A0002_70CDCR24R00000013 - Attachment 5 - Questions and Answers.xlsx
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- Attached to
- Request for Proposal (RFP) for Buffalo (Batavia) Service Processing Center Federal contract opportunity
- Solicitation number
- 70CDCR24R00000013
- Issued by
- Immigration and Customs Enforcement
About this file
This document is a set of Questions and Answers related to a Request for Proposals (RFP) for comprehensive detention services at the Buffalo Federal Detention Facility (BFDF) in Batavia, New York. The RFP is for a 10-year Indefinite Delivery Indefinite Quantity (IDIQ) contract with a 120-day transition period. The contractor will be required to provide detention services, transportation, food services, and other support at the government-owned BFDF facility in accordance with ICE Performance-Based National Detention Standards. The RFP is a competitive 8(a) set-aside. The document covers a variety of topics including staffing, training, facility operations, transportation, food services, and asset management. It also addresses issues around licensing, medical exams, drug testing, radios, uniforms, and equipment. Several attachments are referenced, including a Minimum Post Breakdown, Pricing Summary, and CBAs for incumbent staff. The government provides responses to clarify requirements and indicates they will not be able to provide certain confidential information about the incumbent contractor.
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Text version
1. RFP Template
| Document Title | Section | Page # | Question/Comment | Answers | |
| PWS | II C | pg 11 | "Detainees are classified as High (Level 3), Medium High (Level 2), Medium Low (Level 1.5) or Low Risk (Level 1). Upon discovery that a detainee may be a juvenile, the contractor shall immediately notify the COR or ICE-designee and follow the instructions of the COR or ICE-designee." By classification and gender percentages, what is the average monthly composition of the detainee population? | Confidential information. Per PWS II C, Scope of Work, contractor shall plan to house both male and female detainees. Juveniles are not housed at BFDF. | |
| Attachment+20+-+CBA_SEIU_2021-2024.pdf | Appendix C | pg 23 | Are there any Cook 1s currently on staff? | The make-up of the current staff is confidential information | |
| Attachment+20+-+CBA_SEIU_2021-2024.pdf | Appendix C | pg 23 | Is there a Laundry Lead currently on staff? | The make-up of the current staff is confidential information | |
| Attachment+20+-+CBA_SEIU_2021-2024.pdf | Appendix C | pg 23 | Are there any Order Fillers currently on staff? | The make-up of the current staff is confidential information | |
| 70CDCR24R00000013+-+RFP+-+Sections+B-M | 5 | 122 | The RFP lists a cover letter/TOC requirement for the pricing volume only. Is a cover letter required for all the volumes in the proposal? | A cover letter is not required for all volumes, however if it's included it's not counted toward page limit. | |
| 70CDCR24R00000013+-+RFP+-+Sections+B-M | 5 | 122 | The RFP lists a cover letter/TOC requirement for the pricing volume only. Is a Table of Contents required for all the volumes in the proposal? | A cover letter is not required for all volumes, however if it's included it's not counted toward page limit. | |
| 70CDCR24R00000013+-+RFP+-+Sections+B-M | L.6 2. | 114 | Is it the governments intention to have key positions staffed before the phase I presentations? | In accordance with the RFP Section L.6 2. 'Offeror Participants': The offeror participants shall include at least one of the following key personnel: • Facility Director, • Chief of Security. Note: Emergency substitutions for the requested key personnel will be handled on a case-by-case basis and must be approved by the CO in advance of the presentation. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | II. C. Paragraph 10 | 11 | The contractor shall furnish all personnel, management, equipment, office supplies, food rations, training, certification, commissions, inspections, and services necessary for performance of all aspects of the contract. Unless explicitly stated otherwise, the contractor is responsible for all costs associated with and incurred as part of providing the services outlined in this contract. Is the contractor responsible for purchasing the food with their own accounts? | Yes contractors are responsible for purchasing food. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | II. E. 1. | 12 | The contractor shall provide all such ground transportation services, and references Attachment 9--Route and Mileage Data. Will the govenrment provide total annual mileage driven? Attachment 9 only provids an estimate for 3,738 miles. | See updated Attachment 9 for more information regarding mileage. Offerors shall use the RFP information and corresponding instructions in the pricing summary to price proposal. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+9+-+Route+and+Mileage+Data | N/A | 1 | Attachment 9 only provids an estimate for 3,738 miles between two operating locations. Will the government confirm contractors are only to estimate costs for 3,738 annual miles? | See updated Attachment 9 for more information regarding mileage. Offerors shall use the RFP information and corresponding instructions in the pricing summary to price proposal. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+9+-+Route+and+Mileage+Data | II. E. 1. | 12 | Attachment 9 only provides an estimate for 3,738 miles between two operating locations. Will the government provide how many times per week each of those trips are conducted? | See updated Attachment 9 for more information regarding mileage. Offerors shall use the RFP information and corresponding instructions in the pricing summary to price proposal. