QA2 10.11.23.pdf

Questions and Answers #2 15BRRC23R00000030 (Fort Worth, TX)

10/11/2023

QA Reference: The answer to the previous question #12 is that the estimated number of placements is 50.

1. Question: Does this mean that a contractor can rely on there being an average of 50 placements at any given time? Given that this is a new program and there is no history on utilization, it's important for a contractor to know how many guaranteed placements for which the Contractor will be made at any given time, so that the contractor may price accordingly.

BOP Answer: The minimum guarantee is 36, but the maximum estimate is 50.

However, Contactor must meet staffing requirements based on the maximum estimate.

2. Question: Per Section B of the solicitation document, the Guaranteed Minimum will be 36 Placements (40% of the Maximum number of Placements). Does this mean that a contractor can only count on being paid for 36 placements and that payment for more than 36 placements is contingent on the Bureau placing more than 36 individuals in the program?

BOP Answer: Correct. Contractor will be paid for the minimum guarantee of 36, and anything above is contingent on placements.

3. RFP References: G.2 Payment Schedule: “In consideration of the Contractor’s satisfactory performance of services called for under this contract, the Government shall make payment to the Contractor at the fixed daily rates identified in the schedule.”

Question: Given the extremely small size of the contract, would the Bureau consider a monthly flat fee for the maximum population? The cost to operate the program is essentially the same whether the Bureau utilizes 40% or 100% of the slots, which leads to an extremely high per diem if the Contractor can only rely on being paid for 40% of the slots. A flat monthly fee would result in the lowest cost per slot to the Bureau.

BOP Answer: No to a flat fee. Guaranteed minimums will be met.

4. SOW Reference: Chapter 2 – Personnel, 4. Staffing Pattern (page 13): The contractor will staff the premises with a minimum of two positions during identified site hours. These two positions may not be covered by key staff personnel.

Question: This seems to be more than is necessary for a DRC of this size. Would the Bureau consider revising this section to allow key staff to be utilized to cover this requirement, which would substantially reduce the number of required staff?

BOP Answer: At this time, the requirement in the SOW stands as is.

5. SOW Reference: Chapter 2 – Personnel, 2. Staff Coverage (page 11): The contractor will have paid, trained staff, dressed and alert, on the premises, to provide coverage, Mondays through Fridays, a minimum of twelve (12) hours each day; and Saturdays and Sundays, a minimum of eight (8) hours each day.

Chapter 2 – Personnel, 4. Staffing Pattern (page 13): The contractor will staff the premises with a minimum of two positions during identified site hours. These two positions may not be covered by key staff personnel.

Question: Would the BOP reduce the required hours of operation to a minimum of eight (8) hours each day Monday through Friday; four (4) hours on Saturday, and closing the facility on Sunday? This change allows the number of required non-key personnel staffed during identified site hours to be more efficiently utilized and doesn’t negatively impact accountability as GPS tracking will be used to track/verify a participant’s whereabouts.

BOP Answer: Site hours are not the same as staff hours for availability and will stay as outlined in the SOW.

6. SOW Reference: Chapter 2 – Personnel, 3. Position Requirements, Electronic

Monitoring Specialist (page 12): A minimum of one EMS is required to be on duty at all times.

Question: With an understanding that staffing a minimum of one Electronic Monitoring Specialist be on duty at all times would require a contractor’s staffing of the Electronic Monitoring Specialist position to account for relief, coverage of lunch breaks, call outs, etc. It should be noted that complying with this requirement would require up to six or seven full-time equivalents of Electronic Monitoring Specialist, this level of staffing is disproportionately high when factoring a maximum participant count of 14 placements. Also, if the EMS is an hourly position, the contractor would need to pay the hourly rate plus an overtime premium, when applicable.

Would the BOP allow Contractors during non-operating hours to cover this responsibility with staff that may not be 100% dedicated to this contract, such as a monitoring call center or a key staff dedicated to this contract that is not an EMS?

BOP Answer: No, the requirement stands. It is the offeror’s decision how to structure the pay and staffing on the EMS positions.

7. SOW References: Chapter 11-Security & Accountability, 1. Offender Accountability (page 63): Additionally, accountability procedures must provide for active, live monitoring of GPS alerts and include a GPS review for each offender with documentation once every 8 hours at a minimum.

Question: If the vendor has an electronic monitoring records database with an automated feature that dates, timestamps, and documents alerts/events in chronological order for an offender, will that suffice for “documentation once every 8 hours at a minimum”, or will the DRC staff still be required to physically/manually conduct a review and documentation entry once every 8 hours at minimum?

BOP Answer: The DRC SOW requirement is for DRC staff to review and document every 8 hours. Automatic system alerts is not sufficient.

8. SOW References: Chapter 3 – Facility, (page 27): gender bathrooms must be identified on the floor plans. Chapter 3 – Facility, 4. Plant Requirements, C) Space (page 29): A specified bathroom area to conduct urinalysis will be identified. Chapter 3 – Facility, 4. Plant Requirements, D) Lavatory (page 29): A DRC will have a minimum of two operable toilets and two wash basins.

Questions: What is the minimum number of gender bathrooms required for a DRC?

Within the gender bathrooms, what is the minimum number of toilets required for each?

May one of the bathrooms be utilized for urinalysis and also utilized as one of the required gender bathrooms?

BOP Answer: A minimum of two bathrooms are required, with at least one toilet in each bathroom. It is acceptable for one of the two bathrooms to be specified as the UA bathroom to meet all requirements.

9. SOW Reference: Chapter 10 - Programs, Individual Program Plan (page 53). Within four calendar days of the offender’s arrival at the DRC, Case Managers, in consultation with the EPS, will complete the IPP, using Attachment F or subsequent versions.

Question: Would the BOP allow this task to be completed within ten (10) business days to align with the RRC SOW, or at a minimum four (4) operating business days, to ensure Case Managers can complete this task without being required to work on weekends or during federal holidays?

BOP Answer: No, SOW requirements stand as is.

10. SOW References: Chapter 10- Programs, 2. Individual Orientation, (page 55): The offender’s family members/significant others living at the home confinement location should ordinarily attend an orientation meeting at the DRC, to describe the purpose, accountability, and expectations of the offender. However, if the family/significant others cannot attend the initial orientation meeting at the DRC upon offender arrival, the family/significant other orientation can take place during the site visit conducted by contractor staff.

Question: Would the BOP please clarify if program staff will be permitted to conduct video conferencing sessions with an offender’s family members/significant others in order to provide an orientation meeting, describe the purpose, accountability and expectations of the offender. we believe by offering this alternative method of communication it will allow for more flexibility with any family members/significant others scheduling needs.

BOP Answer: Yes

11. SOW References: Chapter 10 – Programs, 3. Employment, B) Employment Approval and Verification, 2. Monthly Check (page 58): Thereafter, at least monthly, the offender's employment supervisor will be contacted by phone or site visits to substantiate attendance and discuss any concerns which may have arisen.

Chapter 11 – Security & Accountability, 4. On-site Accountability (page 64): As all offender accountability is monitored by GPS, DRC staff will visit the offender’s home and place of employment at least once every 30 days.

Question: Would the BOP please clarify that DRC staff may conduct monthly employment checks with the participant’s supervisor by phone in lieu of an in-person visit to substantiate attendance, as outlined in Chapter 10?

BOP Answer: No. The intent is for in-person visits with the individual at the locations of the home and employment every 30 days. Employment checks with the employer/supervisor is separate.