Draft PWS - Infrastructure Enhancement for UC Programs.pdf

Performance Work Statement (PWS) Department of Health and Human Services (HHS) Administration for Children and Families (ACF)

Office of Refugee Resettlement – Division of Children’s Services Training Infrastructure Enhancement for Unaccompanied Children Programs

1. INTRODUCTION

The objective of this requirement is to advance and strengthen the existing training infrastructure, with a specific focus on addressing the continuously evolving training needs of the Unaccompanied Children’s Programs (UCP) within the Office of Refugee Resettlement (ORR).

UCP is dedicated to providing top-tier training to federal employees, care providers, state and local governments, NGO’s, and other entities responsible for the well-being and nurturing of Unaccompanied Children (UC) in ORR's care. This initiative is designed to create an adaptable and innovative training ecosystem that proactively caters to the ever-changing demands of UCP care.

2. PURPOSE

The primary purpose of this endeavor is to enhance the training infrastructure to meet the current and future needs of the UCP Programs. The objective is to deliver cutting-edge training, ensuring that federal employees and care providers perform at the highest level, ultimately enhancing the quality of care provided to UC under ORR's supervision. This initiative aims to create a dynamic training environment that is responsive to the evolving landscape of UCP care.

The UCP seeks to develop new learning, and to redesign and retire existing learning to increase responsiveness to the needs of Unaccompanied Children in the care of the Office of Refugee Resettlement (ORR). UCPs’ aim is to create a training program that will promote efficiencies in processes that will result in ORR performing at a higher level. UCPs’ objective is to be innovative in training strategies through training and technical assistance (TTA) programs. This will require collaboration among the UCP network, which includes federal, grantee, and contractor staff, and other stakeholders. There is also a need for employing performance standards for effective practice in assessment, planning, delivery, and evaluation of TTA. Work is needed to develop the overall training foundation, management, and delivery of TTA funded by ORR, and to leverage resources across the UC Program.

3. BACKGROUND

The Office of Refugee Resettlement/Division of Unaccompanied Children’s Operations (ORR/DUCO) within the Administration of Children and Families (ACF), provides temporary shelter care and other child welfare-related services to UC in ORR custody. Residential care services begin once ORR admits a UC for placement and primarily ends when the UC is released from ORR custody, turns 18 years of age, or the UC’s immigration case results in a final disposition of removal from the United States. Residential care and other child welfare-related services are provided by state-licensed residential care programs in the least restrictive setting appropriate for the UC’s best interest.

On March 1, 2003, Section 462 of the Homeland Security Act of 2002 transferred the functions under U.S. immigration laws regarding the care and placement of unaccompanied alien children from the Commissioner of the Immigration and Naturalization Service to the Director of the Office of Refugee Resettlement (ORR). ORR has responsibility for the care and custody of UC who The Unaccompanied Children (UC) Program is part of the Office of Refugee Resettlement (ORR) within the Administration for Children and Families (ACF), an operational division of the HHS. Section 462 of the Homeland Security Act of 2002, and the William Wilberforce Trafficking Victims Protection Reauthorization Act of 2008 (TVPRA) authorizes ORR to ensure the appropriate placement of all UAC referred to ORR by any federal agency, but typically by the DHS, and provide a range of custodial and residential shelter care and services once a child is determined to be a UC.

A UC is defined as a child who has no lawful immigration status in the United States; has not attained 18 years of age; and, with respect to whom, there is no parent or legal guardian in the United States, or no parent or legal guardian in the United States available to provide care and physical custody. See 6 U.S.C. § 279(g)(2).

ORR has policies for placing children in its custody into care provider facilities based on legal requirements as well as child welfare best practices in order to provide a safe environment and place the child in the least restrictive setting appropriate for the child’s needs.

Through cooperative agreements or contracts, ORR funds residential care provider facilities that provide temporary housing and other services to UC. Many of the care provider facilities in ORR’s network are along the Southwest border where UCs are likely to be apprehended. These care provider facilities are state-licensed and must meet ORR requirements to ensure a high level quality of care. ORR funded care provider facilities are located across the United States, range in size and offer different levels of care based on children’s specific needs and child-welfare best practices. In addition to providing shelter for the UC, the care provider facilities also offer children with:

• Classroom education,

• Health care,

• Socialization/recreation,

• Vocational training,

• Mental health services,

• Access to legal services, and

• Case management

ORR assumes the following responsibilities while caring for UC:

• Making and implementing placement decisions

• Ensuring that the interests of the child are considered in decisions related to care and custody

• Providing home assessments for certain at-risk categories of UC

• Conducting follow-up services for certain categories of children

• Overseeing the infrastructure and personnel of ORR-funded care provider facilities

• Conducting on-site monitoring visits of ORR-funded care provider facilities and ensuring compliance with ORR national care standards