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+9+-+Route+and+Mileage+Data | II. E. 1. | 12 | Attachment 9 only provides an estimate for 3,738 miles. Will the govnerment provide how many miles are driven per month including locations not listed in the trips list? | See updated Attachment 9 for more information regarding mileage. Offerors shall use the RFP information and corresponding instructions in the pricing summary to price your proposal. Per the PWS, 'ICE anticipates normal transportation requirements other than hospital visits and local needs (Attachment 9 – Route and Mileage Data). In addition to unspecified or miscellaneous locations, the contract facility must support transportation to and from locations as directed by ICE COR or designee.' | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.B.1. | 21 | the contractor shall fully staff the facility to secure, control, and supervise detainees in custody regardless of the detainee population in accordance with the contractors staffing plan. The contractor shall ensure daily detention officer assignment rosters, by shift, for the duration of the contract. Does the government expect offerors to staff 3 daily 8 hour shifts? | The offeror shall propose a staffing plan it deems appropriate to fulfill the requirements of the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.B.1. | 21 | the contractor shall fully staff the facility to secure, control, and supervise detainees in custody regardless of the detainee population in accordance with the contractors staffing plan. The contractor shall ensure daily detention officer assignment rosters, by shift, for the duration of the contract. Will the government allow offerors to staff 2 daily 12 hour shifts? | The offeror shall propose a staffing plan it deems appropriate to fulfill the requirements of the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.C. | 24 | The contractor is solely responsible for ensuring employees are in sound mental and physical condition able to perform essential functions described within this contract, with reasonable accommodation, if applicable. All officers who work under this contract shall pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment and annual thereafter – and a deliverable entitled “Employee Medical Exam Reports – all employees) shall be made available to the COR. Does the government intend for the incumbent contractor to ensure personnel to remain current with their medical availability for contract turnover? | The current contract and incumbent contractor's employees are not relevant to the RFP competition. The awardee's employees shall meet the medical requirements as outlined in the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.C. | 24 | The contractor is solely responsible for ensuring employees are in sound mental and physical condition able to perform essential functions described within this contract, with reasonable accommodation, if applicable. All officers who work under this contract shall pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment and annual thereafter – and a deliverable entitled “Employee Medical Exam Reports – all employees) shall be made available to the COR. Does the government intend for the incumbent contractor to allow personnel to lapse with this requirement for contract turnover? | The current contract and incumbent contractor's employees are not relevant to the RFP competition. The awardee's employees shall meet the medical requirements as outlined in the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.Personnel and Staffing D. Employee Health and TB Skin Test | 25 | Are all detention officers and supervisors current with their TB vaccinations? | Confidential information. The awardee's employees shall meet the medical requirements as outlined in the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.Personnel and Staffing E. Random Drug and Alcohol Testing | 27 | Are all detention officers and supervisors current on Random Drug and Alcohol Testing? | Confidential information. The awardee's employees shall meet the medical requirements as outlined in the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.O.1.3rd para - Unifrorms -The only mention of radios is in this section and mentions "handheld radio". | 33 | Are radios furnished by the government? | No radios are not furnished by the government. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.O.1.3rd para - Unifrorms -The only mention of radios is in this section and mentions "handheld radio". | 33 | If Radios are not furnished by the Government, what model/make of radios are required? | APX 6000 or compatible. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III. P.1. - Licensing of Employees | 34 | A search of the New York State licensing website indicates that the current contractor has 50 armed guards that are licensed and 11 unarmed guards that are licensed. https://appext20.dos.ny.gov/lcns_public/roster_cursor?p_record_id=11000184881&p_display_start=1& (copy and paste link to view) Possibly the website has not been updated but it would indicate that licensing is not current. Are all detention officers and supervisors current on State of New York guard licensing requirements? | Confidential information. The awardee's employees shall meet the licensing requirements as outlined in the PWS. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.S. Training, 1st para - RFP states, "The contractor will submit a monthly schedule of available seats (no less than half) for non-contract staff …...or any other person as directed by the COR." | 36 | Is this for ACA training only (i.e. excludes company specific, weapons-based, or security/detention-specific subjects)? | The training subjects are outlined in Section S. 'Training', 1. 'General Training Requirements a) 'Basic Training Subjects' of this referenced section. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.S. Training, 2nd - RFP states, "The contractor shall provide an off-site location/venue for its training program to train their employees and contractor staff." | 36 | Is all trainingto be conducted at an off-site, contractor operated training facility? | Training is to be conducted off-site in accordance with the PWS. An "operated training facility" is not required. Contractor shall simply provide off-site space to conduct training. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.S.1.a)** RFP states, "Armed transportation/officers shall receive semi-annual firearms requalification." | 37 | Is Firearms requalification required semi-annually ? | See updated PWS. Firearm requalification is required quarterly. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | III.S.1.c)5) RFP states, ….the DCT shall complete 40 hours of training per year…, plus an addition 8 hours per month, plus 24 hours of joint training with ICE per year. | 38 | Is the 8 hour monthly requirement met on those months where the 40 hour or the 24 hour requirement is met for a total training requirement of 128 hrs? 40+24+80 (10 months at 8 hours ea) = 144 | The 64 hours per year referenced in the PWS is for full team training. The "additional 8 hours of training" per month does not have to be as a full team. Hence, 64 plus 96 (12 x 8 hours each month) equals 160 total training for each DCT Officer. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | IV. Detention Services, A.6. states, "The contractor shall provide and distribute articles of personal hygiene . . . " | 40 | To confirm, personal hygiene products are purchased by (at the cost of) the government and distributed by the contractor? | Confirming this is correct. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | "V. B Manage and Account for Detainee Assets, 2nd para - "every housing area shall include a designated storage area. This area shall contain a lockable or other securable space for storing detainees authorized personal | ||||
