09.05_Attachment 5A - G-391 Upload Template v6.xlsx
XLSX spreadsheet 172 KB Posted
- Attached to
- Multi-Texas Contract Detention Facilities Federal contract opportunity
- Solicitation number
- 70CDCR20R0000001
- Issued by
- Immigration and Customs Enforcement
About this file
This document provides instructions for an Excel template to automate the upload of transportation movement data from contractors to U.S. Immigration and Customs Enforcement (ICE). The template collects details on individual transportation missions including dates, locations, vehicle information, numbers of aliens transported, and trip mileage. It includes validation checks to highlight incomplete or invalid data. Contractors must populate all required fields and can include additional information in optional user-defined columns before uploading the file to ICE's shared workspace. Sensitive personally identifiable information is permitted only in designated removable columns. The template automates reporting for ICE contractors transporting aliens as required under the terms of their detention and transportation contracts.
The related federal contract opportunity is a request for proposals to provide three contractor-owned detention facilities and transportation services within ICE's Houston and San Antonio areas of responsibility in Texas. Responses are due in phases as outlined in the attached solicitation. ICE requires existing or renovated turnkey detention facilities able to house, medically treat, transport, and meet daily needs for ICE detainees. New construction proposals will not be considered. The solicitation is for detention facilities and transportation services in accordance with all attachments of request number 70CDCR20R0000001.
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Instructions
| ICE ERO TMO |
| Contractor G-391 Upload Template | Version 6 |
The purpose of this tool is to automate the upload of G-391 data templates from contractors.
| Automation Tool Instructions: |
| 1. Click "Enable Content.", if prompted by the Excel security warning shown to the right. |
| 2. Fill in all required information on the "Input" Tab. |
| 3. Populate User Defined columns and change User Defined column headers, if desired. User Defined columns 1 through 10 (columns ED through EM) are available to store additional information for the consolidated data and User Defined PII columns 1 through 10 (columns ES through FB) will be removed before being uploaded to the TMO SharePoint site. PII information can be included in the User Defined PII columns provided that users securely transfer the file. |
| 4. Click on "Vendors: Click Here to Validate G-391 Workbook" to run validation procedures through the Contractor G-391 Upload Template. This step does not remove User Defined PII columns and does not upload the template to the TMO SharePoint site. |
| 5. Click on "Vendors: Click Here to Delete Extra Columns" to delete content from the User Defined PII columns 1 through 10 (columns ES through FB). This step is optional as the Upload G-391 Workbook also will remove User Defined Columns |
| 6. Verify that there is no Sensitive PII in the spreadsheet other than in the User Defined PII columns 1 through 10. |
| 7. Press the blue "Upload G-391 Workbook" within the "Input" tab. This button deletes content from the User Defined PII columns 1 through 10 (columns ES through FB) and uploads the G-391 templete to the TMO SharePoint site. Please note users must have access to the TMO SharePoint site and have access to the ICE intranet (e.g., VPN, LAN) to successfully upload. |
Vendors: Click Here to Validate G-391 Workbook Vendors: Click Here to Delete Extra Columns CORs: Click Here to Validate and Upload G-391 Workbook
Input
| AOR: | Time Period: | ||||||||||||||||||||||||||||||||||||||||||||||||
| Prime Contractor: | Invoice # | ||||||||||||||||||||||||||||||||||||||||||||||||
| Contract Number: | Sub-Office | Validation Attempts: | 0 | ||||||||||||||||||||||||||||||||||||||||||||||
| COR: | AOR-Sub-Office | ||||||||||||||||||||||||||||||||||||||||||||||||
| Upload Template Version 6 * If copying and pasting from a different workbook, it is highly recommended to use "Paste Values" (ctrl + alt + v, then Values). | |||||||||||||||||||||||||||||||||||||||||||||||||
