Attachment_2b_SAMPLE_PWS_Facilities_Management.pdf

SAMPLE Performance Work Statement for Facility Management Services

1. GENERAL INFORMATION

1.1 Background

The Administration for Children and Families (ACF), Office of Refugee Resettlement (ORR) is responsible for the care and placement of unaccompanied children (UC) transferred from the Department of Homeland Security. In accordance with the Homeland Security Act of 2002 and the Trafficking Victim Protection Reauthorization Act (TVPRA) of 2008, ORR is responsible for providing care and custody of all UC who have been referred by the U.S. Department of Homeland Security (DHS) within 72 hours of apprehension. ORR has worked to increase permanent bed capacity in state licensed care facilities to align with increased referrals year over year since passage of the TVPRA. Unfortunately, due to shifting and unpredictable migration patterns, ORR has experienced several periods when UC referrals far exceeded available bedspace capacity leading to significant and lengthy backups along the Southwest Border. This includes a historic increase in FY 2021 when ORR received over 100,000 UC referrals in less than six months posing significant child safety. To better prepare for future surges, ORR has an urgent need for Influx Care Facility (ICF) sites across the country to augment its permanent bed capacity. These ICF sites will allow ORR to accept referrals from U.S. Border Patrol more expeditiously and limit the time UC spend in Border Patrol facility.

1.2 Purpose

The purpose of this Performance Work Statement (PWS) is to specify ORR’s requirements for the provision and operation of ICFs and related services throughout the continental US. Under this PWS, the Contractor(s) shall provide Facilities and Infrastructure necessary to safely house UC when capacity in ORR’s network of state-licensed beds has been exceeded, and

Prime contractor capabilities, experience, subcontractor base, community-network, and expertise related to the provision of safe and appropriate care and support of UC, and/or similarly situated at-risk minor populations, are critical to the success of this effort.

1.3 Policy and Reference Documents

ICF operations shall be in accordance with the following:

• ORR Policy Guide, Children Entering the United States Unaccompanied:

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied

• Policy for Influx Care Facilities (See Section 7 of ORR Policy Guide referenced in Section 1.3.1.1 above): https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-7#7.1

• ORR Field Guidance containing updates to ICF standards: https://www.acf.hhs.gov/orr/policy-guidance/uc-program-field-guidance https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-7#7.1 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-7#7.1 https://www.acf.hhs.gov/orr/policy-guidance/uc-program-field-guidance https://www.acf.hhs.gov/orr/policy-guidance/uc-program-field-guidance

• ORR Key Documents: https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program

• The Contractor shall comply with ORR Policy related to preventing, detecting, and responding to sexual abuse and harassment in accordance with ORR’s Zero Tolerance Policy(See Section 4.5.3 of ORR Policy Guide referenced in Section 1.3.1.1 above)::

https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-4).

• UC Manual and Procedures (UC MAP) provides procedures that operationalize ORR policy.

The UC MAP is accessed through ORR’s online case management system which will become available for Contractor access after award.

Performance requirements are based upon policy, regulations, and guidelines. The Contractor is responsible for staying up to date with policy and regulatory changes and should adapt to the evolving nature of the working environment. The Contractor shall notify the Contracting Officer’s Representative (COR) in the event of any significant discrepancies.

1.4 Type of Contract

The Government intends to award a time and materials type contract.

1.5 Period of Performance

The Period of Performance (POP) will be a 6-month base with 2 3-month option periods.

1.6 Place of Performance

Contractors will be expected to primarily work on site at the ICF. The ICF location of the site will be Southwestern United States.

The place of performance for the staffing/planning phase will be at the Contractor’s site.

The Contractor shall provide the site, staff, facilities, and infrastructure at locations in the continental US that meet the requirements described in Section 2, Site, Facilities, and Infrastructure.

The population size (also referred to as census) will be determined by the capacity of the site provided by the Contractor. Total capacity for the site shall accommodate between approximately 500 and 2000 UC. Capacity will be determined by the site and facilities provided by the Contractor.

The population may vary due to changes in the overall UC population across the program. The Contractor must have the capability to adapt to changing conditions. When the census is increasing, the Contractor must accommodate by increasing staff and support services. When the census is decreasing, the Contractor must have the ability to scale back staffing and services down to 500 population.

https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-4 https://www.acf.hhs.gov/orr/policy-guidance/children-entering-united-states-unaccompanied-section-4

1.7 Overview of Required Services (Flores and Adherence to ORR Policy) The Contractor shall provide and operate an ICF site and provide all services, resources, equipment, and staff necessary for uninterrupted facility operations. Note: the population of ICF’s will generally be limited to UC aged 13 and above; however, the Contractor may be required to house minors under the age of 13 who are part of a sibling or family group at the direction of

ORR.

Factors other than age are considered when assigning UC to an ICF. These factors are provided in ORR Policy Guide Section 7.2.1.