| property." | 45 | Is this detainee property only the property issued to the detainee and/or purchased by the detainee? | Any property that is allowed per ICE policy. | ||
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | V. B. Manage and Account for Detainee Assets, 4th para - states: "In addition to the above question regarding detainee personal hygiene products, B. states "The contractor shall provide . . . .This shall include, but is not limited to . . . Detainee personal hygiene items, uniforms, undergarments . . . ." | 46 | Is the contractor responsible for purchasing, under a reimbursable CLIN, detainee personal hygiene products and uniforms and undergarments? | No the contractor is not responsible for purchasing, under a reimbursable CLIN, detainee personal hygiene products, uniforms and undergarments. These will be purchased by the government. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | VII. Food Services, A., 1st para - states: "The contractor shall purchase and provide food and related food items as part of its proposed facility operation cost. | 59 | Is "food and related food items" considered a reimbursable cost to the contractor? | No this is not a cost-reimbursable contract. The contractor shall propose in accordance with the CLIN structure/schedule and instructions provided in the pricing summary Attachment 2. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | VII. Food Services, A., 1st para - states: "The contractor shall purchase and provide food and related food items as part of its proposed facility operation cost. | 59 | Are these costs reimbursable under CLIN 001a? | No. This is not a cost-reimbursable contract. The offeror shall consider such costs when determining its FFP for CLIN 001a, however, the contractor shall propose in accordance with the CLIN schedule. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | VII. Food Services, A., 1st para - states: "The contractor shall purchase and provide food and related food items as part of its proposed facility operation cost. CLIN 001a. | 59 | Is the contractor to price the estimated cost of food, related food items and food service supplies into their proposal | The PWS requires the contractor to provide the food and any food related items. Contractors are to propose in accordance to the CLIN schedule and the pricing summary instructions. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | VII. Food Services, A., 1st para - states: "The contractor shall purchase and provide food and related food items as part of its proposed facility operation cost. CLIN 001a. | 59 | Does the Government pay for the food and related food items costs? | No. Such costs are the awardee's responsibility. Contractors are to propose in accordance to the CLIN schedule and the pricing summary instructions. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | VII. Food Services, A., 1st para - states: "The contractor shall purchase and provide food and related food items as part of its proposed facility operation cost. CLIN 001a. | 59 | Is it the responsibility of the contractor to order the food and related food items that the Government pays for? | The PWS requires the contractor to provide the food and any food related items. Contractors are to propose in accordance to the CLIN schedule and the pricing summary instructions. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | X.A. Firearms Requirements, 14th para states: "Quarterly Firearms Qualification Results shall be provided to the ICE Designee." | 65 | In the Training Section the PWS states that …officers shall receive semi-annual Firearms requalification. Here the PWS states that firearms requalification is quarterly. How often are Transportation/Armed Officers to requalify with their firearm? | PWS has been updated to…'officers shall received quarterly firearm requalification'. | |
| 70CDCR24R00000013+-+RFP+-+Attachment+1+-+PWS | X. Firearms/Body Armo, A. 12th para states: "The contractor shall obtain and maintain on file appropriate state and municipality permits and weapons permits for each officer. | 65 | As stated in question above, the New York State Licensing website indicates that the current contractor has 50 licensed armed guards that are licensed. Due to the high risk presented by armed personnel, this would be something that the offeror might assume is current. Are ALL armed officers currently licensed by the New York Department of State and currently meeting this requirement? | Confidential information. The awardee's employees shall meet the licensing requirements as outlined in the PWS. | |
| Attachment 20 | Appendix A | 20 | Lieutenants pay rate is based on seniority. These variances, spread across multiple positions and projected across a 10 year POP have significant impacts on proposal pricing. Will ICE send a Lieuntenants FTE count subtotaled by seniority? | Yes please see NEW attachment to the solicitation for more information on seniority. A0002- Seniority Information-Attachment 25 | |
| Attachment 21 | Appendix C | 21 | SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 200 UNITED members appear to receive a longevity differential in the base pay rate. These variances, spread across multiple positions and projected across a 10 year POP have significant impacts on proposal pricing. Will the ICE send a roster with FTE counts by LCAT and longevity? | Yes please see NEW attachment to the solicitation for more information on seniority. A0002- Seniority Information-Attachment 25 | |
