DRAFT_PWS_D0422R0035_14MAY26 2nd Draft Copy.docx

Performance Work Statement Emergency Intake Facility and Wrap Around Services for Unaccompanied Alien Children

1. GENERAL INFORMATION

1.1. Background

1.1.1. The Administration for Children and Families (ACF), Office of Refugee Resettlement (ORR) is responsible for the care and placement of Unaccompanied Alien Children (UAC) transferred from the Department of Homeland Security. Per 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 UAC who have been referred by the U.S. Department of Homeland Security (DHS) within 72 hours of apprehension. In 2014, the Administration responded to a significant increase in the number of UAC who were apprehended on the southwest border, with a coordinated Federal response focused on providing humanitarian care for the children.

1.1.2. Due to shifting migration patterns and other factors, the number of UAC referred to ORR has at times exceeded the bed capacity in ORR’s permanent network of care facilities. ORR has an urgent need for Emergency Intake Facility (EIF) sites across the country to augment its permanent bed capacity. These EIF sites will allow ORR to accept referrals from the Department of Homeland Security (U.S. Border Patrol) more expeditiously and limit the time UAC spend in Border Patrol facility.

1.1.3. The Contractor will follow ORR policy by abiding with all requests made by Department of Homeland Security (data, permission to visit, requests for custody for law enforcement purposes) and will coordinate all requests through the COR and appropriate ORR program. Also, the contractor is to notify USCIS/ICE and ORR of any arrest of a UAC or refugee.

1.2. Purpose

1.2.1. The purpose of this Performance Work Statement (PWS) is to specify ORR’s requirements for the provision of multiple EIFs and related services throughout the continental US. These facilities provide an appropriate and efficient means for ORR to provide campuses, direct care, supervision, and related services necessary for the care of UAC until they can be placed with an appropriate sponsor. Prime contractor capabilities, experience, subcontractor base, community-network, and expertise related to the provision of safe and appropriate care and support of UAC and/or similarly situated at-risk minor populations are critical to the success of this effort.

1.3. Reference Documents

1.3.1. EIF operations shall be in accordance with the following:

1.3.1.1. ORR Unaccompanied Alien Children Bureau (UACB) Policy Guide, Children Entering the United States Unaccompanied: https://acf.gov/orr/policy-guidance/unaccompanied-children-bureau-policy-guide

1.3.1.2. Policy for Influx Care Facilities (Children Entering the United States Unaccompanied, Section 7) https://acf.gov/orr/policy-guidance/unaccompanied-children-program-policy-guide-section-7

1.3.1.3. ORR Field Guidance containing updates to EIF standards: https://acf.gov/orr/policy-guidance/uc-program-field-guidance

1.3.1.4. 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: https://acf.gov/orr/policy-guidance/unaccompanied-children-program-policy-guide-section-4

1.3.1.5. UAC Manual of Procedures. This document shall be made available after award.

1.3.2. Regulations, Guidelines and Policies drive the requirements within this PWS. The Contractor shall notify the Contracting Officer’s Representative (COR) in the event of any significant discrepancies. In the event of discrepancies between contract language and current ORR policy or operational guidance, the Contractor shall follow written direction from ORR.

1.3.3. The contractor shall maintain awareness of current versions of all ORR governing policies and guidance, and ensure operational procedures align with the most current policy requirements. Updates must be implemented as directed by ORR within specified timeframes.

1.4. Type of Contract

The Government intends to award a Multiple Award Indefinite-Delivery, Indefinite-Quantity (MA-IDIQ) for EIFs and related services in the continental US. The scope of the contract includes the provision of all aspects of EIF care. This includes the campus site, facilities, infrastructure, services, supplies and equipment.

1.5. Period of Performance

The Period of Performance (POP) of this IDIQ will be 10 years with a base period of five (5) years and one, five (5) year option.

1.6. Place of Performance

1.6.1. The place of performance will be determined on subsequent task orders specific to the requirement.

1.6.2. All orders under this IDIQ will be performed in the Continental United States (CONUS).

1.6.3. All Contractor provided sites, facilities, and infrastructure shall meet the requirements described in Section 2, Campus Site, Facilities, and Infrastructure.

1.7. Requirements

1.7.1. Under this IDIQ the Contractor shall be capable of providing all of the following: an EIF campus, the services, resources, equipment, and staff necessary for operations. The scope of services under this effort includes providing for the care, housing, and supervision of UAC ages 13

- 17 in ORR custody until such time as: the UAC can be released to an ORR-approved/vetted sponsor, the UAC is transferred to another ORR facility, or the UAC is transferred as directed by the Government.

