HSCEDM-16-R-00002_RFP._Amendment_1.pdf

HSCEDM-16-R-00002

SECTION B – SERVICES and PRICES/COSTS

B-1. PURPOSE. The purpose of this contract is to provide on-site medical staffing services to provide a continuum of health care services to ICE residents/detainees 24 hours a day, seven

(7) days per week, and 365 calendar days per year (24/7/365) at clinic sites where applicable, and standard business hours for the headquarters location (See J-1: Preliminary Site Staffing Matrix and J-7: IHSC Locations). The Contractor shall pay each labor category a labor rate no less than amounts identified in the proper Service Wage Rate designated for the respective area.

B-2. CONTRACT TYPE. The Government intends to award one commercial services Labor Hour/Time and Material type contract pursuant to FAR Part 12 and Part 15. All authorized travel shall be paid in accordance with the Federal Travel Regulation (FTR) without any application of overhead under Time and Material CLINS. For the consideration set forth below, the Contractor shall provide staffing sufficient to perform the estimated level of effort summarized below to accomplish the tasks and achieve the results set forth in Section C. Detailed levels of effort estimated for each position are provided in Attachment J-13 Medical Staffing Price Proposal.

B-3. ESTIMATED LEVEL OF EFFORT

The Preliminary Site Staffing Matrix represents the Government’s best estimate of the annual level of effort anticipated for each facility. The Government reserves the right to make modifications to the Site Staffing Matrix as required to support the needs of the Government.

(a) BASE PERIOD. The base period of performance starts on the date of award and runs through one calendar year. The Contractor shall have sixty (60) days for the Transition Period and three-hundred and five (305) days for contract performance. The Government understands that with the Transition Period during the Base Period, the actual level of effort will most likely not reach the estimates noted below.

South Texas Family Residential Center/Dilley: Given the uncertainty regarding the continuation of operations at the South Texas Family Residential Center at Dilley, Dilley is included as an option under this contract. If operations are continued at the Dilley facility and the option is exercised, the estimated labor hours for this site during the Base Period are based on Dilley being the final facility to be transitioned in the contract (Contractor shall have 60 days to Transition Dilley). If any Option Period is exercised for the Dilley facility, the estimated Level of Effort for this facility is 249,600 hours per year.

CLIN Facility Locations Estimated Labor

Hours/Level of Effort 0001 Alexandria 58,240 0002 Berks 37,440 0003 Buffalo 52,000

0004 - Option Dilley 187,200 0005 El Paso 54,080 0006 Elizabeth 21,840 0007 Eloy 109,200

CLIN Facility Locations Estimated Labor

Hours/Level of Effort 0008 Florence 61,360 0009 Houston 54,080

0010 HQ 34,000

0011 Jena 95,680 0012 Krome 68,640 0013 LA Staging 31,200 0014 Pearsall 106,080 0015 Port Isabel 118,560 0016 San Diego 91,520 0017 Santa Ana 6,240 0018 Stewart 104,000 0019 Tacoma 62,400 0020 Taylor 58,240 0021 Varick 6,240 0022 York 10,400 0023 Travel $50,000.00 0024 Transition In

Total Number of Facilities Total Estimated Level of

Effort 22 1,428,640

(b) OPTION PERIOD I. If exercised, the first option period of performance starts at the end of the base period and continues for one year.

Hours/Level of Effort 1001 Alexandria 58,240 1002 Berks 37,440 1003 Buffalo 52,000

1004 - Option Dilley 249,600 1005 El Paso 54,080 1006 Elizabeth 21,840 1007 Eloy 109,200 1008 Florence 61,360 1009 Houston 54,080

1010 HQ 34,000

1011 Jena 95,680 1012 Krome 68,640 1013 LA Staging 31,200 1014 Pearsall 106,080 1015 Port Isabel 118,560 1016 San Diego 91,520 1017 Santa Ana 6,240

CLIN Facility Locations Estimated Labor

Hours/Level of Effort 1018 Stewart 104,000 1019 Tacoma 62,400 1020 Taylor 58,240 1021 Varick 6,240 1022 York 10,400 1023 Travel $51,200.00

Total Number of Facilities Total Estimated Level of

22 1,491,040

(c) OPTION PERIOD II. If exercised, the second optional period of performance starts at the end of the first option period and continues for one year.

Hours/Level of Effort 2001 Alexandria 58,240 2002 Berks 37,440 2003 Buffalo 52,000

2004 - Option Dilley 249,600 2005 El Paso 54,080 2006 Elizabeth 21,840 2007 Eloy 109,200 2008 Florence 61,360 2009 Houston 54,080

2010 HQ 34,000

2011 Jena 95,680 2012 Krome 68,640 2013 LA Staging 31,200 2014 Pearsall 106,080 2015 Port Isabel 118,560 2016 San Diego 91,520 2017 Santa Ana 6,240 2018 Stewart 104,000 2019 Tacoma 62,400 2020 Taylor 58,240 2021 Varick 6,240 2022 York 10,400 2023 Travel $52,428.80

Total Number of Facilities Total Estimated Level of

(d) OPTION PERIOD III. If exercised, the third optional period of performance starts at the end of the second option period and continues for one year.

