Request for Information-Family Residential Services This publication is a Request for Information (RFI) as defined in FAR 15.201(e) from the Department of Homeland Security (DHS), U.S. Immigration and Customs Enforcement (ICE) regarding services to house family units composed of adults with juvenile family members of all age ranges. The purpose of this RFI is to conduct market research and obtain information about pricing, delivery, and other market information or capabilities which will be used for planning purposes in determining appropriate strategies to meet the Agency's requirements. This RFI is not a request for competitive proposals; therefore, responses to this notice are not considered offers and therefore cannot be accepted as such by the Government. This RFI is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP) or a commitment for an RFP in the future. Responders are advised that the U.S. Government will not pay for any information or administrative cost incurred in response to this announcement. The goal of this RFI is to better understand the potential variety of housing and care options for families when detained by ICE for processing purposes. The detaining of family units who entered the United States illegally or otherwise lack status to remain in the United States is the responsibility of ICE. The Office of Enforcement and Removal Operations (ERO) is the program within ICE that handles the planning, implementation, and management of broad programs relating to the processing, supervision, detention, and removal of family units when held at one of ICE s family residential facilities. ICE s family residential facilities provide quality and compassionate care for non-criminal families in a residential setting. The families generally consist of a parent/legal guardian and the parent s/guardian s child(ren) who have not attained 18 years of age and constitute a unique population. For that reason, family residential facilities are designed to be open-movement environments with significant programming and resources dedicated to activities, educational programs, and regular medical and mental health care. As a result of this open-movement environment and the unique needs of families, residential facilities must be separate from other detention facilities. The ICE Family Residential Standards (FRS) (http://www.ice.gov/detentionstandards/family-residential) serve as a framework of the treatment of individuals in family facilities and the types of care and treatment that should be provided. This RFI addresses the need to acquire residential services in a supervised facility (or facilities) that provide(s) for the safety of residents, prevent unauthorized entry from persons not participating in the residential program, allow for open movement by residents, and provide appropriate care and custody for family units during their stay within ICE s family residential facilities. We are requesting information from industry partners to determine their interest and ability to provide residential-based care and other related services to families in ICE custody. These services include medical and mental health care, as well as educational, recreational, religious, linguistic, transportation and food preparation services provided in an innovative manner, and which do not resemble traditional correctional practices. This RFI will allow ICE to assess the availability of State-licensed residential care facilities that could provide the above noted services twenty-four (24) hours per day, seven (7) days per week, 1
to family units held by ICE. The facility(ies) shall be licensed by the State agency responsible for residential programs that house juveniles (and family groups as applicable). Should the Service Provider be unable to secure State licensure, then the provider shall nonetheless comply with all substantive requirements for State-licensed residential care programs and seek application of such requirements to the family residential center with oversight or monitoring by the State. Service delivery shall be provided in a culturally sensitive manner with appropriate accommodations for the language needs and specific characteristics of a family population with minor children. The service provider should expect foreign individuals from a variety of ethnic backgrounds and nationalities. The design and administration of the program shall be in accordance with all applicable federal, state and local licensing provisions, and the guidelines contained in ICE s FRS, as well as other applicable regulations, settlement agreements and court orders. It is the service provider s responsibility to assume adequate and appropriate management oversight for the implementation and successful performance of these services. The location of the facility(ies) must be within the continental United States, ideally facilities located along the southwest border within the states of California, New Mexico, Arizona and/or Texas. Locations in other states will be entertained with consideration of the location s strategic, complementary and/or financial benefits to ICE. With this RFI, ICE is seeking information regarding potential facilities to accommodate up to 1,000 beds, which could be provided at a single location but would ideally be comprised of several service locations with up to 500 beds at each facility. This services requirement would include the provision of residential services in accordance with the ICE FRS. Any concept for family residential services should offer the following: Location: Amenities: o A facility location accessible to infrastructure such as airports, highways, hospitals, phone/internet service, etc. to support the operation. o Proximity to metropolitan area for access to medical and mental health services as well as educational services and more general human capital to limit the need to detail staff to cover facility operations. o The housing and other structures must appear residential and child-friendly rather than penal in nature. Facilities should not incorporate characteristics on the interior or exterior typically associated with secure detention facilities, such as high security fences, razor wire fencing, or heavy steel doors. o Private showers and restrooms, and space for residents to change clothing, and dress children with reasonable privacy. 2