• Collecting, analyzing, and reporting statistical information on UC

• Providing training to federal, state, and local officials who have substantive contact with unaccompanied alien children

• Developing procedures for age determinations and conducting these determinations along with DHS

• Granting specific consent for state court jurisdiction over children

• Cooperating with the Department of Justice’s Executive Office for Immigration Review to ensure that sponsors of unaccompanied children receive legal orientation presentations

• Ensuring, to the greatest extent practicable, that all unaccompanied children in custody have access to legal representation or counsel

Releasing UC to qualified sponsors and family members who are determined to be capable of providing for the child's physical and mental well-being. UC have many inter-related reasons for undertaking the difficult journey of traveling to the United States, which may include rejoining family already in the United States, escaping violent communities or abusive family relationships in their home country, or finding work to support their families in home countries. UC are especially vulnerable to human trafficking, exploitation and abuse due to their young age, separation from their family in home country and the hazardous journey to the United States.

Because of these reasons, and in alignment with child welfare best practices, one of ORR’s main objectives is to improve the knowledge, skills and abilities of all professionals working with UCs through continuous training and technical assistance.

4. INNOVATION AND ADAPTABILITY

To achieve these goals, the UCP Programs acknowledge the vital role of innovation and adaptability. This approach necessitates the development of an agile training ecosystem capable of rapidly embracing innovation. The UCP Programs aspire to meet the dynamic and unique requirements of UCP care by fostering an environment that encourages innovation, creativity, and continuous learning.

5. COLLABORATION AND RESPONSIVENESS

The success of this initiative hinges on collaboration among all stakeholders involved in UCP care, including federal employees, care providers, and various partners. By working together, the UCP Programs aspire to create a culture of continuous improvement that is highly responsive to the evolving needs of UCP care.

6. TASK REQUIREMENTS

Task 1: Participate in Contract Post-Award Orientation

The contractor shall participate in a post award orientation meeting that serves as an introduction between the contractor and federal personnel who shall be involved with the contractor’s administration of this contract and shall provide an opportunity to discuss technical, management, and security and reporting procedures. The Post-Award Orientation meeting shall be held within seven (7) business days after contract award. The Post-Award Orientation meeting shall be scheduled as virtual. The Post-Award Orientation meeting shall provide time to review the contract tasks and deliverables together and discuss key issues impacting the successful launch of the base year of the contract. A list of subject matter items the contractor shall be prepared to discuss during the Post-Award Orientation meeting include, but are not limited to:

• Overview of contract requirements.

• Contractor’s key personnel and any vacancies in key personnel positions.

• Monthly invoice requirements.

Task 2: Management of the ORR TTA Center

2.1 Description: The Contractor shall assume the responsibility for the management of the Training and Technical Assistance (TTA) Center, which serves as a crucial resource supporting ORR's UCP programs. This comprehensive center plays a pivotal role in offering training, resources, and technical assistance to UCP program staff, stakeholders, and partners. The Contractor is expected to manage and operate the TTA Center efficiently, ensuring the availability of resources, staffing, and infrastructure to meet the evolving needs of UC programs.

This includes the continuous improvement and maintenance of TTA services throughout the contract period to ensure the TTA Center remains an efficient and responsive resource.

Resource Overview: The TTA Center currently has access to a wide range of resources tailored to support ORR's Unaccompanied Children Program (UCP). These resources include but are not limited to training materials, reference documents, best practice guides, and online learning platforms.

Measurable Milestones for Task 2:

Professional and Specialized Development Opportunities:

• Identify areas where specialized professional development opportunities are needed for ORR TTA staff.

• Develop a catalog of specialized training programs and resources tailored to different roles and skill levels.

• Implement a mechanism for staff to access these opportunities, such as training schedules, registration, and materials.

• Increase UCP and Stakeholder Engagement and Awareness

2.1.1 Strategic Plan Development: The Contractor shall develop a comprehensive strategic plan aimed at increasing ORR UCP funded facilities engagement and awareness, including clear objectives and a communication strategy that aligns with the goals of the UCP. The strategic plan must be submitted for approval by the Contracting Officer's Representative (COR) within 14 business days of contract award.

2.1.2 Communication Channels Establishment: The Contractor shall establish effective channels for communication and engagement with external stakeholders, community organizations, and the public, which will be measure through the use of quantitative metric tools such as surveys, polls, analytics, or reports. These channels shall facilitate the exchange of information and feedback to enhance engagement and awareness.

2.1.3 Events and Information Sessions: Organize and conduct events, webinars, and information sessions as part of the awareness-building efforts for ORR UCP funded facilities.

These initiatives shall help stakeholders gain a better understanding of ORR Training and Technical Assistance (TTA) initiatives.

2.1.4 Online Presence Maintenance

The Contractor shall develop and maintain an online presence through the ORR TTA website.

This online platform shall serve as a central hub for communication, information dissemination, and engagement for ORR UCP funded facilities and ORR staff.