| Attachment 22 | Section 15.3 | 38 | "At each three (3) year increment of service each Officer will receive a longevity increase of seventy-five cents (.75) per hour, in accordance with Appendix A. This benefit is based on the Officer’s date of hire." These variances, spread across multiple positions and projected across a 10 year POP have significant impacts on proposal pricing. Will ICE provide a roster of FTE count by longevity increment? | Yes please see NEW attachment to the solicitation for more information on seniority. A0002- Seniority Information-Attachment 25 | |
| attachment 22 | Appendix A | 46 | NEW HIRE TRAINING PAY: $17.72 will be below the New Federal Contractor Minimum Wage Effective January 1, 2025 (Federal Register / Vol. 89, No. 189). Are offorers required to price based on the existing CBA rate and later submit a price adjustment after award? | See NEW attachments to the solicitation. These attachments (23 & 24) are MOU/Addendums to the CBA's previously provided. Offerors shall base price on existing CBA's/WD/MOU/MOA's and submit a price adjustment later if required. | |
| attachment 22 | Appendix A | 46 | NEW HIRE TRAINING PAY: $17.72 will be below the New Federal Contractor Minimum Wage Effective January 1, 2025 (Federal Register / Vol. 89, No. 189). Are all offorers required to price using the Minimum Wage for Federal Contracts Covered by Executive Order 14026 that will be effective when the contract begins? | See NEW attachments to the solicitation. These attachments (23 & 24) are MOU/Addendums to the CBA's previously provided. Offerors shall base price on existing CBA's/WD/MOU/MOA's and submit a price adjustment later if required. | |
| PBNDS 2011, Rev 2016 | 5.2 B. Types of Trips & Travel Arrangements | 365 | How many historical "local" trips were completed? | See revised information in Attachment 9. Offeror shall propose based on PWS requirements and the CLIN schedule. | |
| PBNDS 2011, Rev 2016 | 5.2 B. Types of Trips & Travel Arrangements | 365 | Of the completed historical "local" trips, what were the destinations and quantities for each? | See revised information in Attachment 9. Offeror shall propose based on PWS requirements and the CLIN schedule. | |
| PBNDS 2011, Rev 2016 | 5.2 B. Types of Trips & Travel Arrangements | 365 | How many historical "extended" trips were completed? | See revised information in Attachment 9. Offeror shall propose based on PWS requirements and the CLIN schedule. | |
| PBNDS 2011, Rev 2016 | 5.2 B. Types of Trips & Travel Arrangements | 365 | Of the completed historical "extended" trips, what were the destinations and quantities for each? | See revised information in Attachment 9. Offeror shall propose based on PWS requirements and the CLIN schedule. | |
| RFP Attachment 1 PWS | VI. FACILITY SECURITY AND CONTROL | ||||
| P. Sanitation and Hygienic Living Conditions | 58 | Can the Government provide historical workload for janitorial services in the secure areas of the facility? | No, however, the offeror shall consider the availability of the Detainee Voluntary Worker program to participate in such activities. | ||
| RFP Attachment 1 PWS | VI. FACILITY SECURITY AND CONTROL | ||||
| P. Sanitation and Hygienic Living Conditions | 58-59 | Can the Government provide historical workload for assisting medical in turning over medical housing beds/examination rooms and wipe down medical beds? | No, however, the offeror shall consider the availability of the Detainee Voluntary Worker program to participate in such activities. | ||
| RFP Attachment 1 PWS | VI. FACILITY SECURITY AND CONTROL | ||||
| P. Sanitation and Hygienic Living Conditions | 58 | Can the Government provide historical workload for janitorial trash removal in the secure areas of the facility? | No, however, the offeror shall consider the availability of the Detainee Voluntary Worker program to participate in such activities. | ||
| RFP Attachment 1 PWS | VIII. Recreational Services B. Recycling Program | 62 | Can the Government provide historical workload for recycling removal? | No, however, the offeror shall consider the availability of the Detainee Voluntary Worker program to participate in such activities. | |
| RFP Attachment 1 PWS | VII. FOOD SERVICES | ||||
| A. Manage Food Service Program in a Safe and Sanitary Environment | 60-61 | Can the Government provide a sample meal plan for a single day? | No the government cannot provide that information? | ||
| Att20 CBA SEIU 2021-2024 | Cover | 1 | This Collective Bargaining Agreement is due to expire on November 30, 2024. Is there Memorandum of Understanding available that extends the date, or is there a more current version of this CBA that includes a more future period? The rates and factors included in this CBA to price the service personnel covered by it will be out of date. | See NEW attachments to the solicitation. These attachments (23 & 24) are MOU/Addendums to the CBA's previously provided. Offerors shall base price on existing CBA's/WD/MOU/MOA's and submit a price adjustment later if required. | |
| Attachment 20 - CBA_SEIU_2021-2024 | Article X Seniority - Layoff - Recall - Vacancies |
Section 2. Seniority Lists
| & Appendix C Longevity | 9 | Can the Government please provide the seniority list? | Yes see NEW attachment to the solicitation for more information on seniority. A0002- Seniority Information-Attachment 25 |
| Attachment 21 - CBA_NYSLEOU_CBA_2023-2026 | Article 11 - Seniority, Section 3 - Seniority List | ||
| & Article 25 - Longevity | 8, 9 | Can the Government please provide the seniority list? | Yes please see NEW attachment to the solicitation for more information on seniority. A0002- Seniority Information-Attachment 25 |
| Attachment 22 - CBA_BDOU_2023-2026 | Article 3 Seniority |
| Appendix A | 5, 6 | Can the Government please provide the seniority list? | Yes please see NEW attachment to the solicitation for more information on seniority. A0002- Seniority Information-Attachment 25 | ||
| Sections B-M | Section L, 5.Volume IV Price Proposal (Factor 6) | 122 | In the guidance provided regarding RFP Attachment 2 (Pricing Summary), we are advised under Tab "1. Evaluated Price" tab that years four and eight have included one extra day to account for a leap year. Since Section F.2, Period of Performance, indicates no actual dates will be incorporated until award, and the next leap years are 2028 and 2032, can we assume, for proposal purposes, that Year 1 (inclusive of four-month Transition-In period) will start on 1/1/2025? | Government can not confirm when the POP will start. | |
