SOO- LSC v01.pdf

DEPARTMENT OF HEALTH & HUMAN SERVICES

Administration for Children Families

GOVERNMENT CONTRACTING SERVICES

ACF-GCS-TMP-2023-34

Statement of Objectives

Office of Refugee Resettlement

Division of Unaccompanied Minors

Statement of Objectives for the

License Service Provider (LSP)

1/16/2025

Document Revision History

[Example – Post-Award]

Mod.

No.

Description of Changes

Requested

By

Approved

By Date

00 Base

Table of Contents

1.0 Purpose

2.0 Background

3.0 Scope

4.0 Performance objectives (required results)

5.0 Type of Contract Contemplated

6.0 Period of Performance

7.0 Place of Performance

8.0 Government information

9.0 Government property/equipment ................................................. Error! Bookmark not defined.

10.0 Required nongovernment information/documents

11.0 Other addenda

12.0 Contractor-Provided Draft Quality Assurance Surveillance Plan (if applicable) ....Error! Bookmark not defined.

13.0 Meetings

14.0 Glossary of Abbreviations and Acronyms (if not provided elsewhere)

Statement of Objectives (SOO) for Legal Services

1.0 PURPOSE

The purpose of this acquisition is to obtain a Contractor to provide legal services and other assistance to children in ORR care in the sectors defined by ORR. Contractor will use developmentally appropriate and culturally competent techniques and methods to assist children navigating the complex immigration system to the extent practicable. All services under the contract will meet the following six objectives:

• Conduct Know Your Rights (KYR) presentations to inform children of their legal rights and what to expect throughout immigration proceedings.

• Conduct legal screenings to identify forms of legal immigration relief available to children and to assess their need for appropriate services supportive of their legal case.

• Provide or facilitate legal representation and other legal assistance for children for the duration of their immigration case (up to the funded capacity).

• Provide data tracking and reporting to monitor program performance and work to continually improve program service delivery.

• Addressing the gap in representation through recruitment and retention of immigration attorneys.

• Spanish language support & technical assistance training for legal service providers.

Contractor will consider the following factors in applying its methods and techniques required to achieve each of the aforementioned objectives: locations where ORR shelters operate, locations where sponsors reside (by state and county), locations of

Unaccompanied Refugee Minors (URM) Programs, Health and Human Services (HHS) and ORR regional offices/staff assignments, proximity to large pools of highly qualified, trained legal representatives including attorneys and paralegals, availability of bilingual candidates, access to technological solutions needed to facilitate communication with children and program staff, availability/access to an educated workforce with requisite legal education and experience, and other relevant factors that draw on the Contractor and its subcontractors’ substantive technical experience as outlined in other sections of this response.

2.0 BACKGROUND

On March 1, 2003, Section 462 of the Homeland Security Act of 2002, 6 U.S.C. §279, 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 has responsibility for the care and custody of UC who are in federal custody due to their immigration status. ORR is also responsible for the safe and timely release of UC to appropriate sponsors. In making release decisions, the Homeland Security Act directs ORR to consider 1) the likelihood of a UC’s appearance before all hearings or proceedings; 2) protections from traffickers and other seeking to harm UC; and 3) settings that reduce the possibility of a UC endangering themselves or others. The

Trafficking Victims Protection Reauthorization Act (TVPRA) of 2008, 8 U.S.C. §1232, further requires a determination that a proposed sponsor can safeguard a UC’s physical and mental well-being.

Further, the TVPRA 2008 as codified at 8 U.S.C. §1232I(5) requires, “[T]he Secretary of Health and Human Services shall ensure, to the greatest extent practicable and consistent with section 292 of the Immigration and Nationality Act (8 U.S.C. 1362), that all unaccompanied alien children who are or have been in the custody of the Secretary or the Secretary of Homeland Security, and who are not described in subsection (a)(2)(A), have counsel to represent them in legal proceedings or matters and protect them from mistreatment, exploitation, and trafficking. To the greatest extent practicable, the Secretary of Health and Human Services shall make every effort to utilize the services of pro bono counsel who agree to provide representation to such children without charge.

Therefore, the Contractor(s) must ensure all services provided hereunder are attuned to the varied and individual needs of the UC including being developmentally appropriate, culturally competent, and trauma informed.