| Add rows only to the bottom of the table below. Add columns only to the right of EC. | Use start and end fields for starting and end location information. Stops should only be used for stops made between the starting and end location. | ||||||||||||||||||||||||||||||||||||||||||||||||
| General | Vehicle | Movement | Total Aliens Moved | Start | Stop 1 | Stop 1 | Stop 2 | Stop 2 | Stop 3 | Stop 3 | Stop 4 | Stop 4 | Stop 5 | ||||||||||||||||||||||||||||||||||||
| Mission # | Mission Date | Vehicle Owner | Vehicle Type | Vehicle Number | Provider | Movement Type | Overtime | Total Overtime Hours | Contract Officers | ICE Officers | Male | Female | Transgender | Juvenile | Family Unit | Start Location | Start Odometer | Start Departure Time | Start Pick Up | Stop 1 Location | Stop 1 Odometer | Stop 1 Arrival Time | Stop 1 Departure Time | Stop 1 Pick Up | Stop 1 Drop Off | Stop 2 Location | Stop 2 Odometer | Stop 2 Arrival Time | Stop 2 Departure Time | Stop 2 Pick Up | Stop 2 Drop Off | Stop 3 Location | Stop 3 Odometer | Stop 3 Arrival Time | Stop 3 Departure Time | Stop 3 Pick Up | Stop 3 Drop Off | Stop 4 Location | Stop 4 Odometer | Stop 4 Arrival Time | Stop 4 Departure Time | Stop 4 Pick Up | Stop 4 Drop Off | Stop 5 Location | Stop 5 Odometer | Stop 5 Arrival Time | Stop 5 Departure Time | Stop 5 Pick Up |
CORs: Click Here to Validate and Upload G-391 Workbook Vendors: Click Here to Validate G-391 Workbook (+) Unhide additional stop (-) Hide additional stop (+ +) Unhide all stops (--) Hide all stops Vendors: Click Here to Delete Extra Columns
Sample
| AOR: | ATL | Time Period: | Jan 17 - Feb 17 | ||||||||||||||||||||||||||||||||||||||||||||||
| Prime Contractor: | Transport Company A | Invoice # | XXXXXXXX | ||||||||||||||||||||||||||||||||||||||||||||||
| Contract Number: | ABCDE-XX-XXXXX | Submission Attempts: | 0 | ||||||||||||||||||||||||||||||||||||||||||||||
| COR: | John Smith | ||||||||||||||||||||||||||||||||||||||||||||||||
| General | Vehicle | Movement | Total Aliens Moved | Start | Stop 1 | Stop 2 | Stop 3 | Stop 4 | Stop 5 | ||||||||||||||||||||||||||||||||||||||||
| Mission # | Mission Date | Vehicle Owner | Vehicle Type | Vehicle Number | Provider | Movement Type | Overtime | Total Overtime Hours | Contract Officers | ICE Officers | Male | Female | Transgender | Juvenile | Family Unit | Start Location | Start Odometer | Start Departure Time | Start Pick Up | Stop 1 Location | Stop 1 Odometer | Stop 1 Arrival Time | Stop 1 Departure Time | Stop 1 Pick Up | Stop 1 Drop Off | Stop 2 Location | Stop 2 Odometer | Stop 2 Arrival Time | Stop 2 Departure Time | Stop 2 Pick Up | Stop 2 Drop Off | Stop 3 Location | Stop 3 Odometer | Stop 3 Arrival Time | Stop 3 Departure Time | Stop 3 Pick Up | Stop 3 Drop Off | Stop 4 Location | Stop 4 Odometer | Stop 4 Arrival Time | Stop 4 Departure Time | Stop 4 Pick Up | Stop 4 Drop Off | Stop 5 Location | Stop 5 Odometer | Stop 5 Arrival Time | Stop 5 Departure Time | Stop 5 Pick Up | Stop 5 Drop Off |
| AOR-MMYY-XXXX | MM/DD/YYYY | Contractor or ICE | Select from list | XX0001 | Prime / Subcontractor Name | Transfer | Yes / No | 10.00 | 2 | 0 | 5 | 5 | 0 | 0 | Yes / No | Stewart Detention Center, 146 CCA Road Lumpkin, GA 31815 | 50000.00 | 10:00 | 5 | Atlanta City Detention Center, 254 Peachtree Street Southwest Atlanta, GA 30303 | 50250.00 | 13:30 | 14:00 | 2 | 2 |
Definitions
| Definitions - ICE Electronic G-391 Database |
| This tab defines acronyms and commonly used terms associated with transportation of aliens by ERO officers and contractor staff for the purpose of completing the monthly G-391 contractor report. Please note that Sensitive PII is not allowed on this spreadsheet. |
1. Contract Details – This section is filled out by the prime contractor.
| · AOR: Three letter abbreviation for the Area of Responsibility (e.g., SNA, MIA). |
| · Prime Contractor: Company or Government Agency who was awarded the transportation contract. |
| · Contract Number: The number associated with the awarded contract for transportation services. |
| · COR: The Contracting Officer Representative who is responsible for managing the contract. |
| · Time Period: The beginning and end dates for the time period when trips were collected for this report. |
| · Total Monthly Invoice Amount: The total invoice amount associated with the contract and time period reported. |
2. Transportation Activities – This section is filled out by the prime contractor for each movement during the time period.