| Att1 PWS | Section III.S, Personnel and Staffing, Training | 35 | We read that all new detention officers will receive training. Are all incumbent officers current with their training/qualifications requirements? | Yes. However, awardee shall plan to begin annual refresher training immediately as individual employee training "expires" at varying intervals. | |
| Att1 PWS | Section V.L, Required Administration and Management Services, Manage and Maintain a Detainee Telephone System (DTS) | 51 | Please confirm that the offeror needs only to provide detainees with reasonable and equitable access to telephones; that these services are already being provided by another contractor (Talton Communications). | Confirming this is correct. | |
| Att1 PWS | Section V.M, Required Administration and Management Services, Virtual Attorney Visitation (VAV) | 52 | This section discusses the requirements for booths and equipment to facilitate VAV. Can we assume that the infrastructure is already in place (i.e., VAV has been implemented at Batavia, and booths are built and equipment installed), and the offeror needs to maintain same in an operational condition? Please advise. | Confirming this is correct. | |
| Att1 PWS | Section X.A, Firearms / Body Armor, Firearms Requirements | 64-65 | The contractor is required to provide safes/vaults for storage of firearms and ammunition, for each location where firearms are issued or exchanged. Can we assume this means in the same designated areas as the clearing barrels and gun lockers (e.g., main gate, lobby, transportation lobby, entrances, etc.)? | Yes, contract gun lockers and or safes are located inside the sally port area and provided by the contractor. The clearing barrel is provided by the government. The contractor shall store its ammunition off site. | |
| Att3 BFDF Minimum Post Breakdown | Support Posts & Misc Hours | Sheet 1 | We see the total number of hours listed in column I for all positions; however, not all hours per day are listed in the same manner as previous sections. In these instances, do we assume that these are all M-F positions with 8 hours per day? | The offeror shall propose a staffing plan it deems appropriate to fulfill the requirements of the PWS. | |
| Att8 Fixed and Non-Fixed Assets | Food Service Area | 2 | We see that the potato peeler, buffalo chopper, and griddle (x2) have a note indicating "in the works to be removed". Will these items be replaced? | These items are in the process of being excessed. If they are replaced at a future date, ICE will provide. | |
| Att8 Fixed and Non-Fixed Assets | Food Service Area | 2 | We see that the potato peeler, buffalo chopper, and griddle (x2) have a note indicating "in the works to be removed". Is it expected that the contractor is to provide replacement for them? | These items are in the process of being excessed. If they are replaced at a future date, ICE will provide. | |
| Att9 Route and Mileage Data | Transportation Routes | 1 | This attachment lists the routes to various locations from BFDF and Albany Sub-office, with a total mileage for round trip of each. However, there is no indication of how often these trips are made. What is the frequency (daily, weekly, or …)? Please clarify. | Unlike some other Field Offices, Buffalo does not have a set number of daily / routine trips. The offeror shall propose based on PWS requirements and the CLIN schedule. See updated information in Attachment 9. | |
| Att14 ICE National Detainee Handbook | Meals, Activities, and Services | 18-19 | Please provide available historical data regarding meals provided that are considered part of a special diet due to medical or religious factors. | Religious Meals have averaged approximately $20K/year for the last 3 years. | |
| Att14 ICE National Detainee Handbook | Dress and Grooming | 21 | Is the contractor responsible for providing (pricing, paying for/funding) uniforms for detainees? | No contractor is not responsible for providing uniforms for detainees. | |
| Att14 ICE National Detainee Handbook | Dress and Grooming | 21 | Please provide available historical data regarding detainee security levels. | Confidential information. | |
| Att15 DCT Master Equipment List | DCT Master Equipment Inventory | 1 | Are we correct in assuming these items are available for contractor use and will be provided? | Confirming that this information is correct. | |
| Att15 DCT Master Equipment List | DCT Master Equipment Inventory | 1 | Does the contractor need to provide DCT equipment? | The items on Attachment 15 will be provided to the awardee. Any additional items proposed shall be acquired by the awardee. | |
| Att18 Government Vehicles | Government Vehicles | 1 | Of the vehicles listed, should they be needed and use allowed by the Government, are they appropriately configured to meet detainee transport requirements? | Yes they are. | |
| Responses to RFI Batavia Detention Jan2024, Att2 PWS | RFI #18, Section IV.A, Detention Services, Detention Site Standards | 40 | RFI #18 asks if the contractor is to purchase articles of personal hygiene, and the response indicated the Government will provide such items. However, Att2 PWS states the contractor whall provide and distribute articles of personal hygiene. Please clarify which is accurate. | See updated PWS. ICE provides such items, the contractor is responsible to distribute these items. | |
| Att2 PWS | Section V.A.7, Required Administration and Management Services, Manage the Receiving and Discharge of Detainees | 45 | The contractor is required to provide a computer-based detention management software system (DMS). Is there a system currently in place, and if so, what is it? | Confidential information. | |
| Att2 PWS | Section V.B, Required Administration and Management Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | We read that "ICE shall procure, stock, inventory, and distribute all facility and detainee supplies." Please provide more detail on what this includes; acknowledge it includes linens-type items, but does this also include: |
detainee uniforms?
detainee personal hygiene items?
kitchen supplies (dishware, flatware, serving trays, etc.)?