3.0 SCOPE

The Secretary of Health and Human Services shall ensure, to the greatest extent practicable and consistent with section 292 of the Immigration and Nationality Act (8

U.S.C. 1362), that all unaccompanied alien children who are or have been in the custody of the Secretary or the Secretary of Homeland Security, and who are not described in subsection (a)(2)(A), have counsel to represent them in legal proceedings or matters and protect them from mistreatment, exploitation, and trafficking. To the greatest extent practicable, the Secretary of Health and Human Services shall make every effort to utilize the disciplines of pro bono counsel who agree to provide representation to such discipline without charge. Therefore, the Contractor(s) must ensure all services provided hereunder are attuned to the varied and individual needs of the UC including being developmentally appropriate, culturally competent, and trauma informed, through the following service deliverables:

• Know Your Rights Presentations and Legal Screenings (FFP)

1. Objective I: Conduct Know Your Rights (KYR) presentations to inform children of their legal rights and what to expect throughout immigration proceedings.

2. Objective II: Conduct legal screenings to identify forms of legal immigration relief available to children and to assess their need for appropriate services supportive of their legal case.

• Representations, Other Legal Assistance, Data Collections and Analysis, And Services at Influx Care Facilities (T&M)

1. Objective III: Provide or facilitate legal representation and other legal assistance for children for the duration of their immigration case (up to the funded capacity).

2. Objective IV: Providing data collection, analysis, and reporting.

4.0 PERFORMANCE OBJECTIVES

The Contractor will provide legal services and other assistance to UC in ORR care, in the regions defined by ORR. The Contractor must use developmentally appropriate and culturally competent techniques and methods to assist UC navigate the complex immigration system to the extent practicable. All services under the Contract must meet the following three objectives:

OBJECTIVE I: Conduct Know Your Rights Presentation

OBJECTIVE II: Conduct Legal Screenings OBJECTIVE III: Provide Direct Representation and Other Legal Assistance

OBJECTIVE IV: Provide Data Tracking and Reporting

Note: The contractor must adhere to ORR policy and procedures, applicable state licensing requirements, and local, state and Federal (including ORR) public health COVID-19 guidance. Where such adherence conflicts with statutorily required or ethics governing attorneys, the contractor must identify the conflict and provide a plan to support ORR efforts safeguarding the welfare of UC.

4.1 Recommendation for Success

As the population supported under this contract is foreign born, the Contractor must have access to a large pool of bilingual candidates and have ready and ongoing access to language/interpretive services and other innovate communication methods to engage and serve UC. The Contractor shall deploy in-person and remote services using various assistive devices such as online tools, smart-phone based applications, native-language based resource tools, and other rapport building methods. Partnerships with local, regional, and national legal and social service organizations including universities, educational institutions, and alumni associations is highly encouraged. ORR recommends the use of teaming agreements to ensure the proposed solution is successful and can accommodate the geographic scope of this endeavor.

Possessing corporate capabilities serving unaccompanied children and/or similarly situated at-risk, minor and/or migrant populations is critical to the success of this effort.

The successful Contractor will draw on existing volunteer, pro-bono legal services networks and develop an effective recruitment and retention strategy designed to grow and expand the network of volunteer and pro-bono representatives without direct-ORR funding to service UC housed in ORR’s network of care providers.

4.2 Proposed Solution

ORR expects the Contractor to develop a Performance Work Statement (PWS) that aligns with existing ORR policy and procedures but that improves service delivery in a variety of ways. The Contractor shall detail all factors considered in establishing its proposed solution to include how they will achieve each of the three ORR objectives identified earlier in this document. Factors the Contractor should consider include: locations where ORR shelters operate, locations where sponsors reside, locations of Unaccompanied Refugee Minors (URM) Programs, HHS and ORR regional offices/staff assignments, proximity to large pools of highly-qualified, trained legal representatives including attorneys and paralegals, availability of bilingual candidates, access to technological solutions needed to facilitate communication with UC and program staff, availability/access to an educated workforce with requisite legal education and experience.

Upon award, the contractor shall have a staffing pool, and network of volunteers necessary to meet ORR’s current census including shelter locations and shall scale services up or down in relation to ORR’s census and direction of the COR. The Contractor shall deploy a full array of services in regions throughout the contiguous US.