2.1.5 Monitoring and Impact Assessment

Propose effective engagement metrics and continuously monitor and report the metrics to assess the impact of community engagement efforts. Based on the assessment, make necessary adjustments to ensure its effectiveness.

Task 3: Mandatory Policy-Based Training for UCP Care Providers and Influx Care Facilities (ICFs)

3.1 Description:

The Contractor is tasked with developing a series of mandatory training modules for UCP care providers and ICFs. These modules will adhere to UCP policies and procedures, ensuring that UCP staff have the knowledge and skills necessary for compliance with established guidelines.

The training content will be customized to accommodate the diverse expertise levels of UCP staff, including executive, operational, administrative, and direct care personnel. The Contractor is also expected to provide options for different training tracks based on varying needs. The Contractor shall develop a comprehensive communication and change management plan to support the implementation of training programs and initiatives

Measurable Milestones for Task 3:

• Submission of a comprehensive change management and communications plan, along with associated implementation plans, timelines, to be agreed upon with the COR within 10 business days of contract award.

• Completion of a comprehensive training plan for UCP care providers and ICFs, featuring differentiated training tracks.

• Creation of the mandatory training modules.

• Launch of the mandatory training program for UCP care providers and ICFs, which includes executive staff, operational staff, administrative staff, direct care staff, detailees, Public Health Service (PHS), and other stakeholders identified by ORR

• Submission and approval of the communications and change management plan; within 10 business days of contract award.

• Implementation of the approved plan, including the initiation of communication activities, within an agreed-upon time.

Task 4: Develop 2-3 Week Training Academies with Accompanying Resources

4.1 Description:

The Contractor shall develop and facilitate 2–3-week training academies for UCP program staff, with the understanding that the duration may be subject to adjustment once the project commences. These academies will primarily target cross-functional teams, encompassing roles such as Project Officers, Influx Management personnel, Monitoring experts, and Medical Care professionals. Each academy must be approved by the COR prior to implementation . The objective is to deliver comprehensive training that not only engages participants but also equips them with the requisite knowledge and skills to effectively execute their job responsibilities upon course completion. Furthermore, these training academies will remain flexible to incorporate additional subjects and topics as identified by the COR throughout the program's duration.

Measurable Milestones for Task 4:

• Submission of a detailed training academy plan, initiation plan within 20 business days of the contract award. The Contractor shall receive COR approval of the plan, timelines, and timeline extensions prior to implementation.

• Completion of the development of training academies, including resources and materials

• Integration of an adaptable framework to include additional subjects identified by the

COR.

• Delivery of the first 2–3-week training academy for UCP programs, adhering to the established curriculum.

Task 5: Enhance ORR TTA Website

5.1 Description:

The Contractor will maintain, modernize, and improve the existing ORR Training and Technical Assistance (TTA) website for the UCP. This may include the addition of interactive learning modules, multimedia resources, real-time tracking of training progress, a training calendar, and newsletters to enhance the overall training experience. The contractor shall present innovative options to the COR for approval.

Measurable Milestones for Task 5:

• Submission of the timeline for modernization plan for the TTA website, including proposed features and improvements, within 45 calendar days of contract award, for approval by the COR.

Task 6: Agile Training Creation and Delivery

6.1 Description:

The Contractor will implement a responsive system for the development and delivery of training resources, leveraging ORR UCP policy guidelines and subject matter experts (SME). The Contractor shall have the capability to efficiently create complex trainings within short timeframes. This system shall demonstrate agility in promptly addressing the evolving needs of UCP programs, ensuring that training content remains up-to-date and aligned with the changing requirements and policies of ORR UCP.

Measurable Milestones for Task 6:

• In accordance with the approved plan from tasks 2 and 3 implementation a training creation and delivery system within 30 calendar days of contract award encompassing the establishment of a framework for sourcing ORR UCP policy information and engaging ORR-provided SMEs for the swift development of training materials.

• Ongoing maintenance of current UCP trainings, ensuring that training materials remain up to date by promptly modifying content to reflect policy updates, changes, and new initiatives. Continuous improvement and upkeep of training materials throughout the contract duration in response to evolving requirements and the input provided by ORR SMEs.

Task 7: Create a Monitoring Guide for Programs

7.1 Description:

The Contractor will develop a comprehensive Monitoring Guide that outlines the process for monitoring UCPs, ensuring clarity and consistency. Additional guides may be requested based on evolving operations at ORR to support the success of various program aspects and requirements. ORR Monitor Team monitors programs, and we want to be able to provide guidance for the care providers for how the government will be monitoring them. Using guidelines, the federal government develops in accordance with ORR policies and procedures. Guidelines will not be developed by contractor.

Measurable Milestones for Task 7:

• Submission and approval of the Monitoring Guide plan, including content structure and resources, within 60 calendar days of contract award.