ICF shall comply with all applicable State child welfare laws and regulations and all state and local building, fire, health, and safety codes. ICF must deliver services in a manner that is sensitive to the age, culture, native language, and needs of each unaccompanied child. Under the terms of the Flores Settlement Agreement, ICF must provide the following minimum services for each UC in their care:

Proper physical care and maintenance, including suitable living accommodations, food, appropriate clothing, and personal grooming items.

Educational services appropriate to the UCʼs level of development and communication skills in a structured classroom setting Monday through Friday, which concentrates primarily on the development of basic academic competencies, and secondarily on English Language Training. The educational program shall include instruction and educational and other reading materials in such languages as needed. Basic academic areas should include Science, Social Studies, Math, Reading, Writing and Physical Education. The program must provide UC with appropriate reading materials in languages other than English for use during leisure time.

The defined and priced requirements under this contract shall be measured in terms of facility capacity for UC general population beds, facility capacity for UC medical isolation/quarantine beds, staffing support for UC general population beds, staffing support for UC medical isolation/quarantine beds, and one-time Demobilization/Site Reclamation/Restoration.

The Contractor will maintain sufficient personnel, supplies, housing, and services necessary to accommodate the minimum staffed capacity at all times as determined by ORR. This will be between 500 and 2000 children depending upon the site, facilities and infrastructure at the site

The Contractor shall maintain and operate UC housing areas in a manner that promotes child safety and that adheres to child welfare practices as well as CDC and other public health guidelines. The Contractor will provide sufficient staffing, in accordance with ORR mandated ratios, and at all times to provide line of sight supervision of UC (both waking and sleeping hours). While the use of bunk beds is authorized, their use shall be employed only as needed to accommodate greater numbers of children and not impede the ability of staff to maintain line of sight of UC.

The Contractor shall make recommendations for housing UC in a manner that achieves these goals for approval by ORR. In addition, the Contractor is encouraged to conduct outreach and partner with local non-governmental and community-based organizations to the greatest extent possible.

At all times, the Contractor shall maintain and operate the ICF in a manner that promotes child safety and that adheres to child welfare practices, as mandated in ORR policy.

1.8 Staffing

The Contractor’s staffing model shall be flexible and able to accommodate both expansion and contraction of staff commensurate with the capacity limits directed by ORR. The Contractor shall develop staff recruitment and retention strategies and models that limit cost expenditures and minimize the time necessary to meet the capacity levels directed by ORR and adhering to ORR background check requirements. The Contractor is encouraged to recruit and maintain a labor pool of individuals who have a current Public Trust Background Check completed by a Federal agency.

The use of teaming arrangements and partnerships with non-profit organizations, local organizations and businesses, social service organizations, and other entities with broad experience serving unaccompanied children, migrant populations, and other similarly situated populations is strongly encouraged.

Background Investigation

Staff who will have unsupervised direct access (e.g., physically present) to UC must have an FBI based background check, and child abuse and neglect checks in the staff's state(s) of U.S. residence for the last 5 years (if not waived or modified by ORR). Staff who do not have direct access to children must have a public records criminal background check and be under the direct supervision and control at all times of staff who have completed FBI based background and child abuse and neglect checks. Background checks will be conducted by the Contractor. ORR will ensure receipt of background checks for ICF staff. Staff and volunteers who provide direct care may not have unsupervised contact with UC until all background checks have been completed.

In accordance with OMB Memorandum M-05-24, federal agencies must have verified and/or completed background investigations for contractors who require access to HHS information, IT systems, other than occasional or intermittent access to HHS-controlled facilities, or any combination of these three. To gain the required access and successful award, the Contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures contained in:

• HHS Information Security Program Policy https://www.hhs.gov/about/agencies/asa/ocio/cybersecurity/information-security-privacy-program/index.html

• HHS Continued Implementation for the HSPD-12 Program, dated January 13, 2017

• OPM Final Credentialing Standard, dated June 2008

• OMB M-05-24, dated August 5, 2005, Implementation of Homeland Security

Presidential Directive (HSPD) 12 --Policy for a Common Identification Standard for Federal Employees and Contractors

• Executive Order 13467

The minimum Government investigation is a HSPD-12 PIV Credential Tier 1 (National Agency Check and Inquiries--NACI), which consists of searches of records covering specific areas of a person’s background during the past five years. However, Contactors supporting ORR shelter operations including licensed facilities, Influx Care Facilities, including those Contractors providing operations support to these facilities (i.e. all Contractor staff who have access to children) must achieve a HSPD-12 PIV Credential Tier 2 (Minimum Background Investigation— https://www.opm.gov/forms/pdf_fill/sf85p.pdf https://www.hhs.gov/about/agencies/asa/ocio/cybersecurity/information-security-privacy-program/index.html https://www.hhs.gov/about/agencies/asa/ocio/cybersecurity/information-security-privacy-program/index.html

MBI) Moderate Risk Public Trust. HHS will process HSPD-12 PIV background investigations for all Contractor staff and the ORR COR shall provide instructions for completing this process. All costs shall be borne by HHS; however, Contractor’s staff shall be required to submit fingerprints, complete various forms, and participate in interviews with investigators, as applicable. Contractors shall ensure the employees whose names they submit have a reasonable chance for access approval. In some cases, employees with existing background investigations commensurate with sensitivity designations will expedite performance.