Note: the population of EIF’s will generally be limited to UAC 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. All services provided to UAC must be tailored to the unique needs of UAC and commensurate with their age, sex, level of development, and other demographics such as country of origin, language-spoken, etc.

1.7.2. Emergency Influx Facilities (EIF) shall comply with all applicable State child welfare laws and regulations and all State and local building, fire, health, safety codes, and be a drug-free zone. EIF must deliver services in a manner that is sensitive to the age, culture, native language, and needs of each UAC Under the terms of the UC Program Foundational Rule, EIF must provide the following minimum services for each UAC in their care:

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

1.7.2.2. Case management services

1.7.2.3. Medical services including routine medical and dental care and family planning services

1.7.2.4. Behavioral health services

1.7.2.5. Line of sight and sound supervision

1.7.2.6. Education services

1.7.2.7. Passive recreation, indoor and outdoor large muscle group movement recreation

1.8. Assumptions/Constraints

1.8.1. Under subsequent orders, staffing shall be provided based on staff-to-child ratios established for EIFs identified in UACB Policy Guide, Section 7.7.

1.8.2. Under subsequent orders, services provided shall be in accordance with UAC Manual of Procedures (UAC MAP) and ORR UACB Policy Guide https://acf.gov/orr/policy-guidance/unaccompanied-children-bureau-policy-guide. Key documents for the ACF ORR Unaccompanied Alien Children Program can be found at: https://acf.gov/orr/policy-guidance/unaccompanied-children-program

1.8.3. Only Contractor staff who have been cleared through a fingerprint-based, federal background check, are permitted to supervise direct care staff. Staff and volunteers who provide direct care must pass public record criminal background checks for deployment at EIF. Additionally, all medical providers must maintain current state licensure, possess clean background checks, and clean child abuse and neglect checks. Staff who will have unsupervised direct access (e.g., physically present) to UAC must have an FBI based background check, and child abuse and neglect check (if not waived or modified by ORR). Staff who do not have direct access to children must have a public records criminal background check. Background checks will be conducted by the Contractor. ORR will ensure receipt of background checks for EIF staff. Vendor staff who provide direct care may not have unsupervised contact with UAC until all background checks have been completed and favorable reviews have been received.

1.8.4. The contractor shall implement a visual identification system that distinguishes staff with completed background checks, staff pending clearance, and visitors.

2. CAMPUS SITE, FACILITIES, AND INFRASTRUCTURE REQUIREMENTS

2.1. General

2.1.1. The following are the requirements of a campus site, facility, and/or infrastructure that may be procured under a subsequent order. Specific requirements will be stipulated in the task order requirements document (SOW, PWS, etc.).

2.1.2. 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 up to 3,000 children. Capacity will be set in future task orders and determined by ORR requirements, and the campus site and facilities provided by the Contractor. The population may vary due to changes in the overall UAC 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 zero census and transition to “warm” and “cold” status states. See definitions.

2.1.3. Under this IDIQ, campus sites with buildings and infrastructure must be capable of supporting EIF operations up to 3,000 children). The buildings shall provide between approximately 250,000 and 400,000 ANSI/BOMA rentable area square feet (RSF) of residential, administration, medical, education, dining hall, facilities support and indoor and outdoor recreation space.

2.1.4. Buildings can be new or previously existing construction suitable for use as an EIF. Examples of previously existing construction are 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, medical services including quarantine and isolation space, and indoor and outdoor recreation. Existing campus buildings can be supplemented with new construction. Mobile or temporary construction can be used when specifically stipulated in the task order requirement document or approved by the COR.

2.1.5. Facility design, including indoor recreational and outdoor areas, shall provide line of sight and sound for staff to monitor children, accommodating the UAC to staff ratio detailed in this contract.

