to validate acceptable performance.

Daily activity report

Daily activity report

Daily activity report

Daily activity report