This requirement applies to all subcontractors supporting ORR programs. The Contractor is responsible for the custody and control of all forms of HSPD-12 Credentials issued by HHS to Contractor employees, including all subcontractor employees. The Contractor shall immediately notify the Program Manager when a Contractor or subcontractor employee no longer requires agency access due to transfer, completion of a project, retirement, removal from work on the contract, or termination of employment. The Contractor shall also ensure that Contractor or subcontractor employees comply with HHS requirements concerning the renewal, loss, theft, or damage of an ID card. Failure to comply with the requirements for custody and control of HHS issued ID cards may result in a delay in withholding final payment or contract termination, based on the potential for serious harm caused by inappropriate access to HHS facilities, sensitive information, information systems or other HHS resources.

2 FACILITIES AND INFRASTRUCTURE REQUIREMENTS

2.1 General

The Contractor will provide a site with buildings and infrastructure capable of supporting ICF operations for between 500 and 2000 children and staff (See ORR Policy Guide for specific staff to UC ratios). The buildings shall provide between approximately 250,000 and 400,000 ANSI/BOMA rentable area square feet (RSF) of residential, administrative, legal, case management, medical, education, dining hall, facilities support and indoor and outdoor recreation space.

All buildings/facilities used to house UC must be appropriate for minors and shall be residential in nature—this includes, but is not limited to residential treatment centers, boarding schools, colleges, nursing homes, hotel conference centers, camps, and other facilities with residential accommodation. In addition, properties should have adequate space for centralized food service operations, administration, education, and indoor and outdoor recreation. Existing buildings can be supplemented with new construction. Newly constructed facilities, mobile/modular units and other temporary structures may be used if approved by the COR.

Facility design, including recreational and outdoor areas, shall provide line of sight for staff to monitor children, and meeting the UC to staff ratios detailed in this contract and in ORR Policy.

2.2 Site Locations

The site will be:

• Within 30 miles of a hospital

• Within 60 miles of an international airport

• Evidence that the Government’s intended use is permissible by zoning

• Facility has road access capable of accommodating delivery tractor trailers (53 foot) and large passenger buses

• Located away from hazardous materials operations or site contamination

• Availability of Spanish speaking population in the area

• Capability of fencing the property so that it can be completely separated from other activities and operations

• Buildings and outdoor recreation areas are outside of the 100/500- year Flood Plain as identified in the most current FEMA flood plain map

• Located in areas not prone to hurricanes or other extreme weather conditions

• Location and facilities plan that presents no adverse impacts to listed environmental, historic, or other preservation areas.

2.3 Site Requirements

The site shall provide the following:

• A minimum of 1 acres of outdoor recreation for every 100 children accommodated. This should not include buildings, structures, roadways, and parking.

• A minimum of 1 parking space for every 2 staff. Parking spaces can be off site if transportation from off-site parking to the site is provided by the Contractor

• Utilities: The site shall have electric, domestic water, sewer, and natural gas utilities capable of supporting round the clock, uninterrupted operations for the anticipated population. The Contractor shall ensure utility system compliance with local jurisdiction law and regulation, and has redundant systems to ensure continuous operations.

• Provide emergency generators for medical, dormitories, food service and security operations.

• Provide a minimum of 2 entrances to the site. One will be able to accommodate deliveries by tractor trailer trucks and passenger buses transporting children.

• The site shall have a minimum 8-foot high, non-climbable perimeter fence.

• The facility must be able to meet and maintain Interagency Security Committee Facility

Security Level IV requirements

2.4 Building Requirements

2.4.1 General

• Provide between 250,000 and 400,000 RSF of building space. Population will depend upon available facilities provided by the Contractor. Population is anticipated to be between 500 and 2000 children (male & female; age 13-17) and 500 to 2000 staff.

• Buildings must be rated and equipped for all-season use.

• Occupied buildings shall be provided with heating and cooling systems capable of maintaining temperatures between 65- and 82-degrees Fahrenheit, with humidity control not to exceed 60% relative humidity.

• Mechanical base building systems must be able to support a minimum MERV 14 certified filters or highest filter rating as recommended by the HVAC-unit manufacturer.

• The facility shall comply with the requirements of the local authority having jurisdictions (AHJ) and the required testing and inspections shall be conducted and submitted to the local AHJ for approval.

2.4.2 Residential

• Provide residential housing to accommodate the anticipated UC population.

• Residential housing shall include bedrooms, corridors, bathrooms, child direct care staff areas and support space.

• Residential housing shall be comprised of multiple bedrooms each able to accommodate between 2 and 8 children.