4.3 Specific Objectives and Expected Outcomes

Attorneys and their representatives shall provide legal services to UC in the above-identified sectors in accordance with ORR Policy and this contract.

Attorneys and their representatives will facilitate the comprehensive and efficient delivery of specific legal services, as well as assuring the continuity of services to UC in ORR custody and as codified in 8 USC §1232(c)(5) and ORR policy. Attorneys will collaborate with ORR and direct care provider staff where necessary to enhance services provided to UC. In developing the Performance

Work Statement (PWS) and overall program design, the Contractor will consider the following objectives and expected outcomes.

OBJECTIVE I: CONDUCT KNOW YOUR RIGHTS PRESENTATIONS

• In accordance with ORR policy, provide Know Your Rights (KYR) presentations to UC within ten (10) business days of admission to an ORR shelter, upon transfers to a new

ORR facility, and again every six (6) months for UC who remain in ORR care at this time interval.

• Deploy developmentally appropriate, culturally competent, and trauma-informed techniques and methods to explain immigration proceedings to UC including a detailed overview of the UC’s legal rights and obligations related to U.S. immigration proceedings.

Expected Outcome: The Contractor shall provide KYR presentations to UC in a group setting. The Contractor shall coordinate with the ORR care provider to determine the group size and duration of each

KYR and include the respective program’s educational infrastructure, the UC’s level of literacy, and linguistic ability, as well as chronological age. KYR presentations shall be coordinated with ORR shelter staff and may not disrupt shelter operations.

Expected Outcome: Develop audiovisual tools (i.e., recorded videos, online content, etc.) to convey information about immigration proceedings to

UC when in-person KYR’s are not possible due to logistical issues. All Contractor-led activities align with ORR release policies.

Expected Outcome: All KYR presentations shall at a minimum, include all ORR-mandated information and orient to the developmental stage of the intended audience. KYR presentation shall focus on disseminating information about the United States’ immigration court system with a neutral message, include an overview of various forms of immigration relief, UC’s obligations to attend immigration hearings, and discuss case disposition possibilities including but not limited to voluntary departure, compliance with removal orders, and granting of legal relief. ORR shall approve all content of all KYR presentations including the method and templates used to fulfill contract tasks. For compliance and oversight purposes, the Contractor shall report the date(s) KYR presentation was conducted for each UC.

OBJECTIVE II: CONDUCT LEGAL SCREENINGS

• ORR-funded and volunteer, pro bono attorneys and other legal representatives conduct confidential legal consultations designed to screen each UC in ORR care for immigration related legal remedies in accordance with ORR Policy and this contract. This document refers to these legal consultations as legal screenings. Attorneys and their representatives will facilitate the comprehensive and efficient delivery of specific legal services, as well as assuring the continuity of services to UC in ORR care as codified in 8 USC §1232(c)(5) and ORR policy.

Expected Outcome: Contractor conducts legal screenings for UC in ORR care to determine possible forms of legal relief in relation to the UC’s individual immigration case as well as other case disposition options such as but not limited to voluntary departure. Contractor attorney or other legal representative provides UC with recommendations for action based on a thorough assessment of the UC’s individual case, forms of relief available, and in accordance with the UC’s stated desires. Contractor shall conduct legal screenings for all UC in ORR care and again for all UC remaining in care every six (6) months thereafter.

Expected Outcome: The Contractor shall perform legal screening following an individual UC’s initial placement in ORR care and following subsequent transfers within ORR’s network of providers, and again for all UC remaining in care after six (6) months.

Contractor shall report the dates of all legal screenings to ORR.

Expected Outcome: The Contractor shall collaborate with assigned child advocates and ORR care providers where possible, to ensure UC receive appropriate and necessary services. Assigned attorneys and other legal representatives are encouraged to collaborate with child advocates in cases involving tender age UC (0-12), pregnant/parenting teens, developmentally delayed UC, category four (4), and cases with other vulnerabilities.

Expected Outcome: Contractor’s attorney or other legal representative shall collaborate with the UC, assigned child advocate including any guardian ad litem, the UC’s parent/legal guardian, and other relevant experts to make a recommendation for action.

Attorneys and other legal representatives funded under this contract are to represent the express wishes of UC in accordance with ethical standards governing the attorney-client relationship.