Hours/Level of Effort 3001 Alexandria 58,240 3002 Berks 37,440 3003 Buffalo 52,000

3004 - Option Dilley 249,600 3005 El Paso 54,080 3006 Elizabeth 21,840 3007 Eloy 109,200 3008 Florence 61,360 3009 Houston 54,080

3010 HQ 34,000

3011 Jena 95,680 3012 Krome 68,640 3013 LA Staging 31,200 3014 Pearsall 106,080 3015 Port Isabel 118,560 3016 San Diego 91,520 3017 Santa Ana 6,240 3018 Stewart 104,000 3019 Tacoma 62,400 3020 Taylor 58,240 3021 Varick 6,240 3022 York 10,400 3023 Travel $53,687.09

Total Number of Facilities Total Estimated Level of

(e) OPTION PERIOD IV. If exercised, the fourth optional period of performance starts at the end of the third option period and continues for one year.

Hours/Level of Effort 4001 Alexandria 58,240 4002 Berks 37,440 4003 Buffalo 52,000

4004 - Option Dilley 249,600 4005 El Paso 54,080 4006 Elizabeth 21,840 4007 Eloy 109,200 4008 Florence 61,360

CLIN Facility Locations Estimated Labor

Hours/Level of Effort 4009 Houston 54,080

4010 HQ 34,000

4011 Jena 95,680 4012 Krome 68,640 4013 LA Staging 31,200 4014 Pearsall 106,080 4015 Port Isabel 118,560 4016 San Diego 91,520 4017 Santa Ana 6,240 4018 Stewart 104,000 4019 Tacoma 62,400 4020 Taylor 58,240 4021 Varick 6,240 4022 York 10,400 4023 Travel $54,975.58

Total Number of Facilities Total Estimated Level of

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C-1. GENERAL. This is a non-personal commercial services contract, as defined in Federal Acquisition Regulation (FAR) FAR 37.101, to provide medical, dental, mental health, nursing and administrative staffing support to the U.S. Immigration and Customs Enforcement Health Services Corps (IHSC).

IHSCs mission is to manage and provide medical care to maintain the health of individuals in the custody of Immigration Customs Enforcement (ICE) through an integrated health care delivery system, based on nationally recognized correctional and detention health care standards. The Agency is committed to providing healthcare services to protect the nation's health; reduce global disease; and support the safe apprehension, enforcement, and removal of detained individuals involved in immigration proceedings. IHSC is committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities that are in place.

C-2. BACKGROUND. IHSC has a multi-sector, multidisciplinary workforce of more than 1000 employees, including U.S. Public Health Service (PHS) Commissioned Officers, federal civil servants, and contract staff. The IHSC provides on-site direct patient care to ICE detainees/residents at 22 locations throughout the United States, including Headquarters, and manages the provision of off-site medical care for detainees housed in approximately 250 additional facilities. The ICE detained population is approximately 34,000 detainees per day, with an average length of stay of 30 days, and over 400,000 detainees annually. The IHSC also provides medical support during ICE enforcement operations in the air, on the ground, and at sea.

This is a diverse, multi-cultural and multi-national population where greater than 20 different cultures and languages may be encountered at any given site. The detained population often requires management consideration for facility placement stratified by risk, custody, gender, age, nationality, health and other considerations.

IHSC is the health authority for ICE on all detainee/resident medical and health-related matters.

As such, IHSC manages and provides a range of medical, dental, mental health and nursing care in order to maintain the health of adults and minors in ICE’s custody through an integrated health care delivery system. This system is governed by nationally recognized standards of care for medical practice, and is monitored by community level accreditation bodies and established ICE detention and residential standards.

C-3. STATEMENT OF WORK (SOW). This solicitation includes two (2) complete statements of work (SOWs). The first SOW addresses the requirement for all sites except for the South Texas Family Residential Center (STFRC) located in Dilley, Texas. The separation was made to clarify the critical mission differences and work requirements for the STFRC. While there are two (2) separate SOWs, there will be a single Quality Assurance Surveillance Plan (QASP) used to evaluate the Contractor’s ability to meet the common requirements of the contract. The objective of this contract is to obtain health care staffing in support of the IHSC as outlined in these SOWs and based on the government’s mission requirements at all times.

Mission changes may be frequent and require substantial flexibility and adaptability on the part of the Contractor.

Medical services shall be compliant with recognized state and national standards and with clinical practice guidelines associated with medical, mental and dental health, nursing, radiology, pharmacy, medical records management and personnel licensing requirements where the facility is located, see J-7: IHSC Locations. All offsite and emergent care shall be in compliance with the Medical Provider Analysis and Review Referral and Payment system (MedPars) outlined in J-4: Offsite and Emergent Care.

The contract staff providing these services will be managed solely by their employer based on the government needs. The contract staff will augment federal (General Schedule and Commissioned Corps of the United States Public Health Service) providers.