• The Contractor shall implement strategies and other devices to reduce noise in housing areas to the extent practicable (this may include partitions and other dividers that do not impede line of sight).

• The Contractor shall arrange housing and place beds to ensure line of site supervision of children.

• Bedroom occupancy shall be based upon 60 SF of bedroom floor space per child.

• Bedrooms shall have windows that allow natural light.

• Cordless window treatments (blinds/curtains) shall be provided by the Lessor.

• Bedrooms shall be adjacent to bathroom facilities that include toilets, sinks and showers. partitions, paper dispensers and soap dispensers.

• Bathrooms shall be properly exhausted, with a minimum of 10 air changes per hour.

• Bathroom fixtures shall be provided based upon the following:

1 toilet per 8 children 1 sink per 8 children 1 shower per 8 children

2.4.3 Dining Hall / Food Service:

• Provide a dining hall with male and female bathrooms, commercial kitchen with loading dock, storage, and male and female bathrooms capable of accommodating occupants.

• The dining hall shall be capable of accommodating a minimum of 1000 occupants at one sitting.

• Provide tables and chairs for dining hall to accommodate 1000 occupants.

• Provide a commercial food service kitchen with equipment necessary to support food service operations that will feed 1000 occupants per sitting with a capability of conducting 3 sittings for breakfast, lunch, and dinner each day. This includes all installed equipment that is attached to the building. It does not include utensils, dishes, trays, or other non- attached items. Equipment shall include but not be limited to:

o Ovens o Griddles o Fryers o Reach-in refrigerators o Dish machine o Food prep counters and sinks o Steam tables o Mixers o Salad bar o Drink dispensers o Walk-in refrigerators o Walk-in freezers o Dry storage o Exhaust hoods with ancillary fire suppression o Mop sink o Utensil, dishes, trays, and other equipment for preparing and serving meals

2.4.4 Education:

• Provide space for classrooms, bathrooms and education related space to support educational activities for UC population 6 hours per day, 5 days per week.

• Classroom size shall be based on 24 RSF per child and a maximum occupancy of 30 children.

• Provide all necessary equipment for educational activities.

2.4.5 Medical:

• Provide a minimum of 5000 RSF of space for a medical clinic. The space shall include offices, exam rooms, securable pharmacy supply area, vaccine refrigeration units with uninterruptable power sources, and a waiting area.

• The medical space must have a dedicated HVAC supply that is separately controlled and be able to support 6 air changes per hour.

• Provide medical quarantine and isolation housing adjacent to the medical clinic for the children diagnosed with infectious disease. The quarantine structure must be separate from the isolation structure. The isolation and quarantine structures must be able to hold 10% of the site’s capacity.

• Provide medical isolation housing adjacent to the medical clinic to separate individuals with a contagious disease from other occupants.

2.4.6 Indoor Recreation:

Provide a minimum of 40 RSF per child of space for passive and active recreation indoor recreation. This may be provided in a combination of spaces that include large gymnasiums and smaller areas distributed around the site.

2.4.7 Intake:

• Provide space for intake and processing of UC arriving at the ICF. Intake shall have a waiting area able to accommodate 120 children, space for children to meet with case managers and clinicians, space for medical processing per program requirements and storage space for clothing and UC possessions brought to the ICF.

• Provide a paved bus drop off area adjacent to the intake building able to accommodate 60- person passenger buses.

• Provide showers in or near intake to enable children to shower upon admission to the

ICF.

2.4.8 Legal Services

• Provide space to accommodate up to 60 children for Know Your Rights Meetings.

• Provide private offices able to accommodate 4 persons for child/legal staff consultation meetings. Number of offices shall be based on program requirements for legal engagement and population of the ICF.

2.4.9 Administration:

• Provide necessary office space for general administration functions.

• Provide necessary office space for case management

• Provide conference rooms for meetings and UC group counseling sessions

• Administration functions can be in multiple buildings throughout the site.

2.4.10 Security Command Center:

Provide a Security Command Center with video monitor of site CCTV locations.

2.4.11 Emergency Services Facility

Provide office for emergency services staff and equipment adjacent to paved area for emergency vehicles.

2.4.12 Warehouse:

• Provide warehouse space necessary for operations and maintenance activities.

• Warehouse can be on the site or offsite

• The warehouse shall be climate controlled and capable of storing hazardous or flammable chemicals.

2.5 Site Security Requirements

• Provide an 8- foot high, non-climable perimeter fence around the site.

• To promote child privacy, provide screening on fence to block lines of sight into the site where views from outside the site are not obscured.

• Provide video surveillance (VSS) coverage of screening checkpoints, exits, loading docks, lobbies, facility perimeter, parking areas, sensitive interior areas, personnel and vehicle entrances and other potential access points. Provide VSS coverage for public interior areas of all buildings that are occupied by children. This does not include bedrooms or bathroom areas.

• Conduct active VSS monitoring. Provide alarm activated VSS monitoring. Record VSS views using a digital medium.