| food supplies? | See revised PWS. Confirming that ICE will provide detainee uniforms, personal hygiene items, and kitchen supplies. Food, however is provided by the contractor. | ||||
| Att2 PWS | Section II.C, General, Scope of Work | 9 | It is stated that the contractor must provide unarmed detention officers, armed detention officers, and armed transportation officers. However, in review of the remaining solicitation documents, it is unclear which positions/duties will allow for unarmed detention officers. Please provide clarification. | Attachment 3 indicates which posts shall be armed. For clarity, those marked with a * are the armed positions. | |
| Att2 PWS | Section II.C, General, Scope of Work | 10 | Is the PBNDS requirement for a PREA Officer presently being provided by the current contractor? | The make-up of the current staff is confidential information. The offeror shall propose a staffing plan it deems appropriate to fulfill the requirements of the PWS. | |
| Att2 PWS | Section II.C, General, Scope of Work | 10 | Is it the Government's direction / intent, as no PREA responsibilities are implied by the staffing matrix (Attachment - 3), that PREA responsibilities will be provided as a collateral duty of the prescribed staff? | The offeror shall propose a staffing plan it deems appropriate to fulfill the requirements of the PWS. | |
| Att2 PWS | Section II.C, General, Scope of Work | 10 | Will a revised Attachment - 3 be released to account for a dedicated PREA position? | No attachment 3 will not be updated to include a PREA position. | |
| Att2 PWS | Section II.D.2, General, Facilities, ICE IT Equipment | 12 | Will the Gov't permit cable drops and/or surface mounting of IT equipment (i.e. repeaters, interface devices, etc.) to support contractor operations? | Yes, subject to review and approval by ICE. | |
| Att2 PWS | Section II.E.3, General, Armed Transportation Services | 12 | Given the potential for extreme seasonal weather fluctuations in/around the BFDF location, does the Government proscribe or require any additional transportation or vehicular equipment or standards beyond those addressed in the PBNDS? | No the government will not require additional vehicular equipment. | |
| Att2 PWS | Section II.E.7, General, Armed Transportation Services | 13 | How many overnight transportation runs are done each year? | See revised Pricing Summary. Travel CLIN has been added. No more than 40 overnight trips per year. | |
| Att2 PWS | Section II.E.9, General, Armed Transportation Services | 13 | As written, this requirement is without limitation to the contractor's operational range and responsibility. This could be a significant concern if the destination location is outside of the contractor's, or Transportation Officer's, licensed areas of jurisdiction. Would the Government please provide better parameters to this question (i.e. neighboring states, mileage range, etc.)? | Transportation activities are not regularly scheduled (i.e. daily trips to specific locations). Awardee shall perform transports as directed on the approved G-391. For proposal purposes, offeror is only required to provide the licenses required in the PWS. A few of the known states are PA, VT, NJ, and OH. | |
| Att2 PWS | Section II.E.11, General, Armed Transportation Services | 13 | Item 11 reads, "ICE anticipates normal transportation requirements other than hospital visits and local needs (Attachment 9 – Route and Mileage Data). In addition to unspecified or miscellaneous locations, the contract facility must support transportation to and from locations as directed by ICE COR or designee..." Please provide clarification as to what the Government means by "the contract facility" in this instance. | See updated PWS. This should state contractor. | |
| Att2 PWS | Section II.E.13, General, Armed Transportation Services | 14 | Paragraph 13 states, "The contractor shall provide a fleet of contractor vehicles in accordance with Item 12 below." Does the Government actually mean to reference item 14 (below)? | Yes the government meant #14. | |
| Att2 PWS | Section II.E.15, General, Armed Transportation Services | 14 | Is the Malta, NY team the same as the Albany, NY posts found on line 36 of Attachment - 3? | Yes confirming this is correct. | |
| Att2 PWS | Section II.E.15, General, Armed Transportation Services | 14 | What is the passenger configuration or capacity (including the driver) for the Malta, NY van? | A 12 passenger van is required. | |
| Att2 PWS | Section II.E.16, General, Armed Transportation Services | 14 | Does the Government have a standard pre-notice period used prior to requiring personnel be available in Champlain? | See updated PWS. ICE will provide contractor with 60 day notice of intent to provide these services. | |
| Att2 PWS | Section II.E.16, General, Armed Transportation Services | 14 | Is the referenced Champlain vehicle in addition to the fleet described at item 14? | Yes the referenced Champlain vehicle is in addition to the fleet described in item 14. | |
| Att2 PWS | Section II.E.16, General, Armed Transportation Services | 14 | What is the configuration of the van to be located in Champlain? | A 12 passenger van is required. | |
| Att2 PWS | Section II.E.16, General, Armed Transportation Services | 14 | Is there an anticipated staffing duration associated with staffing a transportation team in Champlain (i.e. single overnight or longer term)? | Once this optional CLIN is exercised, this will become a permanent post throughout the duration of the contract. | |
| Att2 PWS | Section II.E.16, General, Armed Transportation Services | 14 | Is this team in addition to the staffing provided in Attachment - 3? | Yes this team is in addition to the staffing provided in Attachment 3. | |
| Att2 PWS | Section II.G, General, Notification and Public Disclosures | 15 | Will the Government be restricting or officially categorizing any of this information as CUI? | Yes the government will. | |
| Att2 PWS | Section II.J, General, Quality Control | 18 | Is it ICE's intention for non-incumbent contractors to deliver a final QCP by no later than the PAC without having sufficient time on site to observe localized functions prior to award? | The final QCP is not required until after award. Any reviews / changes shall be made during the mobilization period. | |
| Att2 PWS | Section II.J, General, Quality Control | 18 | What is the anticipated COR response time regarding the require modifications to the QCP? Adequate response time to implement any modifications and resubmit the QCP will be needed to ensure an acceptable product. As presently written, this appears to express an unfair advantage for the incumbent. | In accordance with the RFP deliverables the Final QCP will be delivered 60 days after award, and the COR has 30 days from receipt to provide a response. Any reviews / changes shall be made during the mobilization period. | |