The Contractor shall provide the government with all labor necessary to supply qualified medical staffing in accordance with the specifications of this Request for Proposals. The scope of this request is to obtain a Contractor with the capability to provide the services required to all IHSC facilities included in this requirement. Current facilities identified in this requirement are located within the Continental United States.

Section C-4 – C-7 will cover all sites EXCLUDING South Texas Family Residential Center located in Dilley, TX.

C-4. SPECIFIC TASKS/SERVICES. The Contractor shall render the following services to the government:

(a) The Contractor shall be responsible for providing fully qualified employees in accordance with the position descriptions outlined in J-3: Position Descriptions. Certifications, Degrees, Licensing, etc. shall be provided by the Contractor at the request of the government.

(b) The Contractor shall regularly report status of all deliverables both verbally and in writing. The Contractor shall be required to update the Government in weekly meetings as determined by the Government to ensure all deliverables are being met.

(c) The Site Status Report template (J-11 – Site Status Report) shall be provided by the Government and may be modified during the life of the contract based on the government’s needs. The Contractor shall maintain and submit the completed report electronically to the Contracting Officer Representative (COR) weekly.

C-5. QUALITY CONTROL.

(a) The Contractor shall create and implement for the duration of the contract a Quality Control Plan (QCP) inclusive of all performance requirements; QASP and deliverables detailed within this SOW; and Section F-4: Deliverables.

(b) The Contractor shall execute and document the QCP activities, compliance status and performance outcomes. The QCP shall include inspection, validation, evaluation, corrective action and procedures necessary to achieve quality control.

(c) The Contractor will implement a corrective action plan in areas found deficient in performance, and ensure that all documentation (e.g. internal audit reports) related to such actions are available to the COR and the CO at any time during the execution and close-out of this contract. The QCP shall include procedures to identify, prevent, and ensure non-recurrence of defective or inadequate services. The accuracy of reports and documentation shall be the responsibility of the Contractor.

(d) All quality control reports submitted by the Contractor shall be subject to Government verification. Satisfactory performance in this area is indicative of the Contractor maintaining an acceptable QCP and will be substantiated based on the performance measures outlined in the

QASP.

(d) The draft QCP shall be delivered with the Contractor’s proposal. If adjustments are made to the QCP by the Contractor after award, the Contractor shall provide three (3) copies of the updated QCP to the CO and to the COR within thirty (30) calendar days after award. The QCP shall be updated regularly by the Contractor and copies of the updated plan shall be provided to the CO and the COR.

(e) The plan shall be an organized written document used to describe the method(s) for identifying and preventing defects in the quality of service performed by the Contractor before the level of performance becomes unacceptable.

(f) The Contractor shall define and implement monthly quality assurance reviews and internal audit procedures in a QCP.

(g) The Contractor shall execute and document the results of such reviews and audits, implement a corrective action plan on areas found deficient in performance, and ensure that all documentation (e.g. internal audit reports) related to them are available to the COR and the CO at any time during the execution and close-out of this contract.

(h) The plan shall include procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP shall include inspection, validation, evaluation, corrective action and procedures necessary to achieve quality control. The accuracy of reports and documentation shall be the responsibility of the Contractor. All monthly quality control reports submitted by the Contractor shall be subject to Government verification. Satisfactory performance in this area is indicative of the Contractor maintaining an acceptable quality control program and will be substantiated based on the performance measures outlined in the QASP.

(i) At a minimum IHSC requires the following functions to be included in the QCP:

(1) Establishment of a Contractor Quality Committee that provides oversight to quality monitoring and improvement activities related to all deliverables under this SOW including QASP.

(2) A Training, Licensure and Competency Compliance Plan. The Contractor shall propose and describe in detail a plan to ensure completion of all training, licensure, certification and competency assessment. The plan should outline how the Contractor will conduct on-site, discipline specific training and competency assessment and ensure licensing, and or certifications for all contract personnel are current for each employee, regardless of how many hours they provide to the Contractor at the facility. The Contractor may propose to use a web based solution as part of this plan.

(3) A Temporary Vacancy/Absence Coverage Plan. The Contractor shall propose and describe in detail, a plan for coverage of sick, annual, emergency, Family Medical Leave Act (FMLA), Leave of Absence (LOA), Paid Time Off (PTO), Military, and any other occasion that may result in absence from work for a day or longer.

(4) A Staff Supervision Plan. The Contractor shall propose and describe in detail a supervision plan with the goal of providing, to the greatest extent possible, direct on-site supervision and direction to their employees. It is expected the ratio of clinical to supervisory work for the Key Personnel will vary depending on the number of contract staff under his or her purview. The proposal should address the following:

a. On site supervision approaches and off site management strategies.

b. Frequency and duration of on-site supervision.

c. Number of Key Personnel dedicated to this activity and their geographic location and or distance from respective supervised site, if any.

d. Plan for addressing locally, HR issues and actions, annual staff evaluations, staff scheduling and communication in collaboration with the onsite local Government Technical Monitor.