2.2. Campus Location Requirements

2.2.1. All campus locations procured under subsequent task orders will be as follows

2.2.1.1. Within 30 miles of a hospital

2.2.1.2. Within 60 miles of an international airport

2.2.1.3. Within 25 miles of pediatric specialty care providers

2.2.1.4. Within 25 miles of behavioral health services

2.2.1.5. Within 25 miles of dental care providers

2.2.1.6. Within 25 miles of diagnostic imaging and laboratory services

2.2.1.7. Evidence that the Government’s intended use is permissible by required state, county, and local zoning regulations

2.2.1.8. Facility has road access capable of accommodating delivery tractor trailers and large passenger buses

2.2.1.9. Located away from hazardous materials operations or site contamination required by federal, state, county and local regulations

2.2.1.10. Availability of Spanish speaking population in the area

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

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

2.2.1.13. Located in areas not prone to significant impact from hurricanes or other extreme weather conditions

2.2.1.14. Location and facilities that present no adverse impacts to listed environmental, historic, or other preservation areas.

2.3. Campus Site Requirements

2.3.1. All campus sites procured under subsequent task orders shall provide the following:

2.3.1.1. A minimum of 1 acre of outdoor recreation for every 100 children accommodated. This should not include buildings, structures, roadways, or parking

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

2.3.1.3. Utilities: The campus shall have electric, domestic water, sewer, and natural gas utilities (if required) capable of supporting round-the-clock operations for the anticipated population. The Contractor shall ensure utility system compliance with local jurisdiction law and regulation.

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

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

2.3.1.6. The campus shall have an 8-foot-high perimeter fence

2.3.1.7. 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

2.4.1.1. Provide between 250,000 and 400,000 RSF of building space. Population will depend upon available campus facilities provided by the Contractor. Population is anticipated to be between 100 and 1000 children and 100 to 1000 staff.

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

2.4.1.3. 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.

2.4.1.4. 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.

2.4.1.5. 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.

2.4.1.6. The contractor shall implement recycling and waste management practices in accordance with applicable federal, state, and local requirements.

2.4.2. Residential

2.4.2.1. Provide residential housing to accommodate the anticipated campus UAC population.

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

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

2.4.2.4. 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 or sound).

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

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

2.4.2.7. Bedrooms shall have windows that allow natural light.

2.4.2.8. Cordless window treatments (blinds/curtains) shall be provided.

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

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

2.4.2.11. 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:

2.4.3.1. Provide a dining hall with male and female bathrooms, commercial kitchen with loading dock and storage.

2.4.3.2. The dining hall shall be capable of accommodating a minimum of 1/3 the max capacity specified in the task order.

2.4.3.3. Provide tables and chairs for dining hall 1/3 the max capacity specified in the task order.

2.4.3.4. Provide a commercial food service kitchen with equipment necessary to support food service operations that will feed 1/3 the max capacity specified in the task order 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:

· Ovens

· Griddles

· Fryers

· Reach-in refrigerators

· Dish machines

· Food prep counters and sinks

· Steam tables

· Mixers

· Salad bars

· Drink dispensers

· Walk-in refrigerators

· Walk-in freezers

· Dry storage

· Exhaust hoods with ancillary fire suppression

· Mop sink areas

· Utensil, dishes, trays, and other equipment for preparing and serving meals

· Sharps locker

· Ice makers

2.4.4. Education:

Classroom size shall be based on 24 RSF per child and a maximum occupancy of 30 children. All necessary equipment for educational activities shall be provided by the vendor.

2.4.5. Medical:

2.4.5.1. Provide a minimum of 5000 RSF of space for a medical clinic. The space shall include offices, exam rooms and a waiting area.

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

2.4.5.3. 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.

2.4.5.4. The contractor shall ensure that all clinical and behavioral health spaces provide both auditory and visual privacy. Spaces shall prevent conversations from being overheard outside rooms, limit line-of-sight and sound visibility from general population areas and be configured to support confidential communication between staff and UAC, but still maintain appropriate line-of-sight and sound responsibilities.

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 campus.

2.4.7. Intake:

2.4.7.1. Provide space for intake and processing of UAC arriving at the EIF. Intake shall have a waiting area able to accommodate 120 children, a private space for children to meet with case managers and clinicians, a private space for health-related intake screening per ORR Policy Section 3.2.1. medical processing per program requirements and storage space for clothing and UAC possessions brought to the EIF.

2.4.7.2. Intake areas should have access to separate male/female bathrooms. For females, a protected area will be required to place pregnancy test containers.

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

2.4.7.4. Provide showers in or adjacent to intake to enable children to shower upon admission to the EIF.

2.4.8. Legal Services

Provide space to accommodate up to 60 children and 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 EIF.