| Att2 PWS | Section II.J, General, Quality Control | 18 | This statement implies the QCP will be provided as part of the proposal. If this is the case, please provide the proposal volume number and factor in which the QCP must be submitted, as well as the corresponding Section L instructional references and Section M evaluation criteria that relate to the QCP to be included in the proposal. | Section II J of the PWS states "The contractor shall provide a final QCP (Deliverable 1) to the CO for concurrence not later than the post award conference (or as directed by the CO)." Furthermore, the RFP E.3 'Deliverables Chart' state the Final QCP shall be provided within 60 days after award. | |
| Att2 PWS | Section III.B.3, Personnel and Staffing, Contractor Staffing Plan, Floor Plan and Key Personnel; Key Personnel | 22 | Positions referenced as "F" and "G" are not included in this PWS. Please clarify how contractors are to respond to this situation (i.e. ignore or await an amendment rectifying these omissions). | Finalized PWS did not include positions F & G. The draft PWS had these positions. Positions F and G does not exist. | |
| Att2 PWS | Section III.B.3, Personnel and Staffing, Contractor Staffing Plan, Floor Plan and Key Personnel; Key Personnel | 22 | Please clarify how these positions (C, E, F, and G) may be collateral duty assignments while they are simultaneously individually identified in the Attachment - 3 (BFDF Minimum Post Breakdown), which implies them to be requisite minimums. | See updated PWS. Supervisors, Food Administrator cannot be collateral duty assignments. | |
| Att2 PWS | Section III.B.4, Personnel and Staffing, Contractor Staffing Plan, Floor Plan and Key Personnel; Subcontractor or Independent Contractor Personnel | 24 | Does this requirement extend to selection of vendors which may fluctuate or be added to the contractor's resource plan following award? | Yes it does. | |
| Att2 PWS | Section III.D.7, Personnel and Staffing, Employee Health and Health Records | 27 | Is it the Government's position that this requirement necessitates a neurological or psychological exam of all detention officers prior to performance? | The medical exam requirements are provided in the PWS. | |
| Att2 PWS | Section III.D.7, Personnel and Staffing, Employee Health and Health Records | 27 | If a neuro/psych exam is required, what is the iterative indicator or schedule for renewal or review? | The medical exam requirements are provided in the PWS. | |
| Att2 PWS | Section III.D.8, Personnel and Staffing, Employee Health and Health Records | 27 | Will incumbent employees with valid TB certificates and other medical screenings be accepted at the commencement of contract performance? | Yes they will. | |
| Att2 PWS | Section III.E, Personnel and Staffing, Random Drug and Alcohol Testing | 27 | If ICE directs a for cause drug screening, and the results are confirmed negative (or non-positive), will the contractor be reimbursed for the cost of the screening and employee's time associated with getting screened? | No they will not be reimbursed. | |
| Att2 PWS | Section III.K, Personnel and Staffing, Tour of Duty Restrictions | 31 | Is COR authorization required for transportation officers to work up to 15 hours in a 24-hour period? | No, according to the PWS 'Employees performing transportation duties can work up to 15 hours in a 24-hr. period as needed under Department of Transportation regulations.' | |
| Att2 PWS | Section III.K, Personnel and Staffing, Tour of Duty Restrictions | 31 | Is a 24-hour period considered to be a standard day (0000-2400 hrs) or is it a "rolling 24-hours"? | This is considered to be a rolling 24-hours. | |
| Att2 PWS | Section III.P.1, Personnel and Staffing, Permits and Licenses, Licensing of Employees | 34 | In addition to NY, which other states will employees work in (i.e. transportation officers crossing state lines)? | A few of the known states are PA, VT, NJ, and OH. | |
| Att2 PWS | Section III.P.1, Personnel and Staffing, Permits and Licenses, Jurisdiction | 34 | Please define how ICE considers this jurisdictional limitation as it pertains to multi-county or multi-state transportation. | Transportation services shall be performed in accordance with the G-391 approved by ICE. | |
| Att2 PWS | Section III.R.1, Personnel and Staffing, Work Schedules, Post Work Schedules | 34 | Would ICE consider allowing a form substitution so long as our scheduling software report addresses all of the required criteria? | Yes this is acceptable. | |
| Att2 PWS | Section III.R.2.a, Personnel and Staffing, Work Schedules, Starting and Stopping Work, Recording Presence | 35 | Will the Government accept a digital version of the GSA Form 139 in order to better store, search, and submit legible reports to the Government? | Yes this is acceptable. | |
| Att2 PWS | Section III.S, Personnel and Staffing, Training | 36 | Does this requirement apply to the incoming contractor during their Transition-In period, when training needs may be initially quite high, but contract performance has not yet begun? | Yes this does. | |
| Att2 PWS | Section III.S.1, Personnel and Staffing, Training, General Training Requirements | 36 | Please clarify how ICE defines "A senior detention officer" that must accompany the detention officer that is receiving their OJT. | The awardee shall make this determination. | |
| Att2 PWS | Section III.S.1.c, Personnel and Staffing, Training, General Training Requirements, On-the-Job Training | 38 | As written, DCT members will receive 40 hours of full team training + 96 hours of monthly training (12 x 8) + 64 hours of training with the ICE SRT Team. This equates to 160 hours of annual DCT training, rather that the 64 hours. Is this recalculation correct? | The 64 hours per year referenced in the PWS is for full team training. The "additional 8 hours of training" per month does not have to be as a full team. Hence, 64 plus 96 (12 x 8 hours each month) equals 160 total training for each DCT Officer. | |
| Att2 PWS | Section IV.C, Detention Services, Language Access | 42 | Is the commercial phone language interpretive service provided by ICE? | Yes | |