• Minimize areas of concealment in and around facilities and the perimeter fence. Establish a clear zone around barriers or fences and restrict landscaping from obstructing views of the security force, VSS cameras/interfering with lighting/IDS

• Install exterior lighting at entrances, exits, parking lots, garages, VSS locations, and walkways from parking areas to entrances, and around building perimeter areas

• Provide fences, walls, gates, or other barriers to prevent unauthorized access to restricted areas and monitor VSS or security force patrols. Use High Security Locks, access control and Intrusion Detection systems.

• Provide a ballistic protective barrier in the utilization of guard booths, desks, or podiums where armed guards and other security personnel are stationed when interacting with unscreened personnel.

• Provide vehicle barriers to protect pedestrian entrances from penetration by a vehicle

• Secure handles, control mechanisms, and service connections at on-site publicly accessible utility locations with locks or other anti-tamper devices. Provide VSS monitoring or periodic security force patrols.

• Screen visitor vehicles before entry into the controlled parking area. Randomly screen employee and Contractor vehicles during heightened security alerts. Establish a list of prohibited items, including potential weapons.

• Provide a means to secure employee entrance doors and to verify the identity of persons requesting access prior to allowing entry in the facility by physical or electronic means.

• Provide duress buttons or call buttons at guard posts, sensitive public contact areas, and other areas that are identified as high-risk locations.

2.6 Temporary Structures

If approved by the Contracting Officer, the Contractor may provide hard-sided or soft-sided temporary structures to supplement existing buildings on the site. Hard-sided temporary structures may be used for all activities. Soft-sided temporary structures may only be used for kitchen, dining, and recreation activities. The COR or designated representative shall inspect the units prior to or upon use at the site, and if they do not meet the minimum standards of care specified in this contract, the Contractor is responsible for replacing the units as soon as reasonably possible.

The Contractor must ensure that the placement of temporary structures is in accordance with fire and safety codes, providing sufficient ingress and egress points in the event of an emergency. The Contractor shall provide all landscaping or preparation services necessary for the installation of the temporary structures, including clearing, leveling, and preparing the grounds for installation.

The Contractor shall provide all equipment and supplies necessary to ensure that the temporary structures are functional as intended.

2.7 Site Preparation and Deployment

Within 30 days of notice by the COR, the Contractor must have the ability to prepare the site for a minimum of 1000 UC. These timeframes may shift depending on the conditions of the site provided by the Contractor. The Contractor shall provide a plan to scale-up the staff and a management plan to meet the staffing requirements for full occupancy.

The Government/ORR will accept a phased approach to the tasks to be completed.

The following two-phased approach will be implemented to assure site readiness:

• Phase I: Site Preparation includes, but is not limited to, preparation of existing buildings on the site, erection and placement of temporary structures, if required, debris removal, ingress/egress identification, lighting requirements, local and county permitting requirements, and fire and safety regulations needed to make site operable for UC occupancy in alignment with ORR policy and Child Welfare League of America Child Welfare Best Practice Standards. Site preparation shall incorporate all shelter requirements (e.g., housing, medical dining, administration, security, education, recreation, laundry, etc.)

identified by ORR policy as provision for all required services.

• Phase II: Placement of UC – Placement of UC at the site will be at the discretion of the Government/ORR. Placement of UC will commence upon satisfactory completion of site preparation, but no later than thirty (30) days post award. Placement of UC will be in increments of 1000 UC with the first placement on day thirty (30) post award. Incremental placements of an additional 250 UC will continue every fourteen (14) days until the capacity of up to 2000 UC is met.

The Contractor shall be prepared to scale operations to meet fluctuations in mission requirements. The Contractor shall make a good-faith effort to return any non-damaged, unused, and unopened supplies, materials, or other purchased goods, including any goods that are defective, damaged, or unfit for use, at no cost to the Government. The Contractor shall issue the Government a full credit for such returned goods against the amount charged to the Government account by the Contractor. The Contractor shall consider any non-returnable items procured by the Contractor and charged to the Government to be Government property.

The Contractor shall dispose of non-returnable items as directed by the COR. In some instances, ORR may direct certain supplies and equipment to be re-directed to other ORR influx or permanent shelters.

3 SUPPLIES, EQUIPMENT AND PROPERTY

The Contractor shall provide all supplies, equipment, and property to support ICF operations, to include, but not limited to:

• beds

• linens

• tables

• desks

• chairs

• office furniture

• workstations

• partitions

• computers

• food service equipment utensil, dishes, trays, and other equipment for preparing and serving meals

• printers

• office supplies

• phones (desk and mobile)

• routers

• wireless

• servers

• repeaters

• TVs

• indoor recreational equipment

• outdoor recreational equipment

• emergency vehicles

• vehicles for transporting children on and off site

• vehicles for transporting staff on and of site

• temporary utility support equipment

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

3.1 Shower and Toilet Facilities

Toilets, lavatories, and showers shall be provided in residential housing adjacent to bedrooms.