This representation includes matters related to voluntary departure, irrespective of determinations made by persons other than their client.

Expected Outcome: For the purposes of placement in long term foster care, Contractor’s attorney or other legal representative shall provide a recommended list of states where ORR programs are present that would best serve the UC’s potential immigration case for

UC without viable sponsorship options or where the UC is expected to remain in ORR custody for four or more months.

Note: Unless otherwise directed/approved by the COR, contract funding for legal screenings shall generally be limited to approximately ten (10) hours per case, per individual unrepresented UC every six (6) months. Hours shall account for time spent actively interviewing and building rapport with UC, any preparation associated with identifying legal immigration relief, and after-action documentation. These figures are intended as a guideline only and will be determined by the funding level authorized for this line of effort.

OBJECTIVE III: PROVIDE DIRECT REPRESENTATION AND OTHER LEGAL

ASSISTANCE

• The Contractor will provide immigration case-related preparation, courtroom assistance, and direct representation for UC in ORR care. Contractor-provided attorney or other legal representatives will appear in person (or via VTC) with each UC scheduled to attend court while in ORR care. This assistance may include serving as a friend of the court or providing direct representation on behalf of UC in accordance with ORR Policy.

• While ORR strives to provide direct representation for all UC referred to its care, Federal funding limits the number and breadth of children that can receive contract-funded direct representation. Therefore, ORR will prioritize contract-funded representation services for UC who meet certain conditions (see below).

Expected Outcome: After entry into ORR care, the Contractor shall provide UC with assistance related to the UC’s lack of lawful immigration status.

This includes areas falling under the jurisdiction of immigration judges as defined in Chapter 1, Section 1.5 of the Immigration

Court Practice Manual, and in other areas where the UC may seek adjustment of status allowing them to obtain temporary or permanent lawful status in the United States. Covered activities include adjustment of status based in U.S. law such as obtaining

Special Immigrant Juvenile Status (SIJS), visas intended for victims of serious crimes such as human trafficking (e.g., T and

U visas), VAWA and DACA petitions, activities related to acting as a material witness, any and all immigration-related forms of asylum, family-based petitions, and appeals to the

Board of Immigration Appeals. This also includes representing all UC who are served by ORR’s Unaccompanied Refugee

Minors (URM) program including after they obtain immigration relief.

Expected Outcome: Contractor shall identify, train, and deploy a network of volunteer, pro bono attorneys and other legal representatives to service UC. This network shall support UC in ORR care.

Additionally, the Contractor shall establish a referral mechanism for UC released from ORR care who may later experience human trafficking or other victimization related to the individual’s UC or immigrant status. The Contractor shall provide regular and ongoing updates to ORR regarding the overall health, size, and scope of the volunteer, pro bono legal services network to include detailed information on the number of volunteers supporting UC cases (summaries by case type are acceptable). Additionally, the contractor shall provide ORR with regular and ongoing reports on the number of UC who access the pro bono network within 30 days of release from

ORR.

Expected Outcome: Contractor serves the maximum number of UC possible given funding limitations and in accordance with ORR directives.

Contractor uses innovative means and cost saving methods to ensure equitable distribution of contract funding to the universe of eligible UC so that each child receives professional and robust representational services to the maximum extent possible but so as not to disadvantage other UC. Contractor shall provide regular and ongoing reports to ORR detailing the costs expended for direct representation to include actual costs spent per child/case and average outlays per categories/types of cases.

These reports shall also detail the Contractor cost sharing activities. These reports can provide anonymized meta information rather than identifying each case specifically.

Expected Outcome: Given ongoing funding constraints, Contractor will not depend solely on Federal funding in the provision of legal services to

UC and will use a variety of funding mechanisms and other resources to serve UC. Contractor shall prioritize the use of contract-funded direct representation of UC who are currently in

ORR care.

Further, the Contractor shall consider ORR requests and recommendations regarding the prioritization of certain case types for contract-funded direct representation to emphasize particularly vulnerable UC (i.e., UC under the age of 13, human trafficking cases, victims of serious crimes, cases requiring a home study or those referred for post release services, etc.). The

Contractor shall prepare a sustainability plan for each case that emphasizes the availability of assistance through disposition of the immigration case. Priority will be given to Contractor who propose a solution with mixed funding sources and that do not depend solely on Federal resources. Note: Generally, the total

Federal portion of cost for direct representation for an individual case shall not exceed $8,500. Attorneys and other legal representatives funded under this contract are to represent the express wishes of UC in accordance with ethical standards governing the attorney-client relationship.