(5) Site Status Report. This weekly tool (J-11: Site Status Report) will identify staff name by position code and corresponding site. It will also capture the following:

a. Comprehensive listing of all staff currently on-site and working by site and position code and discipline.

b. Resignation and or termination dates (including advanced notice of resignations) and e-QIP submission and PSU determination status and start date corresponding with each vacancy, as set forth in the QASP timeline.

c. Staff pending PSU Determinations

d. HR actions

(6) Staff Scheduling Plan. The Contractor shall propose and describe in detail, the methods, practices and operational assumptions used to schedule their staff at each site, based on

J-1: Site Staffing Matrix and in seamless collaboration with the on-site Government Technical Monitor (GTM).

(7) Staff Recognition Policy. The Contractor shall provide their existing or proposed policy for this contract that encompasses employee recognition.

(8) QCP conclusions and actions will be reported to the government on a monthly basis unless otherwise requested.

C-6. CONTRACTOR PERSONNEL: ROLES AND RESPONSIBLITIES.

(a) Key Personnel. The Government considers certain Contractor personnel to be critical.

There will be two types of Key Personnel: off -site and on-site. All Key Personnel positions must be approved by the government in advance. The Government shall have the right to reject Key Personnel used by Contractor if they fail to meet the position description requirements. The Contractor must submit to the COR the resume of proposed Key Personnel for review and approval or rejection. The resume for all On-Site Key Personnel must meet the position description requirements. Key Personnel positions will serve for the life of the contract, or until replacements that meet the position description requirements are submitted by the Contractor and approved by the CO via the COR as noted above.

(1) Off-Site Key Personnel. The positions of Program Manager and Assistant Program Manager are off site Key Personnel. There will be a single Program Manager and Assistant Program Manager for all IHSC sites including Dilley Texas. The Contractor may use other titles, which must be explained in the proposal. The Government shall have the right to reject off-site Key Personnel used by Contractor if they fail to meet the position description requirements. The Contractor may use other titles, which must be explained in the proposal.

Program Manager and Assistant Program Manager. The Contractor shall identify a minimum of two corporate representatives (Program Manager and Assistant Program Manager) that shall be responsible for the performance of all work under this contract. The Program Manager and Assistant Program Manger shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. These individuals are responsible for the overall execution and administration of the programs under this contract. They function as the single point of contact for the Contracting Officer’s Representative (COR) and Contracting Officer (CO). The Contractor shall identify those times when the alternate shall be the primary point of contact. The Contractor is responsible for the satisfactory supervision of its employees at all times. Satisfactory supervision includes verifying attendance at all posts and positions, and upholding the work requirements of all personnel assigned under the contract. The Contractor shall provide the COR with the names of supervisory personnel before commencement of services.

(2) On-Site Key Personnel. The position of Contract Coordinator is an On-Site Key Personnel position. On- site key personnel perform their duties at their respective locations.

Contractor Coordinators. The Contractor shall identify in its Staff Supervision Plan (see requirement in QCP) the number of on-site supervisors required to meet the supervision plan requirement in accordance with this SOW. The Contract Coordinators will work in seamless coordination with the on-site Government Technical Monitors.

(b) Changes in Key Personnel. The Government must approve any change in Key Personnel. The Government shall have the right to reject Key Personnel used by Contractor if they fail to meet the position description requirements.The request for a Key Personnel change should be made in writing to the COR (e-mail is acceptable) with an explanation of the circumstances necessitating the proposed substitution. The qualifications of proposed substitute Key Personnel must meet or exceed the position description requirements. Substitute Key Personnel must be approved by the Government.The CO or COR will confer with the Contractor and either accept or reject the replacement within ten (10) calendar days. The replacement shall be on boarded within thirty (30) calendar days of vacancy. The Contractor must ensure continuity of functions during any change in key personnel.

C-7. OPERATING PARAMETERS. Contractor shall fully comply with the following rules, guides and regulations, as applicable, for the duration of the contract:

• The Immigration and Nationality Act (INA) as amended, 8 U.S.C. 1101 et seq.

• Homeland Security Act of 2002 (HSA), as amended

• National Commission on Correctional Health care (NCCHC) (where applicable)

• Title 8 Code of Federal Regulations (CFR), as amended IHSC Policy

• Procedure and Process Guides Occupational Safety and Health Administration (OSHA)

• ICE and IHSC Codes of Conduct

• State Welfare Codes

• State licensing governance where facility is located

• State Departments of Health or other governing entities as appropriate

• IHSC National Policy Directives

• American Correctional Association (ACA) (where applicable)

• ICE Performance Based National Detention Standards (PBNDS) 2011, 2008 where

Applicable

• ICE Family Residential Standards (ICE FRS) - Residential and Family Residential

Facilities, where applicable

• Prison Rape Elimination Act (PREA): See H-10

The Government reserves the right to adjust this list at any time based on the mission, changing health care needs, legislation, or other circumstances that dictate changes in practice. The Contractor will have 30 calendar days to comply with changes to the above documents. The Contractor may request a wavier or time extension for any changes. To do so, the Contractor shall submit a waiver request to the Contracting Officer (CO) in writing on a case by case basis.