Upon approval by the COR, temporary toilets and lavatories may be provided in or near education, administration, food service, recreation buildings, if necessary, to supplement existing bathroom facilities used by children and staff. Any temporary utility support permits shall be the responsibility of the Contactor.

The Contractor shall place hand-sanitizing stations and enforce use prior to entry to the dining area if an adequate number of sinks are not available

Showers shall be provided in or near the intake area so UC can shower upon arrival.

The Contractor shall ensure that handwashing and/or hand-sanitizing stations are readily available for Contractor personnel and UC. The Contractor shall ensure that handwashing stations are stocked with soap and paper towels and that hand-sanitizing stations are stocked with hand-sanitizer that is at least 60% alcohol.

3.3 Beds and Bedding

The Contractor shall provide a bed, a pillow, and bed linen for each UC. The beds can be cots or stacked bunk beds depending on what space permits. If the UC are provided stacked bunk beds, the Contractor must provide bunks with a sturdy/rigid frame, provide each UC with a minimum 4-inch foam mattress and the UC must be able to sit up on the mattress without obstruction. The layout of housing areas shall not obscure line of site supervision of UC.

The Contractor must provide bed linens to accommodate up to approved maximum for UCs at site. The Contractor shall ensure that each UC has access to one fitted sheet, one top sheet, one pillowcase, and a blanket at all times.

3.4 Refrigeration Units

The Contractor shall provide refrigeration units with uninterruptable power sources that meet the identified storage requirements to store vaccine supplies and other medicines.

3.5 Supplies and Equipment for Staff

The Contractor shall provide supplies and equipment to support, computers, printers, office supplies, radios, phones (desk and cells), routers, wireless, repeaters, TVs, and recreational gear for facilities management staff.

The specific number of supplies and equipment will be specified at the Call Order Level.

3.6 Phone, Computer, Cable, and Internet

The Contractor shall provide phones in accordance with ORR Policy 4.10.1 that enable UC to report sexual abuse, sexual harassment, inappropriate sexual behavior, and violations of Staff Code of Conduct.

The Contractor shall provide voice and data communication systems for a minimum of 200 users and the ability to make international calls. This work includes, but is not limited to, Internet connectivity, Cable, Wi-Fi, and VoIP. All electronics and information technology must be 508 Compliant. The Contractor shall ensure that all computers receive current software updates prior to distribution to staff and that ongoing antivirus scanning and patching occurs on a routine basis once the site is up and running.

4 FACILITY MANAGEMENT

4.1 General

The Contractor shall provide ongoing facilities management services for the designated facility and infrastructure. The facilities management service shall include, but not be limited to, providing the appropriate mix of qualified labor, supplies and equipment, and include the replacement of items and commodities expended during regular facility operation. Required services shall include, but are not limited to, routine mechanical equipment and utilities maintenance, minor construction and demolition services, plumbing, structural and electrical repairs, grounds maintenance and emergency repairs as needed. Prior to providing major service or repairs and/or equipment purchases, the Contractor will be required to coordinate with COR as needed. The Contractor shall maintain a log of work completed and provide it to the COR upon request. Services include:

• Timely and proactive facility maintenance for scheduled and unscheduled activities

• Maintenance/repair to equipment and/or system failure, including infrastructure upgrades

• Planning and coordination to support facilities operation management (supervision, personnel, labor, materials/supplies, equipment, and other necessary items and services to complete work), Compliance with Federal, state, and local environmental, health, and safety laws

• Custodial services

• Security and safety services

• Pest control services, including mosquito abatement

• Landscaping and grounds maintenance

• Maintenance and clearing of parking and site roads

• Excavation; storm damage preparation and repairs; rainwater/flooding mitigation;

weather event preparation

• Emergency evacuation plan and fire detection system management

• General and medical waste collection, removal, and exterior building clean-up

• Assessment/inspection of building conditions to preserve and maintain good operating conditions; additional maintenance services may include painting as well as wall, carpet, tile, and window repairs

• Safe drinking water

• Food and meal preparation services; (breakfast, lunch, dinner, snacks)

• Refrigeration services for vaccines and medicines with uninterruptable power sources

• Laundry services

• Manage and support IT services, including internet, Phone, Cable, Wi-Fi, and VoIP tracking/badging system, and

• Manage and support IT equipment on site including computers, printers, and supplies for facilities management staff

• Emergency Services vehicles include a fire engine(s) and ambulances (min 3)

• Emergency services staff develop, implement, enforce, and exercise all emergency operations plans and drills.

Staffing for ambulance and fire truck assets are included in the Medical Staffing Team figures listed in the Personnel section. The emergency services equipment and staff are necessary to have immediate response to an emergency. These assets allow for safety of all UC and personnel and provide security and rapid response for the size of the operation.

4.2 Facilities Management Staffing

The Contractor shall provide a staffing model that allows for rapid expansion and contraction. This model will include maintaining a cadre of pre-cleared, well-qualified staff who can be deployed quickly to provide facilities management services at the ICF.