Expected Outcome: Contractor shall maximize the use of volunteer, pro bono attorneys and other legal representatives wherever possible.

Eligibility for direct representation is limited to UC who are currently in ORR custody so long as representational services are initiated prior to the UC’s 18th birthday.

Expected Outcome: Direct representation of the UC shall occur in person at the identified immigration court and/or via the platform of Video

Technology Communication (VTC) as determined and coordinated for the ORR program.

Expected Outcome: The Contractor shall ensure continuity of direct representation upon release of the UC from ORR care, in the jurisdiction where the UC will reside with the approved sponsor, despite the origin where direct representation was initiated while in

ORR care. The Contractor shall work with ORR to identify

ORR shelter locations and high-release locations for planning purposes.

Expected Outcome: The Contractor shall ensure the entry of all attorneys of record secured via the signing of G-28s and relevant ORR forms to allow ease of identification of those LSPs providing direct representation to UC.

Expected Outcome: The Contractor shall participate in monthly conference calls with ORR/COR to discuss estimated funded capacity, capacity changes, and/or the onboarding of new capacity prior to the opening of care provider program. The Contractor shall develop a transition plan and coordinate with the existing legal services providers to manage UC cases currently in process to ensure continuity of services. The Contractor shall provide a transition out plan NLT (120) calendar days prior to expiration of the contract for ORR/COR approval. The Contractor shall identify how it will coordinate with the incoming contractor and/or government personnel to transfer knowledge.

Note: The Contractor shall not use funding under this contract for representation of UC in matters unrelated to specific services identified under this contract, unless expressly waived by

ORR in advance. Further, the Contractor shall not use funding under this contract to sue the

United States in any matter. The Contractor may represent UC or other clients in matters not identified under this contract. These restrictions are not all inclusive and the Contractor shall seek guidance as it relates to the use of funding from the COR/CO prior to the execution of tasks.

OBJECTIVE IV: Data Collection, Analysis, and Reporting

Expected Outcome: The Contractor shall conduct ongoing data collection, trends analysis, and report data to ORR under a mutually agreeable schedule, to track program performance and improve service delivery. The Contractor shall report data to ORR as required under the terms of the Contract.

Expected Outcomes: The Contractor shall regularly develop recommendations for

ORR to improve overall service delivery, reduce costs, and increase efficiency including recommendations to speed case processing/legal representation without a diminution of legal services [and with the goal of case outcomes in the best interest of the UC].

Expected Outcomes: In consultation with the COR, the Contractor shall gather data regarding issues that impact their ability to conduct legal services duties as outlined in the contract and in accordance with

ORR policies and procedures. The Contractor shall share trends that impact ability to make timely identification of viable forms of legal relief and recommend corresponding solutions to ORR.

Expected Outcomes: The Contractor shall collaborate with ORR to develop and implement an ORR-approved Quality Assurance Plan that tracks contract performance across all supported sectors.

Expected Outcome: The Contractor shall coordinate with other Federal agencies and other ORR partners to provide ORR with aggregate including but not limited to the following data points:

1. Know Your Rights (KYR) and legal screening (LS) data points

a. KYRs (including initial, transfer, and six-month services):

i. KYR date(s),

ii. number of unique children receiving a KYR,

iii. number of KYRs delivered,

iv. barriers and constraints affecting KYR delivery, and

v. for initial KYRs:

1. delivery status (i.e., delivered timely, delayed delivery)

2. additional days for delivery beyond due date (if delayed)

b. Legal Screenings (including initial, transfer, and six-month services):

vi. LS date(s),

vii. number of unique children receiving a LS,

viii. number of LSs completed,

ix. barriers and constraints affecting LS delivery, and

x. for initial LSs:

1. delivery status (e.g., delivered timely, delayed delivery)

2. additional days for delivery beyond due date (if delayed)

2. Direct representation data points

a. List of all children represented under the contract, updated monthly.

b. List of cases closed in the previous month, and date of closure.