After consultation with IHSC and at the Contracting Officer’s discretion, waivers and time extensions will be considered.

Section C-8 – C-13 will ONLY cover South Texas Family Residential Center located in Dilley, TX

C-8. OBJECTIVE. The objective of this contract is to obtain highly qualified clinical and ancillary staffing in support of the U.S. Immigration and Customs Enforcement (ICE) Health Services Corps, specific to the needs of the STFRC population as required in this Statement of Work. IHSC requires the Contractor shall provide full spectrum on-site healthcare support services to ICE residents twenty-four (24) hours daily, seven (7) days per week, three hundred and sixty five (365) calendar days per year. Services shall include clinical, administrative and management components and shall require no additional support by federal staff as noted in J-1:

STFRC Site Staffing Matrix.

C-9. SCOPE OF SERVICES. IHSC requires on-site staffing support services to provide a continuum of health care services to ICE residents twenty-four (24) hours a day, seven (7) days per week, and three hundred and sixty five (365) days per calendar year. The scope of medical and ancillary staffing are outlined in J-3: Position Descriptions and the volume of staff estimated by the government for facility operations can be found in J-1: STFRC Site Staffing Matrix. The government reserves the right to add or remove positions from the staffing matrix in accordance with mission needs.

Medical services shall be compliant with recognized state and national standards and with clinical practice guidelines associated with medical, mental and dental health, nursing, radiology, pharmacy, medical records management and other administrative professions. All offsite and emergent care shall be in compliance with the MedPars system outlined in J-4: Offsite and Emergent Care.

C-10. OPERATING ENVIRONMENT. The ICE detention system utilizes Family Residential Facilities for family units composed of one or more minor children and their adult mother. In such settings, the custody environment, and expected practices, models the intent of a community residential setting. Specific Family Residential Standards have been established by ICE to define expected outcomes and practices and to which compliance is mandatory.

C-11. IMMUNIZATION PROGRAM. The collaborative effort of the Contractor through training and staffing is essential for IHSC to promote its public health initiative, the National Juvenile Immunization Program. In accordance with OM 15-013, the Government utilizes the recommended guidelines from the American Academy of Pediatrics (AAP) and the Advisory Committee on Immunization Practices (ACIP) to develop an immunization schedule to ensure all pediatric residents are immunized within fourteen days of arrival to the facility. The schedule also takes into account a prioritization of immunizations based on the primary countries of origin and their length of stay. IHSC partners with the Texas Vaccine for Children program to promote and practice the safe handling and administration of vaccines at STFRC. The Contractor staff will be expected to provide the clinical services to meet the OM timeframe and provide appropriate vaccinations in accordance with the CDC catch-up schedule.

C-12. OPERATING PARAMETERS. Contractor shall fully comply with the following rules, guides and regulations, as applicable, for the duration of the contract:

• The Immigration and Nationality Act (INA) as amended, 8 U.S.C. 1101 et seq.

• Homeland Security Act of 2002 (HSA), as amended

• Title 8 Code of Federal Regulations (CFR), as amended

• IHSC Policy Procedure and Process Guides and Operational Memorandum

• Occupational Safety and Health Administration (OSHA)

• ICE Family Residential Standards (ICE FRS)

• ICE and IHSC Codes of Conduct

• Texas State Welfare Codes

• Prison Rape Elimination Act (PREA): See H-10

The Government reserves the right to adjust this list at any time based on the mission, changing health care needs, legislation, or other circumstances that dictate changes in practice. The Contractor will have 30 calendar days to comply with changes to the above documents. The Contractor may request a wavier or time extension for any changes. To do so, the Contractor shall submit a waiver request to the CO in writing on a case by case basis. After consultation with IHSC and at the Contract Officer’s discretion, waivers and time extensions will be considered.

C-13. CONTRACTOR PERSONNEL: ROLES AND RESPONSIBILITIES.

(a) Key Personnel. The Government considers certain Contractor personnel to be critical.

All Key Personnel positions must be approved by the government in advance. The Government shall have the right to reject Key Personnel used by Contractor if they fail to meet the position description requirements. The Contractor must submit to the COR the resume of proposed Key Personnel for review and approval or rejection. The resume for all On-Site Key Personnel must meet the position description requirements. Key Personnel positions will serve for the life of the contract, or until replacements that meet the position description requirements are submitted by the Contractor and approved by the CO via the COR as noted above

(1) On-Site Key Personnel. The positions of Clinical Services Manager, Nurse Manager and Contract Coordinator are On-Site Key Personnel. On-site key personnel perform their duties at the Dilley, TX location.

a. Contractor Coordinator. The Contract Coordinator will be the on-site supervisor for the contract staff and will be recognized as Key Personnel for the life of the contract. The Contract Coordinators will work in seamless coordination with the on-site Government Technical Monitors.

b. Clinical Services Manager and Nurse Manager. The Clinical Services Manager and Nurse Manager retain full responsibility for clinical oversight and direction for Contractor’s clinical staff as well as the medical management and services for each of the residents during the provision of healthcare services at the STFRC in accordance with IHSC policy and procedure.