• Completion of the Monitoring Guide within 150 calendar days of contract award.

Task 8: Create Annual Conference Agenda, Materials and Content

8.1 Description:

The contractor will provide ORR UCP with a comprehensive plan for implementing an annual 2- 3 day training conference to facilitate knowledge sharing, professional development, and networking opportunities. The Contractor will design and produce materials and content for the conference to enhance the learning and networking experience of UCP staff and stakeholders.

This includes, but is not limited to, the following tasks:

Measurable Milestones for Task 8:

• This event will facilitate the integration of advanced technologies, web-based learning, integrated audio and video, interactivity, and document sharing to deliver valuable content to attendees.

• Logistics Coordination: The Contractor shall coordinate the logistics of the event. This includes securing the venue, managing registrations, arranging transportation, and overseeing the setup and breakdown of conference facilities. Timely communication with attendees regarding logistics and scheduling is vital. The government will provide a list of invitee’s to the contractor. At least 6 weeks before training takes place.

• Keynote Speaker: The Contractor shall identify, select, and secure a prominent keynote speaker who can provide valuable insights and inspiration to conference attendees. The keynote speaker shall be a recognized authority in a relevant field to enhance the conference's overall quality.

• Breakout Rooms: The Contractor shall design and manage breakout rooms for specialized training sessions. These rooms shall be equipped with the necessary technology and materials to facilitate interactive and focused learning experiences. A variety of training tracks shall be offered to cater to the diverse needs of UCP staff and stakeholders.

• Travel Accommodations Coordination: For attendees traveling to the conference, the Contractor will manage travel accommodations, including hotel reservations, transportation to and from the conference venue, and coordination of any special travel requirements.

• Submission and approval of the conference planning timeline, including milestones for materials and proposed content plan, draft communication plan, options for locations based on care provider location data, and draft material designs, within 150 calendar days of task order award.

• Completion of conference materials and content for the event, currently planned for March/April timeframe in each contract period at a designated time by the COR.

Task 9: Conduct Leadership Coaching/Sessions for ORR UCP Federal Staff

9.1 Description: The Contractor shall organize and conduct engaging and interactive leadership sessions for ORR UCP Federal staff, with a focus on frontline supervisors and managers. These sessions are designed to enhance leadership skills, foster professional development, and provide a platform for knowledge sharing and networking. The sessions must be hybrid, catering to both in-person and virtual attendees, requiring facilitators capable of capturing and maintaining the audience's attention. All sessions must receive prior approval from the COR to ensure alignment with ORR UCP's goals and objectives. The Government may request additional sessions. COR will provide communication on when these sessions will occur.

Measurable Milestones for Task 9:

• Submission of the schedule and content plan for the first leadership session within 60 calendar days of contract award. This plan shall include a detailed outline of the session's objectives, topics, and interactive elements.

• Approval of the calendar and the first leadership session by the COR within 60 calendar days of contract award, ensuring that the proposed plan aligns with ORR UCP's requirements and expectations.

• Identification and coordination of third-party vendors or experts, as necessary, to enhance the quality and expertise of the leadership sessions, adding value to the training experience and providing diverse perspectives and knowledge.

Task 10: Program Standards Management Tools

10.1 Description:

The Contractor shall develop, comprehensive, quality standards for ORR identified divisions, these standards should allow ORR to provide oversight for all ORR-funded programs, including shelter, foster care, residential treatment center, secure, staff-secure, and home study and post-release services, with measurable indicators to enhance the quality of care provided to unaccompanied children.

Measurable Milestones for Task 10:

• Conduct an in-depth analysis of policies, procedures, and requirements related to ORR-funded programs.

• Collaborate with stakeholders, including ORR staff, care providers, and experts in child welfare, to gather diverse perspectives.

• Develop quality standards:

o Formulate clear and concise quality standards that align with ORR policies and procedures and evidence-based child welfare best practices.

o Integrate measurable performance indicators to objectively assess the quality of care provided to children receiving services from ORR-funded programs.

• Training and implementation:

o Develop training program for agency staff and programs to ensure a smooth transition to the new standards.

Task 11: Learning Management System (LMS) and Website Maintenance and Administration

11.1 Description:

The Contractor shall provide LMS and website maintenance and administration services, including licenses, security support, user management, user support, and technical assistance for ORR TTA affiliated programs. The Contractor shall create and maintain user accounts in the LMS, ensuring that participants have access to their respective training materials and progress tracking. Regular maintenance includes updates and adjustments to the LMS and website.

Measurable Milestones for Task 11:

• Provision of LMS licenses and security support: The Contractor shall ensure the seamless provision of LMS licenses and robust security support. This includes timely issuance of licenses to authorized users and implementation of stringent security measures to protect sensitive training data and user information.