2.4.8.1. The contractor shall ensure that all case management and legal service spaces provide both auditory and visual privacy. Spaces shall prevent conversations from being overheard outside rooms, limit line-of-sight and sound visibility from general population areas and be configured to support confidential communication between staff and UAC.

2.4.9. Administration:

Provide necessary office space for both government and general administration functions. Administration functions can be in multiple buildings throughout the campus.

2.4.10. Security Command Center:

Provide a Security Command Center with video monitor of campus 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 and maintenance activities. Warehouse can be on the campus or offsite and shall be capable of storing hazardous or flammable chemicals.

2.5. Campus Security Requirements

2.5.1. Provide an 8-foot-high perimeter fence around the campus.

2.5.2. Provide screening on fences to block lines of sight into the campus where views from outside the campus are not obscured.

2.5.3. Provide VSS coverage (equipment must meet 48 CFR 52.204-25 requirements) 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 of public interior areas of all buildings that are occupied by children. Video monitoring equipment may not be placed in any bathroom, shower or bathing area, or other area where children routinely undress.

2.5.4. Conduct active VSS monitoring. Provide alarm activated VSS monitoring. Record VSS views using a digital medium. Video surveillance recordings captured by the vendor. Video Surveillance System (VSS) are retained for sixty (60) days from the date of recording. After the 60-day retention period, recordings are archived according to records management schedule and policy. Following archival procedures, the system begins a new recording cycle. Access to VSS recordings is restricted to authorized personnel only and is subject to applicable federal privacy and security regulations.

2.5.5. 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, video surveillance (VSS) cameras/interfering with lighting/Intrusion Detection System (IDS).

2.5.6. The Contractor shall include all costs associated with perimeter security infrastructure and operations within contract pricing.

This includes fencing, surveillance systems, access control, and ongoing maintenance.

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

2.5.8. 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 IDS.

2.5.9. 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.

2.5.10. Provide vehicle barriers to protect pedestrian entrances from penetration by a vehicle.

2.5.11. 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.

2.5.12. 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.

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

2.5.14. 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

2.6.1 If approved by the Contracting Officer and Contracting Officer’s Representative (COR) or stipulated in the task order requirements document, the Contractor may provide hard-sided or soft-sided structures to supplement existing buildings on the campus. Hard-sided structures may be used for all activities. Soft-sided structures may only be used for kitchen, dining, and recreation activities. The COR 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.

2.6.2. The Contractor must ensure that the placement of hard/soft sided 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 hard/soft sided structures, including clearing, leveling, and preparing the grounds for installation. The Contractor shall provide all equipment and supplies necessary to ensure that the hard/soft sided structures are functional as intended.

2.7. Campus Site Preparation and Deployment

2.7.1. Within 30 days after award of task order, the Contractor must prepare the site for a minimum of 400 UAC. 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 internal site, as well with a management plan to meet both site and staffing requirements for campus full occupancy.

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

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

2.7.3.1. Phase I: Site Preparation includes but is not limited to preparation of existing buildings on the campus 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 UAC 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. *Note: Initial site ramp-up will have separate pricing and exit from Phase I will be conditional, not time-based. Expected duration of Phase I is 90 days or less.

2.7.3.2. Phase II: Placement of UAC – Placement of UAC at the site will be at the discretion of the Government/ORR. Placement of UAC will commence upon satisfactory completion of site preparation, but no later than thirty (30) days post award. Placement of UAC will be in increments of 400 UAC with the first placement on day thirty (30) post award. Incremental placements of an additional 400 UAC will continue every fourteen (14) days until the capacity of up to 3,000 UAC is met. NOTE: Need to create ramp-up and increment increase decrease summary table.

2.7.4. 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. DIRECT CARE SERVICES

3.1. General

The contractor shall provide all labor, materials and equipment to conduct direct care services in accordance with UACB Policy Guide. The Contractor and its personnel shall also comply with all applicable State child welfare laws and regulations, and all State and local health and safety codes. The Contractor and its care providers shall deliver services in a manner that is sensitive to the age, culture, native language, and needs of each UAC. The following is a high-level list of direct care service activities and is not all inclusive.

Additional details shall be further defined under each task order:

3.1.1. UAC Orientation - Upon admission, the Contractor shall provide UAC with a comprehensive orientation regarding program intent, services, rules (written and verbal), expectations and the availability of legal assistance according to ORR UAC Policy Guide Section 3.2.2 Orientation.