Number of children provided direct legal representation.

b. Number of direct representation cases initiated, broken down by cases initiated while children are in ORR custody, both in total and disaggregated by LSP.

c Average length of time to secure direct legal representation, from admission date until case initiation for cases initiated in ORR custody and from discharge date until case initiation for cases initiated after release from ORR custody.

d. Average duration of cases, from case initiation until closure of the case to contractor's program.

e. Number of cases referred for direct representation, and whether the referral was made while the child was in custody.

3. Pro Bono Representation

a. Number of children with case initiations by pro bono attorneys.

b. Number of pro bono case initiations, for children in ORR custody and children discharged from ORR custody.

c. Estimate of the number of pro bono attorneys identified by subcontractors in the Contractor’s provider network for possible case assignment;

d. Number of pro bono attorneys assigned to a case;

e. Number of training events held to prepare volunteers to deliver pro bono services under the contract, and the number of attendees at such events;

4. Direct Representation Costs

a. Number of hours billed for direct representation by attorneys and non-attorneys at each LSP;

b. Program-level average of hours billed per direct representation case, under Contract funding

c. Program-level running cost, of direct representation under Contract funding, calculated as spending per case;

5. General/other data points

a. Types of immigration relief pursued;

b. Summaries of reasons for closure of cases to contractor’s program, including disposition of the case at closing;

c. Quantitative measurement of viable forms of legal relief identified;

d. The number of unique children receiving one or more legal services other than representation;

e. Quantitative and qualitative monitoring of contracted attorneys and their interaction with children, care providers, stakeholders, Federal Field Specialists, and ORR headquarters staff of Case Coordination services;

f. Most frequent applications or motions filed; and

g. Summary of concerns received regarding Contractor services, and analysis of Contractor response.

h. Location of available legal services in Contractor’s provider network regionally/locally (based on ORR shelter location and sponsor/release address);

6. Training activities

a. Quantitative and qualitative measurements capturing capacity building efforts, recruitment, and the training of attorneys.

5.0 TYPE OF CONTRACT CONTEMPLATED

ORR plans to utilize the best contract type for the required work. The contract type will be Firm Fixed Price for CLIN 1; however, ORR may utilize time and materials or cost-type (or any combination of contract types) depending on the circumstance for

CLIN 2.

6.0 PERIOD OF PERFORMANCE

An anticipated five (5)-year period of performance with a 12-month base period and four

(4) 12-month option periods. Option periods are subject to availability of funds, and the Government may exercise options unilaterally. The period of performance of this contract is:

• Base Period 1 March, 29, 2026 to March 28, 2027

• Option Period 2 March, 29, 2027 to March 28, 2028

• Option Period 3 March, 29, 2028 to March 28, 2029

• Option Period 4 March, 29, 2029 to March 28, 2030

• FAR 52.217-8 Option NTE 6 Months March 29, 2030 – August 28, 2030

Transition Plan

Contractor will develop a transition plan and coordinate with the existing LSPs to manage cases currently in process under the existing contract to ensure continuity of services. Contractor will provide a transition out plan no later than one hundred twenty (120) calendar days prio r to expiration of the contract, for ORR/COR approval. Contractor will identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge .

7.0 PLACE OF PERFORMANCE

• Contractor and LSPs will provide comprehensive, high-quality, and efficient delivery of specific legal services to children in ORR custody in the provider network and ICF locations and throughout the United States.

• Contractor and LSPs will provide scalable and responsive services to children throughou t fluctuations in numbers of children referred to ORR, including during emergencies and periods of unusually high numbers of children entering ORR custody. Contractor will initiate said services within thirty (30) days of the Government’s notice of a new f acility.

• Contractor and/or LSPs will coordinate with ORR staff and care providers staff to promote continuity of those services throughout and ORR custody.

• Contractor and/or LSPs will coordinate with ORR staff and care provider staff to ensure

Contractor and/or LSPs access to information required for service delivery, such as timely notice of each child’s entry into an ORR facility; transfers between ORR facilities/programs; notice of each child’s release from an ORR custody .

• Contractor and/or LSPs will serve the maximum number of children possible given available funding and in accordance with ORR directives.

• Contractor and/or LSPs will use innovative means and cost-saving methods to promote the equitable distribution of contract-funded services to eligible children, ensuring that each child receives professional and robust representational services to the maximum extent possible.