• Tracking completions, progress, and training reporting: The Contractor shall implement a comprehensive tracking system to monitor the completion status, progress, and generate detailed training reports. This shall enable effective oversight, ensuring that participants successfully complete their training while providing valuable insights for program improvement. The Contractor shall implement reporting tools within the LMS to track training completions, monitor user progress, and generate comprehensive reports.

These reports will aid in assessing training effectiveness and compliance, benefiting ORR staff and funded programs.

• Proper LMS role assignments: The Contractor shall assign and manage LMS roles effectively, ensuring that users have appropriate permissions and access levels based on their roles within the training programs. This helps maintain data integrity and user privacy. The Contractor shall structure and manage learning paths within the LMS. This involves organizing courses and training materials into coherent, logical sequences to optimize the learning experience for participants. The Contractor shall offer ongoing user support, assisting participants with any questions, concerns, or issues related to their training, ensuring a positive and productive training experience. The Contractor shall manage training content within the LMS, including uploading, organizing, and maintaining courses and materials. Regular quality checks will be performed to ensure content accuracy and relevance. This includes content generated by other ORR UCP stakeholders.

• User Access and Permissions: The Contractor shall manage user accounts, which includes creating, updating, and maintaining user profiles. The Contractor shall grant access permissions based on roles and responsibilities, ensuring full engagement with stakeholders.

• Technical Support and Issue Resolution: The Contractor shall deliver robust technical support to LMS users, efficiently handling inquiries, and promptly resolving any technical issues encountered during training. This support shall be easily accessible through various communication channels, accommodating ORR staff and other stakeholders. The Contractor shall be responsive, ensuring that all technical support inquiries receive a timely acknowledgment and initial response within 24 hours of receipt. This rapid response time will help maintain a smooth training experience for all users, including ORR staff and other stakeholders.

Task 12. Support the Director of Training for ORR UCP

12.1 Description:

The Contractor shall provide essential support for the success of ORR UCP and, specifically, the Director of Training for ORR UCP, by providing prompt communication and developing quality materials. This support is critical in ensuring that the Director of Training is equipped to fulfill their responsibilities effectively and efficiently. The Contractor shall execute these responsibilities with a high level of professionalism and attention to detail.

Measurable Milestones for Task 12:

• Timely Email Response: The Contractor shall maintain a highly responsive approach to email correspondence. All emails directed to the Contractor by the Director of Training, ORR UCP, or related to their duties must be responded to within a maximum of 4 hours, between the hours of 8:00am and 5:00pm ET with an emphasis on providing even quicker responses whenever possible.

• Presentation Development: The Contractor shall develop comprehensive and professional presentations, graphs, reports, and related materials as requested by the Director of Training. These materials are intended to provide the Director of Training with well-structured talking points, visual aids, and other resources to support their training and communication needs.

• Resource Preparation: In addition to presentations, the Contractor shall prepare any other necessary resources, documents, graphs, data, reports, or the creation of communication that the Director of Training may require to fulfill their responsibilities.

These resources shall be well-organized, accurate, and readily accessible.

Task 13: Training Needs Assessments (TNA) for Targeted Groups

13.1 Description:

The Contractor shall be prepared to conduct training needs assessments (TNA) as requested by ORR UCP for specific targeted groups. The TNA process involves a comprehensive evaluation of the training requirements, skills gaps, and development needs within these groups. The Contractor shall complete, analyze, and respond to the TNA findings, culminating in a detailed report to be submitted to the ORR UCP Director of Training.

Measurable Milestones for Task 13:

• Upon request from ORR UCP, the Contractor shall initiate the TNA process and complete the assessments within an agreed-upon timeline as approved by the COR, ensuring that the assessments are thorough and relevant to the targeted groups' training needs.

• After the TNA is conducted, the Contractor shall analyze the findings to identify specific skill gaps and development priorities within the targeted groups. This analysis shall be completed within a timeframe assigned by the COR to ensure the timely provision of actionable insights.

• Following the analysis, the Contractor shall formulate clear and effective strategies to address the training needs identified by the TNA results. These strategies shall align with ORR UCP's goals and objectives.

• The Contractor shall compile the TNA results and response strategies into a comprehensive report. This report shall be well-organized, data-driven, and presented in a format that is easily understood by ORR UCP leadership.

Task 14: Development of Ad Hoc Procedures and Standard Operating Procedures (SOPs) Utilizing ORR SMEs

14.1 Description:

The Contractor shall collaborate with ORR SMEs to develop and implement ad hoc procedures and SOPs that align with the organization's goals and objectives when requested.

Measurable Milestones for Task 13:

• Submission of an initial plan outlining the scope and objectives of the procedures and SOPs within 30 calendar days of request. This plan shall include the contractors approach for engaging ORR SMEs in the development process.

• Approval of the proposed procedures and SOPs by the Contracting Officer's Representative (COR) within 45 calendar days of contract award, ensuring alignment with organizational goals and objectives.