Facilities management staff shall meet all ORR and state-mandated background check requirements prior to their entrance on duty. ORR also requires all facilities management staff to pass an FBI-based fingerprint check.

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

All Contractor and sub-Contractor personnel working on the Government’s site shall abide by ORR’s Policies and Procedures. The Contractor will find ORR’s general policies on the ACF website. More information about specific procedures will be provided at the time of award.

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

The form must include the following statement: “Failure to report these incidents could be grounds for termination.” The Contractor is required to maintain the signed acknowledgments for up to two

(2) years after the expiration of the contract. The COR may request copies of these acknowledgements at random.

4.2.1 Identification

The Contractor shall provide identification badges to be worn by all staff, UC, and visitors with access to ORR ICF site, along with a method to track incoming, outgoing, and periodic accountability as directed by ORR. The Contractor shall ensure 100% scanning of badges for staff personnel in any area where UC’s have access. The UC’s identification should include name, alien (“A”) number and photo. UC with special medical needs such as food allergies or medication need to be easily identifiable.

4.2.2 Facilities Management Staff Training

The Contractor shall ensure all personnel mobilized, including subcontractors, complete ORR training on the following topics: ORR policies and procedures, ORR interim guidance and operations manual; Interim Final Rule on Standards to Prevent, Detect, and Respond to Sexual Abuse and Sexual Harassment Involving Unaccompanied Children. Training material shall be available in hard and electronic copy.

The Contractor will find ORR general policies on the ACF website. All coordination of management and recruitment activities shall be in accordance with the ORR Policy Guide Section 4: Preventing, Detecting, and Responding to Sexual Abuse and Harassment. More information about specific procedures will be provided at the time of award.

The Contractor shall provide staff that, prior to commencing work at the assigned duty station, has the requisite certification(s)/licensure and expertise, skills, abilities, and training required to perform the task(s) to which they have been assigned.

4.3 Oversight of Existing Permanent Structures and Utilities

4.3.1 Inspection

• The Contractor shall conduct periodic technical inspection to identify all needed repair work broken into the following categories:

• Life-threatening violations, safety-threatening violations, and health-threatening violations referenced in local construction, fire safety, and occupational safety and health codes

• Restore operational functionality for its intended purpose

• Other repairs required to comply with standards not previously identified

• The Contractor shall provide a report to the COR of all repairs needed to be done to make structures safe, functional for its intended purpose, and sanitary. The report shall also include a timeline in which the Contractor expects to be able to make the repairs and a list of the necessary supplies and equipment. The Contractor is responsible for making all the identified repairs in accordance with existing laws, regulations, and codes.

4.3.2 Maintenance and Repairs

• The Contractor shall regularly assess and inspect existing buildings, structures, infrastructure, and equipment to ensure safety and functionality. The Contractor shall notify the COR within 4 hours, of observing any circumstances, conditions, or situations which present a life, safety, or health-threatening violation of the code.

• The Contractor shall provide timely and proactive maintenance to all buildings, structures, infrastructure, and equipment on site, to include both scheduled and unscheduled maintenance. The Contractor shall maintain and repair infrastructure to the site, including, but not limited to, utilities such as water, sewage, electricity, power generation, HVAC.

4.3.3 Flooding and Standing Water Mitigation

• The Contractor shall assess the site for potential flooding and standing water. The Contractor shall identify any issues regarding potential flooding or standing water and submit a report to the COR detailing the concerns and provide written recommendations on how to address them. With the COR’s approval, the Contractor shall provide landscaping changes to mitigate the concerns raised in the report. This may include, but is not limited to, regarding the landscaping so that water flows away from existing structures and does not pool, raising mobile/temporary structures above expected flood levels if reasonable, and/or placing sandbags around the site to mitigate various structures’ exposure to flooding.

• If flooding occurs, the Contractor shall submit a report to the COR detailing the damage caused by the flood, the expected time it will take to repair or replace the structures, equipment, or units, and recommendations on how to prevent flooding on the site in the future. With the COR’s approval, the Contractor shall make any landscaping changes to mitigate future flooding issues in addition to the repairs to or replacement of existing structures/units.

4.3.4 Utilities Equipment and Infrastructure

The Contractor shall proactively address facilities operations, maintenance and/or repair concerns, involving back-up power (generators), electrical, natural gas, sewage, and portable water (hot and cold).

4.3.5 HVAC Operation/Maintenance

The Contractor shall provide 24 hours a day 7 days a week professional services to maintain and restore any heating and air conditioning needs for the emergency shelter site.

4.3.6 Life Safety and Security Equipment Maintenance

The Contractor shall ensure proper fire alarm system maintenance checks, and make certain that the security equipment, including cameras and sensors, is functioning properly. The Contractor shall support guidelines for good exterior lighting plans at the emergency shelter site. The Contractor shall be responsible for maintaining perimeter barriers (fencing, etc.)