3.1.1.1. ORR UAC Policy Guide Section 3.2.2 Orientation:

Care providers shall have a standardized and comprehensive orientation that is provided to all admitted UAC. The orientation must be provided within 48 hours of admission and must be presented in a fashion that is appropriate for the age, culture, and language of the UAC. The comprehensive orientation regarding program purpose, services, rules (provided in writing and orally), expectations, their rights in ORR care, and the availability of legal assistance, and information about U.S. immigration and employment/labor laws in simple and non-technical terms and in a language and manner that the child understands, if practicable. The orientation must be provided in formats that are accessible to UAC who are limited English proficient, deaf, visually impaired, or otherwise disabled, as well as those who have limited reading skills.

Care provider facilities must notify the UAC that care provider facilities must accommodate the UAC’s language needs while they remain in ORR care.

If the UAC is not literate, the care provider must verbally explain all the documents in the UAC’s native or preferred language. If forms are not translated into a language that the UAC can read, to have a qualified interpreter orally translate or sign language translate and explain all the documents in the child’s native or preferred language, depending on the child’s preference, and confirm with the child that they fully comprehend all material. Care providers lacking staff who speak a UAC’s native or preferred language must make reasonable efforts to utilize a qualified interpretation or qualified translator for the UAC’s orientation. In cases where no such service exists, or is unavailable, then care providers must immediately consult with the ORR FFS, the Care Coordinator, and other relevant stakeholders to create and implement a strategy for communicating with the child as effectively as possible and ensuring meaningful access to the care provider’s programs and activities.

The orientation shall also address ORR UAC Policy Guide Section 4.7.1 Educating Children and Youth on Sexual Abuse and Sexual Harassment, at Appendix 1, which is an orientation on topics related to preventing, detecting, and responding to sexual abuse and harassment. The Contractor shall also provide a refresher orientation to children every 90 days from the initial orientation. The orientation must include, at a minimum, the following topics mentioned in Section 4.7.1.

As part of the orientation, the Contractor must also provide UAC with a tour of the facility and note emergency evacuation routes and exits. The orientation shall include the following information: an explanation of the nature of the UAC’s custody in ORR; explanation of the initial medical exam (IME); the care provider’s rules, responsibilities, and procedures; the UAC’s rights and responsibilities, including general legal-related information and the right to, and process for, requesting health care per ORR UACB Policy 3.4.3; the care provider’s behavior management policies; the care provider’s grievance policies and procedures; emergency and evacuation procedures; and other policies and procedures to help the child adjust to the new setting. The tour shall also include distribution of PSA pamphlets and presentation of PSA Posters with UAC Sexual Abuse hotline and other reporting numbers, as well as pre-programmed phones for kids to report sexual abuse and harassment.

3.1.2. Case Management Services - The Contractor shall provide on-site case management services in accordance with the ORR UACB Policy guide to support the safe and timely release of UAC. The contractor shall coordinate all case management activities with ORR’s centralized sponsor vetting process managed by the Division of Sponsor Assessment (DSA) and Division of Case Assessment (DCA), consistent with UACB Policy Guide Sections 2.1 Case Management and 2.3 Release and Discharge.

3.1.2.1. Responsibilities include:

· Conduct initial and risk assessments for UAC in accordance with UACB Policy Guide Section 2.1.1 Intake and 2.1.2 Assessment and Case Planning.

· Develop, update, and maintain individualized case plans for UAC that support safe and timely release, consistent with Section 2.1.2. Case plans shall reflect sponsor readiness, child safety concerns, and any special needs.

· Gather, review, and submit required sponsor documentation to DSA/DCA in accordance with Section 2.3.4 Sponsor Assessment and 2.3.5 Release Decision-Making.

· Maintain regular, documented communication with UAC regarding their individual case status, sponsor vetting status, and next steps, consistent with Section 2.1.3 Case Manager Responsibilities.

· Coordinate with Sponsor Services, care provider staff, and ORR personnel to ensure alignment on case progress and release readiness.

· Maintain comprehensive, current, and accurate case records in the designated ORR system of record in accordance with Section 5.6.2 Maintaining Case Files.

3.1.2.2. Coordination with Centralized Vetting – Case managers shall coordinate daily with DSA/DCA through ORR-designated systems and utilize designated communication channels to monitor sponsor application progress and resolve case issues in real time.