o Climate control (heat and/or cooling), no lockable doors, 1 bed per person o Laundry facilities, library with age-appropriate books. o Recreational facilities both indoor and outdoor areas with a variety of activities (soccer, basketball, etc.); space for indoor activities such as arts and crafts, listening to music. o A program design that will support the integrity of the family unit to include parental supervision of children. A behavior management system that is positive in nature and includes the family unit in managing youth behavior. o A community-based programming environment that promotes accountability through positive peer culture. o Non-institutional resident clothing and staff uniforms. Residents would be allowed to wear their own clothing. Families lacking clothing will be provided appropriate non-institutional and varied clothing comparable to clothing that would be worn by the general public. o Parents must be furnished supplies to care for infants such as diapers, diaper changing tables, breastfeeding accessories, strollers, high chairs, baby car seats. o Freedom of movement for residents housed in the family residential setting. Residents must be free to move about the facility, to include the dormitory/sleeping areas, reading library, law library, cafeteria, and recreation areas during daylight hours. Please note: due to varying family composition (number of family members, ages, genders of children, physical plant limitations, etc.), some beds within the housing unit may at times be unusable. The Service Provider must develop a plan to minimize the number of unusable beds while at the same time comply with ICE approved housing practices. Ideally family units would be assigned their own bedroom, but ICE will entertain various housing models that appropriately accommodate the population and meets the requirements of the FRS. o Natural/ambient light throughout the facility. Emphasis on communal areas and social interactions. o Contact visitation, including arrangements for visiting families, with extended hours. Where practicable, visitation should include visitation both day and evening hours, seven days a week. 3
Staff-Resident Communications: o Non-institutional method of public address to notify residents of census, appointments, events and announcements. o Large percentage of all contracted staff must be bilingual in Spanish and English. Staffing composition and facility practices must allow for appropriate management of the resident population. Residents will include adults (males and/or females) accompanied by their own minor children (both male and female). In some instances same sex staff members must be available to conduct certain activities (i.e. searches). In other instances, when same sex staff members are unavailable, an additional staff person may be necessary. o Should the facility encounter individuals who only speak indigenous languages (such as K iche or Quiché, Mam) and/or in instances when commercially available telephonic services are insufficient to provide meaningful access to services, the Service Provider must arrange for consistent regular interpretive services through on-site interpreters or if unavailable via tele-video. Education and Related Services: Medical Services: o Structured, grade-level appropriate education programs for children ages four and above with accommodation for children with disability or special needs. Classroom settings, core subjects and other classes are provided in accordance with state educational requirements and have a student:teacher ratio not to exceed 20:1 with at least four hours of education daily (Monday Friday), plus an additional hour of physical education. o Integrated and structured daily routines, which will include education, recreation, life skills and/or chores, study period, counseling, group interaction, free time, and access to religious and legal services. Services will be accessible by all family units and their individual members regardless of age. o Provision of monitored certified care for children while their parents are engaged with attorneys, attending court proceedings, at hearings related to their immigration cases, or unavailable due to medical or other emergencies. o Age appropriate recreation, exercise structures and equipment designed for children ages 1 17 years of age. Open access to recreation areas within the open movement policies. o Field/day trips with particular focus on educating the children. Medical Services will most likely be required. These services are defined in Attachment 1-IHSC 4