• Establishment of a working group consisting of ORR SMEs within 60 calendar days of contract award, responsible for providing input, feedback, and subject matter expertise during the development process.

• Submission of a draft version of the ad hoc procedures and SOPs for review by the ORR SMEs within 90 calendar days of contract award.

• Integration of feedback from the ORR SMEs and submission of the final version of the ad hoc procedures and SOPs within 120 calendar days of contract award.

• the Contractor shall ensure that the ad hoc procedures and SOPs are compliant with relevant regulations and industry best practices.

• Documentation, including manuals, training materials, and any supporting documents, shall be submitted in a format specified by the COR.

7. DELIVERIES OR PERFORMANCE

7.1 Period of Performance

The Period of performance on this contract is expected to be a one-year base period contract with three (3) one-year option periods, commencing from the date of award.

7.2 Place of Performance

The work to be performed under this contract will be at the Contractor’s Site. The ACF COR has the authority to approve and reject requests to work at alternate sites and rescind requests previously approved.

7.3 Deliverables

The Contractor shall submit all required report(s)/deliverables in accordance with the following schedule: All reports shall reference and cite the contract number. The Contractor will submit all drafts and final deliverables electronically in fully accessible PDF, MS Word, or other agreed upon format (e.g., MS Excel). PDF documents will have all descriptive text imbedded and have had an accessibility check run in Adobe Professional to fix any other accessibility issues in the document. In compliance with section 508 of the Rehabilitation Act, final deliverables that include graphics (e.g., pie charts, bar graphs, photos, etc.) shall include a MS Word file identifying the page, exhibit number/name, and narrative text describing the graphics, for every graphic in the deliverable as well as a separate MS Word file of the final deliverable.

Deliverable Table

PWS TASK/SECTION DELIVERABLE DUE DATE MEDIUM/FORMAT

Task 1: Participate in Contract Post-Award Orientation

Post-Award Orientation

Within 7 business days of contract award to the CS, CO, and COR.

Virtual Via Videoconference

Task 2: Management of the ORR TTA Center

Develop a comprehensive strategic plan.

Within 14 business days of contract award to the CS, CO, and

COR.

Electronic PDF

Task 3: Mandatory Policy-Based Training for UCP Care Providers and ICFs

Develop a comprehensive change management and communications plan, along with associated implementation plans and timelines.

Within 10 business days of contract award to the CS, CO, and

COR.

Electronic PDF

Task 3: Mandatory Policy-Based Training for UCP Care Providers and ICFs

Submission and approval of the communications and change management plan

Within 10 business days of contract award to the CS, CO, and

COR.

Electronic PDF

Task 4: Develop 2-3 Week Training Academies with

Submission of a detailed training academy and initiation plan.

Within 20 business days of contract award

Electronic PDF

Accompanying Resources to the CS, CO, and

COR.

Task 5: Enhance ORR TTA Website

Submission of the timeline for modernization plan for the TTA website, including proposed features and improvements.

Within 45 calendar days of contract award to the CS, CO, and

COR.

Electronic PDF

Task 6: Agile Training Creation and Delivery

Implementation of a responsive training creation and delivery system.

Within 30 calendar days of contract award.

Task 7: Create a Monitoring Guide for Programs

Submission of the Monitoring Guide plan, including content structure and resources.

Within 60 calendar days of contract award to the CS, CO, and

COR.

Electronic PDF

Task 7: Create a Monitoring Guide for Programs

Completion of the Monitoring Guide.

Within 150 calendar to the CS, CO, and

COR.

Electronic PDF

Task 8: Create Annual Conference Agenda, Materials and Content

Submission and approval of the conference planning timeline, including milestones for materials and proposed content plan, draft communication plan, options for locations based on care provider location data, and draft material designs.

Within 150 calendar days of contract award to the CS, CO, and

COR.

Electronic PDF

Task 9: Conduct Leadership Sessions for ORR UCP Federal Staff

Submission of the schedule and content plan for the first leadership session.

Within 60 calendar days of contract award to the COR.

Electronic PDF

Task 9: Conduct Leadership Sessions for ORR UCP Federal Staff

Approval of the calendar and the first leadership session.

Within 60 calendar to the COR.

Task 14: Development of Ad Hoc Procedures and SOPs Utilizing ORR Subject Matter Experts (SMEs)

Submission of an initial proposal outlining the scope and objectives of the ad hoc procedures and SOPs.

Within 30 calendar days of request to the CS, CO, and COR.

Electronic PDF

Task 14: Development of Ad Hoc Procedures and SOPs Utilizing ORR Subject Matter Experts (SMEs)

Approval of the proposed ad hoc procedures and SOPs by the COR.

Within 45 calendar days of contract award to the COR.

Electronic PDF

SOPs Utilizing ORR Subject Matter Experts (SMEs)

Establishment of a working group consisting of ORR SMEs.