(b) Clinical Services Manager and physician providers: As per the position description, the CSM may be a Pediatrician, Family Practice physician or other board certified physician if approved in advance by the IHSC Medical Director. The Government expects that just over 50% of the STFRC residents will be between the ages of 1-21. The government therefore requires the Contractor to include two full time pediatricians as per the position description in the staffing composition. If the CSM is a Pediatrician, this provider fulfills one of the two full time Board Certified Pediatricians required for the facility.

(c) Changes in Key Personnel. The Government must approve any change in Key Personnel. Approval shall not be unreasonably withheld and may be rejected by the Government if Key Personnel fail to meet the position description requirements. The request for a Key Personnel change should be made in writing to the COR (e-mail is acceptable) with an explanation of the circumstances necessitating the proposed substitution. The qualifications of proposed substitute Key Personnel must meet the position description requirement. Substitute Key Personnel must be approved by the Government. The CO or COR will confer with the Contractor and either accept or reject the replacement within ten (10) calendar days. The Contractor shall provide an acceptable interim replacement. The permanent replacement shall be on boarded within thirty (30) calendar days of vacancy.

Sections C-14 – C-34 SHALL pertain to ALL sites INCLUDING South Texas Family Residential Center located in Dilley, TX

C-14. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). The Government shall evaluate the Contractor’s performance under this contract in accordance with J-2:– (QASP).

This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the Contract. The QASP defines the Major Functional Areas to be assessed and corresponding Performance Requirements, Performance Measures, Methods of Surveillance, Acceptable Quality Levels and Deduction/Withholding Criteria. The Contractor shall achieve the quality level in all functions of the QASP. The performance measures outlined in the QASP shall be used to determine the quality level achieved by the Contractor and shall also identify the method of surveillance and deduction/withholding criteria.

The government shall evaluate the contractor’s performance under this contract using periodic inspections. All inspections will be recorded by the government. When an inspection indicates defective performance, the COR will notify the Contracting Officer and the Contractor of the inspection.

C-15. STAFFING REQUIREMENTS. The Contractor shall use its professional expertise to meet the government 24/7/365 staffing requirement as defined in J-3: Position Descriptions.

This shall include, but is not limited to the personnel and functions listed below:

(a) Additional Electronic Questionnaires for Investigation Processing (e-QIP) submission should be offered by the Contractor in the event that the original candidate is not cleared within the specified timeframe

(b) Contractor is expected to have capacity to conduct 100% pre-clearance on all candidates prior to e-QIP initiation, they include but are not limited to credit worthiness, criminal background, foreign school education, family living outside USA, tax issues, legal issues, licensing irregularities, sanctions list review;

(c) Candidates electing to complete the e-QIP may be provided information on the SF-86 in advance of initiating e-QIP to gather the required information.

http://www.opm.gov/investigations/e-qip-application/completingsf86.pdf

(d) Designation of Key Personnel – Program Management Team and Contract Coordinators, as described above;

(e) Recruitment, selection and placement of qualified (licensed, credentialed, and security cleared) personnel to fulfill staffing requirements as described in J-3: Position Descriptions and J-6:- Credentialing and Privileging Documents. Site visits by candidates are a prerequisite to onboarding. The government will not accept on site any applicant that has not participated in a site visit as part of the recruitment process unless approved by COR in writing.

(f) Shift- Call outs, vacancies, and temporary vacancies shall be filled according to plan provided by the Contractor and in accordance with the QASP. The plan will ensure the uninterrupted provision of services at required staffing levels;

(g) Staff must successfully complete requisite training and competency assessment (initial and annual) without interrupting daily operations;

(h) Support Operational Health care initiatives in order to meet the ICE/IHSC mission needs;

(i) Provision of health care personnel that exhibit practical experience with the use of medical service technologies and automation systems especially with electronic health record systems and tele-health systems;

(j) Provision of personnel who have demonstrated work experience in a diverse multi-cultural and multi-language environment, who can work through translation services, if not fluent in a second language, second language skills should be sought in all candidates as a preference. Must be fluent in the English language, speaking, reading and writing;

(k) Provision of personnel who are willing and able to work in a detention/residential/family residential setting where the population consists of administrative offenders of immigration law;

(l) Based on the needs of IHSC, more specialized medical and non-medical personnel may be requested;

(m) The Government may add or delete positions at any time at its sole discretion. The Contractor will be given thirty (30) calendar days to increase or decrease effort identified in a modification. The Contractor shall provide thirty (30) days’ notice to its effected employees due to a contract modification whereby position codes and associated staff are removed.

(n) The Contractor shall assign a position code with the submission of each e-QIP initiation and upon hiring of staff.

(o) The Contractor shall conduct an exit interview with each contract employee and provide a reason for either resignation or termination on the Quarterly Report. The Contractor will also document the return of government issued PIV, local identification card and any government furnished equipment (GFE);

(p) Contract employees are subject to state statutes and laws where the facility is located;

(q) Pay must be compliant with U.S. Department of Labor standards.