3.1.2.3. Electronic Case Management System – The Contractor shall implement an electronic case management and health records system that:

· Enables real-time documentation of case activities in alignment with Section 5.8 Data Management and Reporting,

· Interfaces with ORR systems including ORR’s electronic case management system.

· Maintains complete audit trails of all case entries and updates

· Generate reports for ORR oversights, including timelines for release and UAC case progression metrics

3.1.2.4. Case Coordination Services

The Contractor shall develop and maintain regional and/or national case coordination services that support ORR in making child welfare-informed decisions regarding the care, placement, and release of UAC, in accordance with UACB Policy Section 1.2 ORR Standards for Placement and Transfer Decisions, and 2.3.3 Case Coordinators.

3.1.2.4.2. General Requirements:

The Contractor shall:

· Ensure all coordination activities align with ORR policy and child welfare best practices.

· Support safe and timely release decisions while prioritizing UAC safety and well-being.

· Coordinate across ORR divisions, care providers, and external stakeholders

3.1.2.4.3. Case Review and Recommendations:

The Contractor shall:

· Conduct timely reviews and assessments of individual cases, including review of risk factors, sponsor suitability, and child-specific needs, consistent with Section 2.3.3.

· Provide recommendations to ORR regarding release readiness, and any barriers to release.

· Identify UAC who require referral to Office on Trafficking in Persons (OTIP), and specialized services or protections, including victims of trafficking or abuse.

3.1.2.4.4. Placement and Service Coordination:

The Contractor shall:

· Assist ORR in ensuring that UAC are placed in the least restrictive setting appropriate to their needs, in accordance with Section 2.3.3.

· Make placement recommendations, including specialized levels of care such as:

· Long-term foster care

· Residential treatment centers

· Therapeutic group homes

· Secure care settings

· Ensure that UACs are receiving appropriate services based on identified needs, including medical, behavioral health, and legal services.

3.1.2.4.5. Case Support Activities:

The Contractor shall:

· Conduct targeted case consultations or direct engagement with UAC when safety concerns arise, as directed by ORR

· Provide targeted technical assistance to care provider staff on case documentation and application of ORR child welfare policies and procedures, including guidance on comprehensiveness, accuracy, and timeliness of case records in ORR-designated systems according to Section 5.6.2 Maintaining Case Files.

· Develop and submit case assessments based on Section 2.3.3to support ORR decision-making regarding UAC placement, services, and release.

3.1.2.4.6. Home Study and Post-Release Recommendations:

The Contractor shall:

· Make recommendations to ORR regarding the need for home studies and post-release services for at-risk children

· Coordinate with care providers and ORR staff in developing these recommendations

3.1.2.4.7. Case Staffing Collaboration:

The Contractor shall:

· Lead or participate in case staffing meetings with care providers to review case progress

· Participate in meetings with local stakeholders, as directed by ORR

· Provide regular updates to designated ORR staff on case status

· Elevate complex or high-risk cases to ORR in a timely manner

3.1.2.5. Sponsor Services

The Contractor shall provide all labor, materials, systems, and resources necessary to support activities related to the safe and timely unification of UAC with approved sponsors, in coordination with ORR’s centralized sponsor vetting process.

3.1.2.5.2. General Requirements

The Contractor shall

· Develop and implement an operational model that supports sponsor-related activities through virtual, in-person, and hybrid service delivery methods.

· Ensure all activities prioritize child safety while promoting efficiency and timely unification

· Perform tasks in a coordinated and concurrent manner, where appropriate, to reduce delays in the unification process while maintaining compliance with ORR policies

· Collaborate with ORR stakeholders, including DSA, DCA, care providers, and other designated personnel

3.1.2.5.3. Sponsor Support and Coordination

The Contractor shall:

· Support the sponsor application process by assisting in the collection and submission of required documentation to ORR-designated entities (e.g., DSA/DCA)

· Maintain communication with sponsors to facilitate completion of required steps in the unification process

· Provide sponsors with referrals and linkages to services and resources that may support successful reunification

· Track and document sponsor-related activities in accordance with ORR system requirements

3.1.2.5.4. Sponsor Documentation:

The Contractor shall:

· Compile and maintain documentation related to sponsor suitability in accordance with ORR requirements

· Provide recommendations to ORR regarding release readiness based on available case information

· Ensure all documentation is complete, accurate, and entered into the UAC Portal or other ORR-designated systems within required timelines

3.1.2.5.5. UAC Release Coordination:

The Contractor shall:

· Coordinate the logistical aspects of release, including scheduling and communication with sponsors and ORR staff

· Ensure all required release documentation is completed prior to release

· Support the physical transfer of the UAC to the approved sponsor in accordance with ORR policy and direction

3.1.3. Ongoing Medical Services - The Contractor shall provide appropriate routine medical and dental care, family planning services, including pregnancy tests and comprehensive information about and access to medical reproductive health services and emergency contraception, and emergency health care services, including a complete medical examination (including screenings for infectious disease) within 48 hours of admission, unless the UAC was recently examined at another ORR EIF facility; appropriate immunizations in accordance with recommendations of the U.S. Department of Health and Human Services /U.S. Public Health Service (PHS), Centers for Disease Control and Prevention (CDC); administration of prescribed medication and special diets; appropriate mental health interventions when necessary. Any UAC with special healthcare needs will be transferred to a standard ORR program when the child is stable/non-infectious.

The Contractor must be registered as a VFC (Vaccines for Children) and State COVID-19 vaccine provider and is responsible for meeting the regulatory requirements of these programs. The Contractor is responsible for procurement of all vaccinations through the VFC program and necessary supplies.

The Contractor shall identify a private source of vaccinations where an emergency supply (48-72 hours’ worth of vaccine) can be delivered within 24 hours should VFC vaccines become exhausted, or shipments delayed. If the Contractor is forced to order private vaccinations for reasons outside of their control, ORR will cover the cost subject to review and approval by the COR.

All immunizations shall be documented in the ORR Medical system of record and state Vaccine registry.

The Contractor shall hire a vaccine coordinator (defer to state VFC requirements). This staff member will exclusively be responsible for compliance with ORR’s vaccine requirements, VFC, and overseeing vaccine administration and supply.

Like all ORR programs, EIFs are required to have an established network of healthcare providers (specialists, hospitals, lab services) in the community.

· ORR UACB Policy Guide 3.4 Health Care Services

· ORR UACB ORR Policy Guide 3.4.1 Healthcare Eligibility and General Standards

· ORR UACB Policy Guide 3.4.2 Initial Medical Examination,

· ORR UACB Policy Guide 3.4.3 Requests for Healthcare Services, including Serious Medical Services Requiring Heightened ORR Involvement

· ORR UACB Policy Guide 3.4.4 Medication Administration and Management,

· ORR UACB Policy Guide 3.4.5 Responding to Medical Emergencies

· ORR UACB Policy 3.4.6 Management of Communicable Diseases

· ORR UACB Policy 3.4.7 Maintaining Health Care Records and Confidentiality

· ORR UACB Policy 3.4.8 Medical Clearance Prior to Release or Transfer

· ORR UACB Policy 3.4.9 Provider Reimbursement

3.1.3.1.2. Medical Staffing:

The Contractor shall provide medical staffing to support the operations described above 24 hours a day, 7 days a week. Healthcare professionals shall have an active medical license in the state the EIF is located and must successfully pass all pertinent and required FBI-based background checks, drug screens, and CA/N checks. Physicians and advanced practice providers (APP) who will perform in-person exams on children must have a favorable CA/N and Tier 2 review; line-of-sight and sound supervision for physicians and APPs with a pending background check status that may be approved by ORR. Bilingual English / Spanish speaking healthcare professionals are required to facilitate services to UAC who have language and literacy barriers. If the Contractor is unable to hire Spanish-speaking providers, The Contractor shall provide in-person Spanish medical interpreters to serve in the clinical areas. The Contractor shall ensure access to translation services for other languages as needed.

The Contractor shall provide an appropriate mix of qualified personnel which will include the following types of professionals and ratios:

(TABLE BELOW WILL BE EDITED TO MATCH 50 – 3,000 CAPACITY RATIOS)

The Contractor may supplement more physicians in lieu of advanced practice providers (APP), maintaining this ratio; in other words, the Contractor may replace a lower-level position, with a staff member with a higher-level training – an MD can replace an APP, but an APP cannot replace an MD.

Medical professionals with Pediatrics, Med/Peds, Family Medicine, Peds Emergency Medicine backgrounds strongly preferred.

Medical Clinic Leadership – In addition to the medical staff listed above, the Contractor shall ensure key clinical leadership positions are consistently staffed with dedicated personnel (e.g., not included in required staffing ratios in Table 2.3.3.6 and without reliance for clinical duties), and that there is a clear delegation of authority in writing for each of these positions.