Within 60 calendar days of contract award.

SOPs Utilizing ORR Subject Matter Experts (SMEs)

Submission of a draft version of the ad hoc procedures and SOPs for review by the ORR SMEs.

Within 90 calendar days of contract award to the COR.

Electronic PDF

Task 14: Development of Ad Hoc Procedures and SOPs Utilizing ORR Subject Matter Experts (SMEs)

Integration of feedback from the ORR SMEs and submission of the final version of the ad hoc procedures and SOPs.

Within 120 calendar days of contract award.

Electronic PDF

PWS Section 7.4:

Monthly Meetings with the COR

The contractor shall meet with the COR monthly to discuss the overall conduct of the contract, the project design, and the proposed methodologies.

Last Wednesday of the calendar month (or the following business day if the last Wednesday falls on a holiday). The COR can change the calendar day of the monthly meeting if required.

PWS Section 7.5:

Contractor Monthly Reports

The contractor shall submit written monthly progress reports to the COR throughout the contract Period.

By the 15th of each month (or the following business day if the 15th falls on a weekend) or another date as approved by the COR following the month for which the report is submitted.

Electronic PDF

PWS Section 7.6: Annual Evaluation Reports

The contractor shall prepare and submit to the COR a year end project evaluation report

Within 30 days prior to the conclusion of each contract year to the

COR

Electronic PDF

PWS Section 15:

Security Requirements

Required Training/Rules of Behavior

As directed in PWS Section 15 IT Security Requirements to the CS, CO, and COR

Documentation, Verification, or Certification documents (PDF)

PWS Section 15:

Security Requirements

Non-Disclosure Agreement Copies

As directed in PWS Section 15 IT Security Requirements to the CS, CO, and COR

Government Format and in

PDF

7.4 Monthly Meetings with the COR

The contractor shall meet with the COR monthly to discuss the overall conduct of the contract, the project design, and the proposed methodologies. Those in attendance shall include the COR, Business Owner, Contractor Program Manager, and Contractor Program Manager. At these meetings, a mutual effort will be made to resolve any and all problems identified. The monthly meeting with the COR will be on the last Wednesday of the calendar month (or the following business day if the last Wednesday falls on a holiday). The COR can change the calendar day of the monthly meeting if required.

7.5 Contractor Monthly Reports

Monthly Progress Reports:

The contractor shall submit written monthly progress reports to the COR throughout the contract period. The reports shall clearly detail: the contract tasks and deliverables that were to be performed in the prior month; a description of the progress made, and activities completed related to completing these tasks; any barriers to the work, expected approach to resolve problems from the prior month; tasks for the current month; financial statements showing spending versus budget by task and subtask to date, and as expected for the next month and the remainder of the project; and any budgeting implications or significant concerns to be addressed by the COR. Included in the monthly report shall be a detailed spending report by task, as well as cost to complete by task. For any contractor‐caused performance variances, the contractor shall implement corrective actions, if and when approved by the COR. For non‐contractor‐caused performance variances, the contractor and COR shall jointly determine the corrective actions to be taken. The narrative and budget progress report shall be submitted electronically to the COR via the Department of Treasury Invoice Processing Platform (IPP) and email in conjunction with an electronic copy of the monthly invoice, by the 15th of each month (or the following business day if the 15th falls on a weekend) or another date as approved by the COR following the month for which the report is submitted.

7.6 Annual Evaluation Reports

Within 30 days prior to the conclusion of each contract year, the contractor shall prepare and submit to the COR a year end project evaluation report designed to:

Assess the performance (both outcome and impact) of assistance provided through TTA for both monitoring and accountability purposes.

1. Ensure work provided by the contractor is of high quality and is effective in meeting the needs of the UC provider network.

2. Provide documentation regarding how well training is meeting specific objectives and achieving anticipated operational results identified by UCP for TTA.

3. Highlight all major project accomplishments for the contract year and identify feedback from the providers to help inform UCP training programming.

4. Identify areas where emerging UC issues and training needs are being objectively observed so that future resources may be leveraged.

8. SPECIAL CONTRACT REQUIREMENTS

Key Personnel The following positions are to be designated as Key Personnel:

Program/Technical Director II Extensive experience in the management and administration of contracts relevant to technical training development. Demonstrated expertise in oversight of all aspects of a project of similar size and scope. Provides direction and management for complex projects. Provides program oversight and interfaces directly with program personnel to ensure full program results and compliance for quality, service, and budget. Provides management and technical direction of projects ensuring maximum effectiveness in the use of resources for the timely completion of projects. Possesses significant project management and operations management experience at a senior level. Advises senior management, professional staff, contractors, sub-contractors and program representatives concerning program management design, concepts, and requirements.

• Minimum Experience: 10 years of experience in management and administration of contracts relevant to technical training development, with Technical ORR UCP experience of 5 years.