4.3.7 Safety

Emergency and Evacuation Plans

The Contractor shall develop an emergency action and evacuation plan in coordination with the Direct Care Contractor, in order to protect staff and children on site from fire and other emergencies and to prevent property loss, whether large or small. The Contractor shall present the emergency and evacuation plan no later than 15 (working or calendar) days after Call Order award. The Contractor shall develop a drill schedule to exercise the evacuation plan to support its execution. A copy of this plan shall be accessible to all staff on site and emergency evacuation plans, in English and Spanish, shall be posted conspicuously throughout the site.

Emergency Services

The Contractor shall have a fire engine on site and staff that can operate the vehicle and fire suppression equipment in the event of a fire emergency. The Contractor shall have a minimum of 3 ambulances (Advanced Life Support, Level 1 - ALS1) and requisite staff onsite at all times.

4.3.8 Landscaping and Grounds Maintenance and Mitigation

The Contractor shall provide landscaping services, including necessary equipment and personnel, to maintain the grounds on site. This includes, but is not limited to, lawn, walkway, fencing, and existing landscaping maintenance.

The Contractor shall maintain and clear as necessary parking areas and roads on the site.

4.3.9 Laundry Services

The Contractor shall provide either on- or off-site laundry services to recipients, for up to 60 lbs. of laundry, per person, per week, or as directed by the COR. The Contractor shall provide all supplies and personnel to manage the laundry operation to include but not limited to linen bags and identification processes to ensure efficient exchange. The Contractor shall document all UC personal belongings being laundered and verify that they were returned to correct UC upon laundering completion.

The Contractor shall receive, segregate, clean, and return individual clothing and light textile items, and medical items. The Contractor shall not co-mingle medical with non-medical laundry.

The Contractor shall separately process laundry of a medical facility for medical personnel, patients, and linen. Biohazard clothing and linens will be segregated and maintained separately prior to cleaning or disposal. All biohazard clothing and linens shall be collected and cleaned or disposed of by biohazard services. The Contractor shall provide appropriate personal protective equipment (PPE) for personnel handling biohazardous material.

The Contractor shall develop and maintain a quality control plan describing how textiles flow through the facility to prevent cross contamination of cleaned textiles by soiled textiles or soiled facility areas, to include how items may travel in and out of the same door are protected to prevent cross contamination or how deliveries are scheduled to prevent cross contamination. Where necessary and appropriate, the Contractor may operate a linen exchange program.

4.3.10 Custodial Services

The Contractor shall provide custodial services for all areas of the shelter, including, but not limited to, dormitories, educational, medical, dining, recreation, office, visitation, out-door spaces, etc. The Contractor shall stock and replenish expendables including, but not limited to, PPE, paper towels, toilet paper, liquid soaps, and cleaning agents as required to ensure ready availability to UC, staff, and visitors.

A cleaning schedule shall be posted to each facility and provided to the COR or appropriate contracting authority.

The Contractor shall collect and dispose of all trash from all waste receptables, to include wastebaskets and other trash containers (exterior waste baskets, trash receptacles, and smoking urns are included in the scope of trash removal). Any trash boxes or debris stacked near the waste receptacles shall be removed daily. Replacement of plastic trash bags/liners shall be done as needed. The Contractor shall provide for recycling containers for cardboard, Styrofoam, plastic, glass, and paper throughout the entire operation and dispose of recycled materials with an approved vendor.

Medical treatment facilities custodial services shall be performed in accordance with AR 40-61 and AR 210-130. The Contractor shall ensure all cleaning supplies, materials, PPE, and equipment kept exclusively for medical is kept separate from other custodial supplies, materials, and equipment.

The Contractor shall provide appropriate PPE for custodial staff providing cleaning services to medical treatment facilities or otherwise exposed to biohazardous material.

4.3.11 General and Medical Waste Removal/Disposal

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

4.3.12 Cleaning and Environment

The Contractor shall provide cleaning services and environmental abatement of the assigned sleeping facilities, kitchen, cafeteria and serving areas, bathroom facilities and other areas, including office space and staff areas prior to UC and Staff occupancy. This includes, but not limited to, asbestos, mold, lead, and other environmental hazards. All cleaning chemicals must always be non-hazardous and maintained under appropriate controls to limit access to authorized facility personnel. Inventories of all supplies must be maintained and logged in real time. The Contractor shall retain MSDS sheets for all chemicals on-site and provide access to those documents to all personnel.

4.3.13 Pest and Insect Control

The Contractor shall provide pest and insect control services at the site, including abatement and extermination of all pest and insect infestations. This includes mosquito abatement. If the need arises, the Contractor may create and disseminate policies to limit the risk of pest and insect infestation, such as restricting the areas where food may be consumed.

If the Contractor becomes aware of an animal or insect on site that carries a transmissible disease, the Contractor shall immediately notify the COR and work with other personnel to determine if anyone on site came into contact with the animal or insect.

4.3.14 Meals and Food Services

The Contractor shall provide meal services for up to approved max occupancy for site, in accordance…