These positions shall have a back-up staff member within the existing staff to serve, 1) during the dedicated Chief staff member’s absence; 2) in the event of an acute incident on site that requires a more robust response (e.g., Safety incident that requires significant response by Chief Safety Officer and back-up Safety Officer). The backup shall seamlessly assume the primary staff member’s functions including administrative duties, actioning current issues/challenges involving EIF medical operations, and communicating with ORR staff. If the primary staff member is absent for greater than 14 days, the contractor shall backfill the position if the staffing ratio cannot be maintained for the current census.

The following healthcare providers are considered Medical Key Personnel (See staffing plan as a component of the PMP at PWS TB and Table TBD) and are in addition to the Non-Medical Key Personnel at Table 5.9. For key medical staffing, only the CMO is required to be identified in the offeror’s proposal.

· Chief Medical Officer CMO): Physician (MD or DO)

· Deputy CMO: Advanced practice provider (APP) or physician (MD or DO)

· Director of Nursing (DON): RN or Advanced Practice Registered Nurse (APRN)

· Deputy DON: RN or APRN

· Clinic Manager: Bachelors or higher in relevant field (nursing, allied health, public health, pharmacy, lab scientist, etc.)

· Vaccine Coordinator (VC): Defer to state VFC requirements

· Safety Officer (SO): Bachelors or higher in relevant field with specific OSHA (Occupational Safety Health Administration) and/or CSP (Certified Safety Professional) training

· Occupational Health Specialist (OHS): RN or higher

· Quality Assurance/Health Compliance Specialist (QA/HCS): Bachelors or higher in relevant field (nursing, allied health, pharmacy, lab scientist, etc.)

· Public Health Officer (PHO): M.P.H. degree or higher

· Health Data Lead (HDL): Bachelors or higher in relevant field (nursing, allied health, pharmacy, lab scientist, etc.); experience in epidemiology or public health preferred

Per CMO discretion, distribution of healthcare staff coverage in the medical clinic should align with patient care needs during a given timeframe; ratios as prescribed by ORR must remain intact.

3.1.4. Emergency Medical Services - The Contractor shall provide all personnel, products, materials to perform emergency medical assessment and treatment 24 hours a day, 7 days a week to stabilize a child prior to ER transfer.

3.1.5. Health Data Entry – Data from all onsite and offsite health assessments (medical, dental, and mental health), including emergency department visits, shall be entered into ORR’s case management system within 24 hours of evaluation. In addition, all health records (e.g., office notes, lab/imaging results, immunization records, medication administration records) must be uploaded upon completion/receipt.

3.1.6. Electronic Medication Administration Management System – The Contractor shall implement an electronic medication management record system that tracks medication administration record system that tracks medication orders, scheduled doses, medication administration date/time, and inventory and generates alerts for missed doses.

3.1.7. Division of Health Plan Review – Prior to placement of UAC, the Contractor shall submit medical operational plans to the ORR Division of Health (DoH) for review and approval, including intake procedures, IME processes, and isolation/quarantine protocols.

3.1.8. Lab Testing Services - The Contractor shall ensure that an appropriate CLIA Certificate of Waiver is completed for diagnostic testing performed on site, including point-of-care pregnancy, and other rapid diagnostic testing.

3.1.9. Mental Health Services - The Contractor shall secure staffing and supervision to provide evidence-based mental health services and case management to all UAC. Services shall include ongoing treatment planning and continuity of care for children experiencing extended lengths of stay.

Regardless of EIF capacity, the Contractor shall secure staffing and supervision to provide evidenced-based, trauma informed mental health services to all UAC in ORR custody. Mental health services shall be integrated into the intake process, medical services, and the day-to-day operations of the facility. The daily schedule of activities of the EIF shall be designed to be consistent, predictable, and comprehensible by the UAC. Programming should support healing and a sense of belonging by encouraging self-care, exercise, relaxation, and skill building. UAC should be educated about the reunification process and their progress. Contractors shall incorporate preventative mental health activities to facilitate additional programmatic activities to ensure the well-being of UAC.

Mental health services will be coordinated with and integrated into medical services. Joint planning and awareness of UAC’s mental health and medical status is required. All mental health clinicians practicing on site must have an active license in the state where the EIF is located or be eligible for state licensure and operate under the supervision of a licensed clinician. All clinicians must pass the required background checks. All clinicians must have one year of pediatric experience.