• Degree Requirement: Bachelor's degree in a relevant field such as Project Management, Business Administration, or a related discipline. Advanced degree (e.g., Master's) preferred but not mandatory.

Training and Development Specialist Extensive experience in the development of technical training. Expertise in management and oversight of projects of the size and scope of this requirement. Provides administrative direction for training problem definition, analysis, requirements development, delivery and is a technical expert in UC area. Designs and prepares presentations in specialized subject matter. Provides internal planning, guidance, and management structure for tracking accomplishment of work assigned.

• Minimum Experience: 7 years of experience in the development of technical training, preferably in the field of Unaccompanied Children (UC) services, with Technical ORR experience of 5 years.

• Degree Requirement: Bachelor's degree in Education, Instructional Design, Human Resources, or a related field.

9. GOVERNMENT FURNISHED PROPERTY

The Government shall provide Government Furnished Property under this contract.

• Laptops

• Headphones

• PIV Card

• Keyboard

10. GOVERNMENT FURNISHED INFORMATION

The Government will provide Government Furnished Information under this contract. The Government will give access to current training program data and materials, Digital Recovery and Archiving, RK:1 Talent Services, and Airtable Licenses.

11. TRANSITION IN

The transition in should ensure minimum disruption to vital government business and shall be completed within 30 calendar days after contract award. Transition in will be accomplished with the incumbent to ensure complete transition of all duties and information is accomplished within the timelines specified. Upon completion of the transition in the contractor shall be fully staffed and begin full performance under the requirements of the award. The contractor working with the incumbent shall ensure that there will be no service degradation during transition. The contractor shall propose a transition in approach in their management approach and it shall be discussed during the project kick off meeting.

12. TRANSITION OUT

The transition-out-plan shall facilitate the accomplishment of a seamless transition from the incumbent to the incoming contractor/government personnel at the expiration of the contract. The contractor shall provide a transition out plan No Later Than (NLT) (90) calendar days after award. The contractor shall identify how it will coordinate with the incoming and or government personnel to transfer knowledge regarding the following:

• Project management processes

• Points of contact

• Location of, and access to, technical and project management documentation

• Status of ongoing technical initiatives

• Appropriate contractor to contractor coordination to ensure a seamless transition

• Transition of Key Personnel

• Identify schedules and milestones

• Identify actions required of the Government

Contractor is to establish and maintain effective communication with the incoming contractor/Government personnel for the period of the transition via status meetings.

13. NON-PERSONAL SERVICES STATEMENT

Contractor performing services under this order shall be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management shall ensure that employees properly comply with the performance work standards outlined in the statement of work. The tasks, duties and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the FAR.

14. RECOGNIZED HOLIDAYS

The following provides information on recognized holidays for the purpose of the PWS.

If submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the workday prior to the holiday shall apply as the deadline for submittal.

United States (US) Federal Holidays

US Federal Holidays New Year’s Day January 1st

Martin Luther King’s Birthday 3rd Monday in January Presidents’ Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19th

Independence Day July 4th

Labor Day 1st Monday in September Columbus/Indigenous People’s Day 2nd Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Presidential Inauguration Day

• Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the contract. Contractor’s personnel who work during the holiday may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

If Government personnel are unavailable due to furlough or any other reason, the Contractor shall contact the CO or the COR to receive direction

15. SECURITY REQUIREMENTS

Registration website

The Contractor shall be responsible for developing and maintaining a conference registration system that shall meet federal baseline security requirements and that complies with Privacy Act requirements where any personal identifiable information (PII) shall be collected. The contractor shall also ensure this system meets compliance with Section 508 of the U.S. Rehabilitation Act as outlined in this work statement.

The Contractor shall process all registration forms received through an on-line website developed by the Contractor and shall prepare meeting materials for all participants. The Contractor shall be responsible for preparing and distributing information in advance of the meeting.

Hosting Facilities. The contractor shall provide the hosting facility for related support services to accommodate ACF’s production, test, development, staging, training, and all other environments for the registration website. The Contractor shall ensure that the host facility and systems installed meet HHS and ACF security standards provided in the IT Security Requirements section and are able to receive and maintain an ATO. In addition, the contractor shall ensure cloud solutions are FedRAMP-approved and that the FedRAMP Customer Responsibility Matrix (CRM) identified in the FedRAMP package is identified, reviewed, implemented, and adhered to during the life of the system.

Contractor Training Requirements

Mandatory Training for all Contractor Staff All Contractor (and/or any subcontractor) employees assigned to work on this contract must complete the applicable HHS/ACF Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees shall complete HHS/ACF Information Security Awareness, Privacy, and Records Management training at least annually during the life of the contract. All provided training shall be compliant with HHS training policies. Training is available in one of two ways:

a. For Contractors who will obtain an ACF PIV card, access to the training will be made available…