Generic Medical Space Requirements Language Access: The Service Provider is responsible for providing meaningful access to all programs and services (e.g. medical, intake, classification, sexual assault reporting) for individuals with limited English proficiency. This should be accomplished through professional interpretation and translation or qualified bilingual personnel for necessary communication with residents who do not speak or understand English. Oral interpretation should be provided for residents who are illiterate. Other than in emergencies, and even then only for that period of time before appropriate language services can be procured, residents shall not be used for interpretation or translation services. The Service Provider should utilize commercial phone language interpretive services to ensure fulfillment of this requirement. Telephones that can be used for this purpose must be available in each classroom. It is the obligation of the Service Provider to ensure residents with disabilities (e.g. physical, mental, intellectual, developmental) are housed/served in the least restrictive environment and that reasonable modifications be provided to allow individuals with disabilities to have equal opportunity to participate in programs and services. The Service Provider will use auxiliary aids and necessary assistive devices for residents who because of a disability need additional communication support. Employee Health: Employee health files for each employee must be maintained on site, in a locked cabinet by the Health Services Administrator or the employer s designee. Health files are maintained in accordance with DHS and ICE Privacy Policies and the Privacy Act of 1974. The Service Provider may initiate employment of an individual who has initiated the required vaccines and the individual may be hired and begin performing work on a contract as long as they meet all subsequent booster dates until fully vaccinated. Information on specific contents of health files, medical tests, and recommended and/or required vaccinations for employees will be included in the RFP if one is issued. Legal Services: o Private areas for attorney-client contact visitation, video teleconferencing capability, and innovative solutions for visitation, including virtual visitation, from remote areas for attorneys and families unable to travel to the facility. The ability for residents to speak privately with their attorneys and to receive messages. Access to telephones to converse with counsel. o Engagement with pro bono providers in the provision of Know Your Rights or other Legal Orientation Programs for residents, as well as access to other relevant 5
community based services and programs for residents. Food Services: Religious Services: o Cafeteria-style hot meal service three times per day with a variety of culturally relevant menu options, including the ability to accommodate medical or special diets of residents o Access to nutritional snack and beverage items 24 hours per day, 7 days a week. Residents must be afforded access to a variety of snacks generally located in close proximity to the dormitory areas. Snacks must include such items as fresh milk, juice, fruits, and vegetables. o Baby formula, baby food, single-use disposable baby bottles/nipples, and bottle warmers must always be readily accessible. o Access to religious services, with appropriate space and accommodations for a variety of faith groups. Prison Rape Elimination Act (PREA): Full compliance with the DHS PREA Standards to Prevent, Detect, and Respond to Sexual Abuse and Assault in Confinement Facilities, 79 Fed. Reg. 13100 (March 7, 2014), is mandatory. Additional services required at a facility may include contractor oversight and supervision, training of personnel, equipment, materials, supplies, licenses, permits, certificates, preemployment screenings, administration, and any other resources necessary to provide residential care and other services, transportation and food services for families in ICE custody. The Contractor shall also be responsible for maintaining current permits/business licenses throughout the term of the contract. Applicable Design Standards: Attachment 1: IHSC Generic Medical Space Requirements ICE requests concept and solutions for this requirement from commercial and non-commercial sources. Please note: ICE design standards governing adult detention facilities are not be applicable to this RFI. Respondents to this RFI shall identify: Relevant Contractor Experience Facility Address(es) 6
Transportation Distance to the following: o Hospital o Immigration court o Transportation hubs, including airport, train, bus o Fire Station Facility Type - Existing / New / Combination of both Facility Information o Existing: Renovation to existing Year Built Number of Beds Medical space Information on recreation, dining, library and other relevant space Zoning o New Construction NEPA Requirements Zoning Thorough description of buildings, space, and character o Combination of Existing and New Construction: Description of both How will the facilities support each other Factors listed above, as applicable Description of life in the facility, how it works as shelter care, and how freedom of movement will be maintained. Proposed staffing and training. Access to public and commercial transportation routes and services. Access to local consulates and pro-bono legal services. Access to hospitals with emergency care large enough to be able to handle a big population such as proposed residential center 7
ICE encourages submissions from, or partnering agreements with, a variety of social service organizations with demonstrable experience in providing care to immigrant populations to include children and families. Please do not submit proprietary information in response to this Request for Information, as the information received will likely be used to assist in shaping of any competitive solicitation to follow. All interested parties shall forward their capabilities statements via email to Bethany.Stutler@ice.dhs.gov by 12:00 pm (noon) EDT on March 24, 2016. A formal request for proposal (RFP) outlining all requirements may be posted via FedBizOpps.gov at a future date. 8