C.16. QUARTERLY REVIEW MEETINGS. At the Government’s direction, the Contractor shall coordinate, arrange, and provide a quarterly and/or periodic review meeting at the request of the Government onsite, virtually or a combination of both. The meeting attendance requirement will include all contract Key Personnel (PM, Assistant PM). Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. These meetings may take place virtually or onsite. At these meetings, the COR will notify the Contractor of how the Government views the Contractor's performance and the Contractor will inform the Government of any problems being experienced. Appropriate action shall be taken to resolve outstanding issues. Should additional meetings be required to resolve outstanding issues, these meetings shall be at no additional cost to the Government. The requestor will provide an agenda up to fourteen (14) calendar days prior to the quarterly and/or periodic review meetings that will be approved by the COR. The Contractor shall provide an electronic version of the briefing to the Government one week prior to the program review.

C-17. MINIMUM PERSONNEL QUALIFICATIONS STANDARDS.

(a) The Contractor shall ensure that each person employed by the Contractor or any sub- Contractor(s) meet the following minimum requirements:

1. Have a social security card issued and approved by the Social Security Administration;

2. Be a United States citizen, having legally resided in the U.S. for the last five years

(unless abroad on official U.S. government duty);

3. Possess a high school diploma or equivalent (GED);

4. Obtain a favorable Suitability for Employment determination;

5. Receive a preliminary favorable fitness determination, then a complete favorable fitness determination;

6. Must complete and sign a Form I-9, “Employment Eligibility Verification,” and verify through E-Verify before commencing work. The Contractor shall retain the original Form I-9 and shall furnish the COR with a copy of the Form I-9 before the employee commences work;

7. Be a minimum of 18 years of age; and

8. Be in good health and capable of performing the work under this contract.

Employees shall adhere to IHSC Employee Health requirements outlined in J-5:

Employee Health. Employees shall perform all duties as indicated in the position description without assistance and shall be able to assist other staff and residents to evacuate him/her from the facility in case of emergency (i.e. fire, riot, natural disaster).

9. No contractor employee will be debarred from government contracts.

(b) Prior to the assignment or reassignment, the Contractor shall certify in writing to the COR that each contract employee is in full compliance with the physical requirements identified within the corresponding position description. The Contractor shall at all times provide the Government Technical Monitor with access to staff personnel files, credential files, and any other items related to deliverables or compliance measures within this contract requirement (see J-9-Document Checklist). Additionally such files will be kept on site for the duration of the contract period.

(c) The Contractor shall be responsible for negligent acts and omissions of its employees and of any sub-Contractor(s) and their employees and indemnify the government in the event of any loss.

C-18. STANDARDS OF CONDUCT FOR CONTRACTOR PERSONNEL.

(a) The Contractor has sole responsibility for supervising and directing their employees and sub-Contractors for the period of this contract. The Contractor shall not have responsibility to oversee or dictate processes or procedures of non-medical facility operations. The Contractor shall notify the government immediately upon acquiring knowledge of any issue that may place detainees or residents at risk. Non emergent issues must be reported in two (2) calendar days. In the event the Government determines the performance of assigned Contractor personnel or any substitute(s) to be unsatisfactory at any time during the life of this contract, the Government reserves the right to officially notify the Contractor of any identified misconduct or performance issue such as failure to demonstrate appropriate skills, and to demand corrective action to include immediate removal from the facility. Government notification will include a written summary of the misconduct or performance issue. Failure to meet licensure, certification, and security suitability requirements are grounds for immediate removal of the contract personnel by the Government from the facility. Any Contractor employee exhibiting disruptive behavior will be removed immediately from the facility and the Contractor will be notified, in writing, by the

COR.

(b) The Contractor shall require and provide written documentation verifying employees have read, understand, signed and will comply with a Contractor Standards of Conduct policy that contain the following elements:

1. They shall acknowledge that violation of these standards may result in removal from the government premises. This acknowledgement shall be maintained in the onsite training file by the Contractor;

2. The Contractor is responsible for providing immediate written notification to the on-site Government Technical Monitor (GTM) and COR of any issue concerning the potential violation of their conditions of employment by any of its employees providing services at IHSC facilities;

3. Contractor personnel identified as potential security risks may be immediately removed from the facility at the discretion and direction of on-site security personnel, GTM or COR;

4. The Contractor, its subcontractors and their employees are expected to fully participate in clinical or personal investigations;

5. The Contractor shall immediately report to the GTM and COR any violations or alleged violations of the standards of conduct;

6. Failure on the part of the Contractor to report a known violation or to take appropriate disciplinary action against offending employee or employees shall subject the Contractor to appropriate action, up to and including termination of the contract for default;

7. Contractor staff shall be prohibited from providing legal advice to residents and from interfering with residents’ immigration status proceedings or the execution of final orders of the Immigration Court. Contact with detainees or residents or any detainee or resident family member outside the facility is strictly prohibited during custody. Furthermore, any employee with a relationship with detainee or detainee’s family is required to report such relationship to the employer immediately (within 24 hours) and the Contractor shall report such information to the COR immediately (within 24 hours of report) for awareness and further action as necessary. Once the detainee is released, no official contact is permitted;

8. Contractor’s personnel will have no direct or indirect contact with the news media, including free-lance reporters, and will report to the Contractor any contact or attempt of contact within 24 hours of knowledge of any such incident.