| General |
| · Mission Number: A uniquely identifiable number associated with each transportation movement. |
| · Mission Date: The date that the trip began (MM/DD/YYYY). |
| Vehicle |
| · Vehicle Owner: Owner of the vehicle used for the mission (e.g. Contractor or the Government). |
| · Vehicle Type: Type of vehicle used to perform the mission (e.g., Sedan, Van, Bus). |
| · Bus - Any vehicle with a passenger seat capacity greater of 25 or greater. |
| · Van - Any vehicle with a passenger seat capacity between 6 and 24. |
| · SUV / Mini-Van - Any vehicle with a passenger seat capacity between 3 and 5. |
| · Sedan - Any vehicle with a passenger seat capacity of 2 or less. |
| · Vehicle Number: Vehicle identification number for the ICE or contractor vehicle used to complete the mission. |
| Movement |
| · Provider: The name of the company that provided the movement (subcontractor, prime contractor, or ICE if applicable). |
| · Movement Type: See descriptions below: |
| · Air Removal - Ground transportation of aliens to an airport for final removal via air. |
| · Air Transfer - Transporting aliens in custody to or from an airport for domestic transfers. |
| · Land Removal - Ground transportation of aliens to their country of origin for final removal. (e.g., busing or walking aliens into Mexico). |
| · Legal - Transporting of aliens for legal appointments (i.e. court, lawyer or consulate visits). |
| · Medical - Transporting detainees to a hospital or clinic for medical reasons. |
| · Ambulatory - Chasing an ambulance. |
| · Pick Up - Apprehension of an alien from a non-ICE location. (e.g., pick up from jail / prison). |
| · Release - Transporting aliens that have been released from custody to a U.S. domestic location (i.e. bus terminal). |
| · Transfer - Transporting detainees in ICE custody from one facility to another. |
| · Stationary Duty - Time spent performing detention related guard duties (e.g. front gate guard duty, facility patrols, interview escorts, detainee in/out processing, and other guard duties including remote post duties such as in-patient medical stays). |
| · Other - Transportation for a reason other than moving aliens (e.g. vehicle maintenance, file transfers). |
| · Overtime: Yes/No if overtime was needed for this trip. |
| · Total Overtime Hours: The number of overtime hours for the trip. |
| · Contract Officers: Number of contract staff participating in the mission’s transportation team. |
| · ICE Officers: Number of ICE employees participating in the mission’s transportation team. |
| Total Aliens Moved |
| · Males: Number of adult males transported. |
| · Females: Number of adult females transported. |
| · Transgender: Number of transgender aliens transported. |
| · Juvenile: Number of juvenile aliens transported. |
| · Family Unit: Yes/No if a family unit was transported. |
3. Trip Details – This section is filled out by the prime contractor for each movement during the time period.
| Start |
| · Start Location: Location where the trip began |
| · Start Odometer: The odometer reading of the vehicle before the vehicle leaves the start location |
| · Start Departure Time: The time (HH:MM) when the vehicle left the start location. |
| · Start Pick Up: The number of aliens in the vehicle at the time of departure. |
| Stop 1 - 10 |
| · Stop 1-10 Location: Location where the stop occurred. |
| · Stop 1-10 Odometer: Odometer reading from the vehicle after arriving at the stop location. |
| · Stop 1-10 Arrival Time: The time (HH:MM) when the vehicle arrived at the stop location. |
| · Stop 1-10 Departure Time: The time (HH:MM) when the vehicle left the stop location. |
| · Stop 1-10 Pick Up: The number of aliens that were picked up at the stop location. |
| · Stop 1-10 Drop Off: The number of aliens that were dropped off at the stop location. |
| End |
| · End Location: Location where the trip ended. |
| · End Odometer: The odometer reading of the vehicle when the vehicle arrives at the end location. |
| · End Arrival Time: The time (HH:MM) when the vehicle arrived at the end location. |
| · End Drop Off: The number of aliens dropped off at the time of arrival at the end location. |
· Comments: Any comments regarding the trip that are relevant to the invoice or trip details.
Validation Explanations
| Validation Explanations |
| This G-391 template includes validation mechanism that highlights missing or invalid data inputs. Please refer to the table below for additional information on the color-coded validation flags. |
| Cells with red dotted borders Indicate critical key fields that are missing. These fields must be populated in order for the upload to be successfully completed. |
| - Critical Key Fields: AOR, Prime Contractor, Contract Number, COR, Time Period, Mission #, Mission Date, Vehicle Owner, Vehicle Type, Provider, Movement Type |
| Rows with yellow highlighted Mission # indicate that one or more trip fields are incomplete or have invalid input. Look for cells highlighted in orange or with red borders to identify missing or invalid input. If Mission # is highlighted in yellow and there are no cells highlighted in orange, please confirm that all applicable stop information is populated. |
| Cells that are highlighted in orange indicate missing or invalid data input. |
| - Examples of Invalid Input: input does not match drop-down choices and/or incorrect data format such as number, date, etc.; Total trip miles equal 0 or exceed 2000 miles; last stop and end location are identical |
Mission # and Mission Dates cells highlighted in blue indicate duplicate trips. There should not be duplicate trips included in the G-391 upload.
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