| Att2 PWS | Section IV.B, Detention Services, Detainee Voluntary Work Program | 43 | As a point of clarification, this paragraph should be alpha-numerically listed as "F". What has been the average daily population of the Detainee Voluntary Work Program over the last three contract years? | Confidential information. The number is dependent on the total number of detainees in the population that volunteer for the work program. | |
| Att2 PWS | Section IV.B, Detention Services, Detainee Voluntary Work Program | 44 | As a point of clarification, this paragraph should be alpha-numerically listed as "F". Under the current contract, has the COR approved the use of detainee work details outside of the security perimeter? | Confidential Information | |
| Att2 PWS | Section IV.B, Detention Services, Detainee Voluntary Work Program | 44 | As a point of clarification, this paragraph should be alpha-numerically listed as "F". If detainee work has been approved to occur outside of the security perimeter, what was the nature of the work? | Confidential information | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | For warehouse delivery vehicles, what is the loading bay dock height? | 4 feet and 2 feet | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | Is the warehouse facility elevated? | Deliveries can be made via loading dock or ground. | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | Is the warehouse facility on flat ground, allowing forklifts to drive in/out? | Yes it is. | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | Are forklifts used inside the warehouse to access elevated shelving? | Yes it is. | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | If forklifts are used to access elevated shelving or storage, what is the maximum shelving height? | 50 and a half feet tall | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | If forklifts are used to access elevated shelving or storage, what is the aisle width between shelving units? | Aisle width is 8 feet | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | The paragraph states, "ICE shall procure, stock, inventory, and distribute all fecility and detainee supplies." However, two sentences later it states, "The contractor shall also provide its own fully operational and well- maintained equipment, detainee items and office supplies. This shall include, but is not limited to, delivery vehicles, dollies, forklifts, office furniture, general office supplies, copy paper, toner/ink, computer equipment, detainee personal hygiene items, uniforms, undergarments..." Theses requirements appear to be contradictory. Please unambiguously list which detainee supplies and consumables the contractor is responsible to pay for. | See updated PWS. | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | What model of radio or equivalent technical and performance specifications are required for contractor personnel to carry? | Motorola APX 6000 or equivalent | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | Are contractor personnel required to operate ICE-owned forklifts? | Yes they are. | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 46 | If contractor personnel are required to operate ICE-owned forklifts, what are the applicable forklift makes/models, as licensing may be contingent upon equipment attributes and specifications? | Raymond EASI-R30TT | |
| Att2 PWS | Section V.B, Required Administration and Mandement Services, Manage and Account for Detainee Assets (Funds, Property, Supplies) | 47 | What is the configuration of the detainee personal propert storage room (i.e. is it organized by shelves, cubbies, vertical conveyor, etc.)? | Organized by shelves. | |
| Att2 PWS | Section V.C, Required Administration and Mandement Services, Securely Operate the Facility | 47 | Is there currently an in-place electronic key monitoring/key control system? | There is a key control system in place, but it is not an electronic key monitoring system | |
| Att2 PWS | Section V.C, Required Administration and Mandement Services, Securely Operate the Facility | 47 | If there is an in-place electronic key control system, what brand and model is the system, to include the related IT operating system and version? | There is a key control system in place, but it is not an electronic key monitoring system | |
| Att2 PWS | Section V.D, Required Administration and Mandement Services, Establish and Maintaina Program for the Prevention of Sexual Abuse/Assault | 47 | According to Attachment - 3, there is not a dedicated PREA officer or investigator. For this next contract iteration, what is the Government's intent to have this requirement staffed? | The offeror shall propose a staffing plan it deems appropriate to fulfill the requirements of the PWS. | |
| Att2 PWS | Section V.G, Required Administration and Mandement Services, Maintain Institutional Emergency Readiness | 49 | What is the anticipated COR response window for concurrence/feedback of proposed equipment? This may be a critical issue if items are denied or are unavailable for timely procurement or replacement. | As judiciously as possible. | |
| Att2 PWS | Section V.H, Required Administration and Mandement Services, Manage Computer Equipment and Services in Accordance with all Operational Security Requirements | 49 | Reference to "clearances" are made in multiple locations within the PWS. As clarification, are these in reference to the final fitness determination and PIV? | May be an initial or a final fitness determination. | |
| Att2 PWS | Section V.M, Required Administration and Mandement Services, Virtual Attorney Visitation (VAV) | 53 | Are the VAV booths presently installed at BFDF? | Yes VAV booths installed at BFDF. | |
| Att2 PWS | Section V.M, Required Administration and Mandement Services, Virtual Attorney Visitation (VAV) | 53 | Will the incoming contractor be required to install VAV booths? | No incoming contractor will not be required to install VAV booths. | |
| Att2 PWS | Section V.M, Required Administration and Mandement Services, Virtual Attorney Visitation (VAV) | 53 | If the incoming contractor is responsible to install the VAV booths, how many are required? | ICE is responsible for the VAV booths. | |
| Att2 PWS | Section V.M, Required Administration and Mandement Services, Virtual Attorney Visitation (VAV) | 53 | Please confirm who is responsible for the cost of the VAV purchase, installation, and upkeep. | ICE is responsible for the VAV booths. | |
| Att2 PWS | Section VII.A, Food Services, Manage Food Service Program in a Safe and Sanitary Environment | 59 | Please confirm that the contractor is directly responsible for the cost of purchasing food for detainees and the employee meal purchase program. | Confirming that this is correct. |
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