The Contractor shall notify the COR and the CO of any media contact or attempts to contact. The notification shall identify the methods of contact including voicemails, emails, letters, notes or any other tangible forms, or a detailed description of any face-to-face attempts.

9. Disruptive behavior or threatening to harm another by Contractor employees or subcontractors is grounds for immediate removal from the facility;

10. The Contractor shall immediately remove its employee or subcontractor employee from performing duties under this contract and comply with further guidance from the CO upon learning of adverse or disqualifying information. The Contractor shall not submit and the Government shall not pay for invoiced hours for a Contractor on administrative leave due to any actions potentially in violation of the Standards of Conduct. Disqualifying information may include, but is not limited to:

a. Conviction of a crime (felony offenses);

b. A record of arrests for traffic offenses (especially DUI); and

c. False information entered on suitability forms.

11. At no time will a Contractor’s employees nor its subcontractor’s employees make statements or represent themselves as government employees to include but not limited to, using social media.

C-19. USE OF SUBCONTRACTORS AND INDEPENDENT CONTRACTORS.

Contractor is permitted to use independent contractors and or subcontractors for services rendered under this contract unless debarred from government contracts. If Contractor deems it necessary to obtain the services of a subcontractor to fulfill its obligations under this SOW, the Contractor will notify the CO in writing of its intent to use subcontractors for particular positions. No approval is necessary for use of a subcontractor that is a subsidiary of the Prime Contractor or if the subcontractor was identified in the Prime Contractor’s proposal in response to the RFP. Responsibility remains with the Prime Contractor for all subcontractor and independent Contractors. Any subcontractor utilized by the Prime Contractor will be held to the same standards as those required of the Prime Contractor. All staff working under this contract shall identify themselves as employees of the Contractor. The Prime Contractor will remain the sole point of contact for the government in all matters related to the delivery of services under this contract without exception. Any and all documentation, memos etc. submitted to the government will be identified as the product of the Prime Contractor.

C-20. SECURITY REQUIREMENTS.

C-20.1 PRELIMINARY DETERMINATION. ICE will exercise full control over granting;

denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. ICE may, as it deems appropriate, authorize and make a favorable expedited pre-employment determination based on preliminary security checks. The expedited pre-employment determination will allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable pre-employment determination shall not be considered as assurance that a favorable full employment determination will follow as a result thereof. The granting of a favorable pre-employment determination or a full employment determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by ICE, at any time during the term of the contract. No employee of the Contractor shall be allowed to enter on duty and/or access sensitive information or systems without a favorable preliminary fitness determination or final fitness determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable pre-employment determination or full employment determination by the OPR-PSU. Contract employees are processed under the ICE Management Directive 6-8.0. The contractor shall comply with the pre-screening requirements specified in the DHS Special Security Requirement

– Contractor Pre-Screening paragraph located in this contract, if HSAR clauses 3052.204-70, Security Requirements for Unclassified Information Technology (IT) Resources; and/or 3052.204-71, Contractor Employee Access are included in the Clause section of this contract.

C-20.2 BACKGROUND INVESTIGATIONS. All Contractor personnel, including subcontractor personnel (to include applicants, temporaries, part-time and replacement employees) under the contract, needing access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the ICE Personnel Security Unit (PSU). Prospective Contractor employees shall submit the following completed forms to the Personnel Security Unit through the COR, no less than 35 days before the starting date of the contract or 5 days prior to the expected entry on duty of any employees, whether a replacement, addition, subcontractor employee, or Contractor :

1. Standard Form 85P “Questionnaire for Public Trust Positions” Form will be submitted via e-QIP (electronic Questionnaires for Investigation Processing) (Original and One Copy)

2. Three signed e-QIP Signature forms: Signature Page, Release of Information and

Release of Medical Information (Originals and One Copy)

3. Two FD Form 258, “Fingerprint Card”

4. Foreign National Relatives or Associates Statement (Original and One Copy)

5. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” (Original and One Copy)

6. Optional Form 306 Declaration for Federal Employment (applies to contractors as well) (Original and One Copy)

Prospective Contractor employees who currently have an adequate current investigation and security clearance issued by the Department of Defense Central Adjudications Facility (DoD CAF) or by another Federal Agency may, at the discretion of PSU, not be required to submit complete security packages, and the investigation will be accepted for adjudication under reciprocity.

An adequate and current investigation is one where the investigation is not more than five years old and the subject has not had a break in service of more than two years.

Required forms will be provided by ICE at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU. Specific instructions on submission of packages will be provided upon award of the contract.

Be advised that unless an applicant requiring access to sensitive information has resided in the US for three of the past five years, the Government…