• Contractor will coordinate with ORR to identify ORR shelter locations and high-release locations for planning purposes. Contractor will participate in monthly conference calls with ORR/COR to discuss estimated funded capacity, capacity changes, and/or the onboarding of new capacity prior to the opening of care provider programs.

• Contractor will seek modification from COR as needed to extend required services to any newly activated ORR facility—including regular, virtual, or emergency (such as emergency reception centers and emergency intake sites)

8.0 RECOGNIZED HOLIDAYS

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Independence Day Christmas Day

Juneteenth National Independence Day

In addition to the days designated as Federal 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 designed by the President’s Proclamation

9.0 GOVERNMENT INFORMATION

• UC Policy Guide

• Section 4.3.5 Staff Code of Conduct

• Section 5.6 Reporting and Record Keeping

• Section 5.7.1 Policies to Protect Sponsors from Fraud

• Section 5.9 Protecting the Privacy and Confidentiality of UC Information

1.0 GOVERNMENT PROPERTY/EQUIPMENT

Contractor staff will not be provided government furnished equipment. The Contractor shall provide all equipment and property required to maintain the objectives of this contract.

11.0 REQUIRED NON-GOVERNMENT INFORMATION/DOCUMENT

TBD

12.0 OTHER ADDENDA

ORR seeks legal services for UC in ORR’s network in the following defined sectors:

Sector 1a: West Sector 2: Midwest Sector 3a: East

Alaska Alabama Connecticut

Hawaii Arkansas Delaware Idaho Colorado Maine

Montana Illinois Maryland

Nevada Indiana Massachusetts

North Dakota Iowa New Hampshire

Oregon Kansas New Jersey

South Dakota Kentucky New York

Washington Louisiana North Carolina

Wyoming Michigan Pennsylvania

Utah Minnesota Rhode Island

Mississippi South Carolina Missouri Vermont

Sector 1b. Southwest Nebraska Virginia Arizona Ohio West Virginia

California Oklahoma Washington, DC New Mexico Tennessee Section 3b.

Southeast* Texas Wisconsin Florida

Georgia

• If applicable, other US territories will be supported under Section 3b.

13.0 CONTRACTOR PROVIDED DRAFT QUALITY ASSURANCE PLAN

The Contractor is responsible for its quality assurance and contract compliance. As part of its

Project Management Plan (PMP), the Contractor shall have a Quality Management Plan (QMP) with processes that address: Quality Planning (QP), Quality Assurance (QA), Quality Control

(QC), and Quality Improvement (QI). The QMP shall include, at a minimum, these nine components:

a) Project Deliverables & Project Processes: The project deliverables and processes are subject to quality review.

b) Deliverable Quality Standards: The quality standards are the “measures” used to determine a successful outcome for a deliverable. These standards may vary dependent on the type of IT project.

c) Customer Satisfaction: The customer satisfaction criteria describe when each deliverable is complete and acceptable as defined by the customer. Deliverables are evaluated against these criteria.

d) Quality Control Activities: The quality control activities monitor and verif y that the project deliverables meet defined quality standards.

e) Process Quality Standards: The quality standards are the “measures” used to determine if project work processes are being followed.

f) Stakeholder (government and internal) Expectations: Stakeholder expectations describe when a project process is effective as defined by the project stakeholders.

An example is the review and approval of all high-impact changes to the project.

g) Quality Assurance Activities: The quality assurance activities that monitor and verify that the processes used to manage and create the deliverables are followed and are effective.

h) Quality Improvement: Ensure that quality is constantly improving and that non -conformances are corrected and receive root cause analysis and corrective action when appropriate or otherwise requested by the government.

i) Roles and Responsibilities: Ensure everyone understands and knows their role in the quality management process.

An initial QMP shall be included in the PMP. During performance, the Government reserves the right to reject the QMP if the Contracting Officer Representative (COR) determines the QMP to be deficient or insufficient to adequately drive quality assurance. The QMP is a living document that should be changed, as conditions change, during contract performance. The Contractor may propose a QMP revision at any time. If COR acceptance of the QMP is withdrawn, the

Contractor shall address the issues and present a revised QMP within seven (7) days.

The Contractor shall use the accepted QMP to guide and document the implementation of required management and quality control actions.

Quality Assurance Surveillance Plan (Table 1 Attached)

The Government will develop, and share with the Contractor, a Quality Assurance Surveillance Plan (QASP). The government’s QASP will define how the government will conduct quality assurance and surveillance to ensure supplies and services conform to contract requirements. The QASP will also address contract non-conformance, corrective action requests, and required actions by the Contractor when a non-conformance is identified.

Upon receipt of the QASP or revisions of the QASP, the Contractor shall review and modify, if necessary, the QMP.

As stated in FAR Part 52.246-4 Inspection of Services-Fixed-Price and FAR Part 52.246-6

Inspection Time-and-Material and Labor-Hour, the Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

The Government shall conduct performance surveillance and review performance reports furnished by the Contractor to determine how the Contractor is performing against established performance standards. The primary methods of surveillance to be used by the Government includes but is not limited to:

• Routine Monitoring – The COR will review project status and progress reports,

• Random Inspection – The COR shall request ad-hoc performance reports from the

Contractor to review performance outside the normal review cycle,

• Customer Feedback –The Government shall review customer satisfaction feedback from internal and external stakeholders. Stakeholder feedback can be obtained through multiple approaches such as: direct observation, general complaints, satisfaction surveys, etc.

14.0 MEETINGS

The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Project Manager (PM) or designated Contractor representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Standard monthly meetings will be on either Zoom or MS Teams and unanticipated meetings may be called to meet Government needs for information.

14.1 Post-Award Kickoff Meeting

The contractor will schedule, coordinate, and host a virtual kick-off meeting. The meeting will provide an introduction between the contractor personnel and Government personnel who will be involved with the Task Order. The meeting will provide the opportunity to discuss technical, management, security issues, and travel authorization and reporting procedures. At a minimum, the attendees will include contractor key personnel, representatives from the directorates, other relevant Government personnel, and the Contracting Officer (CO), Contract Specialist (CS), Contracting Officer’s Representative (COR), and Business Owners (BO).

At least five (5) calendar days prior to the Kick-Off Meeting, the contractor will provide a Kick-Off Meeting agenda for review by the CO prior to finalization. The agenda will include at a minimum the following topics/deliverables:

a. Points of Contact (POC) for all parties.

b. Personnel discussion (i.e., roles and responsibilities and lines of communication between the contractor and the Government);

c. Staffing plan status.

d. Invoicing requirements; and

e. Final Baseline Quality Control Plan (QCP).

The Government will provide the contractor with the number of Government participants for the Kick-Off Meeting and the contractor will provide sufficient copies of the presentation for all attendees. The contractor will draft and submit a Kick- Off Meeting Minutes Report documenting the Kick-Off Meeting discussion and any action items.

14.2 Technical Status Meetings

The contractor Project Manager (PM) will convene every other month Technical Status Meeting with the CO, CS, COR and Business Owners and any other necessary

Government stakeholders. The contractor will propose dates and times for the technical status meetings that will be agreed upon by the COR. The purpose of these meetings is to ensure all stakeholders are informed of the activities and the monthly status reports. The technical status meetings also provide opportunities to identify other activities and establish priorities and coordinate resolution of identified problems or opportunities. The contractor PM will provide slides, if used, and minutes of these meetings, including attendance, issues discussed, decisions made, and action items to the CO, CS, COR, and Business Owners.

15.0 GLOSSARY OF ABBREVIATIONS AND ACRONYMS

BO Business Owner

CLIN Contract Line-Item Number CO Contract Officer

COR Contracting Officer’s Representative

CS Contract Specialist

EOIR Executive Office for Immigration Review

ETL Extract Transfer Load

FFP Firm-Fixed Price

HHS Health and Human Services

IT Information Technology LS Legal Screening

LSP Licensed Service Providers

LTFC Long Term Facility Care

NTE Not To Exceed

ORR Office of Refugee Resettlement

PII Personally Identifiable Information

PM Program Manager

POC Point of Contact QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Plan

QI Quality Improvement

QMP Quality Management Plan

QP Quality Planning

SOO Statement of Objectives T&M Time and Materials

TVPR Trafficking Victims Protection Reauthorization Act

U.S.C. United Stated Code

UC Unaccompanied Children

URM Unaccompanied Refugee Minors Programs