Attachment 24 - Detention-Transportation Template.xlsx
XLSX spreadsheet 207 KB Posted
- Attached to
- Detention Services (Denver AOR) Federal contract opportunity
- Solicitation number
- 70CDCR21R00000002
- Issued by
- Immigration and Customs Enforcement
About this file
This document provides details on a federal solicitation from Immigration and Customs Enforcement seeking comprehensive detention and transportation services. The solicitation requests offers to provide facilities that can house an estimated population of 1,360 males, females and transgenders in a high, medium and low custodial setting for the Denver, Colorado Area of Responsibility. The solicitation number is 70CDCR21R00000002 and seeks services to support detention in the Denver region. Responses are due based on the solicitation timeline, with the awarded contract expected to provide detention and transportation services for Immigration and Customs Enforcement in the Denver area.
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Text version
Instructions
| Detention-Transportation Template | ||
| Instructions: Vendors invoicing ICE for bed space and/or transportation will populate the Detention-Transportation Template and send populated template to CORs. The corresponding Quick Reference Guide (QRG) provides additional instructions on template population. Please find the terms used in this sheet defined below. | ||
| Tab | Field | Definition |
| Summary | AOR | The Area of Responsibility field indicates which of the 24 field offices has geographical jurisdiction over this detention facility or transportation vendor. |
| Summary | Detention Facility or Transportation Vendor | The name of the detention facility or transportation vendor. |
| Summary | Street Address | The address of the detention facility or transportation vendor. |
| Summary | City/State/Zip | The City, State, and Zip Code the detention facility or transportation vendor is in. |
| Summary | Detention Location Code | A specific code for your detention location. If transportation only, enter vendor name. Also referred to as DETLOC. |
| Summary | Point of Contact | The point of contact for the invoice. |
| Summary | E-mail Address | The above POC’s e-mail address. |
| Summary | Contract Number | The contract number associated with the detention facility or transportation vendor. |
| Summary | DUNS | Data Universal Numbering System number |
| Summary | COR | The contracting officer representative associated with the detention facility or transportation vendor. |
| Summary | COR Email Address | The email address for the contracting officer representative associated with the detention facility. |
| Summary | ACOR | The alternate contracting officer representative associated with the detention facility or transportation vendor. |
| Summary | Invoice Start | The beginning date of the period for which you are invoicing. |
| Summary | Invoice End | The ending date of the period for which you are invoicing. |
| Summary | Date Range | The amount of days within the invoice period. (i.e. 09/01/2019-09/30/2019 = 30) |
| Summary | Invoice Number | The number identifying this specific invoice. |
| Summary | Invoice Date | The date of submission of the invoice. |
| Summary | Bed Space Guaranteed Minimum Table | If applicable to the contract, fill out the Contract Line Item Number, Bed Days, and Rate that was guaranteed. |
| Summary | Bed Space Rate Breakdown Table | For all non-guaranteed bed space use, fill out the Contract Line Item Number, Bed Days, and Rate, and Cost by pricing tier (if tiered pricing is applicable). |
| Summary | Transportation Table | This table summarizes information from the “Detainees Transported” and “missions” tabs and provides a total cost figure. Fill out the CLIN, Cost Per Mile for both buses and cars, Regular and Overtime Officer pay rates, Total Miles Driven, Total Officer Hours, and Total Cost. If mileage is not applicable please make sure to indicate it by adding "N/A" to the field. If applicable add any GM miles annually AND the Total Miles previously billed under the current agreement. Please ensure to include the Total Mileage (including GM) Cost as well. Please note that in order to enter the Total Miles previously billed in current agreement you must indicate “Yes” to “Does contract calculate GM miles annually?”. |
| Summary | Other Monthly Expenses Table | If applicable to the contract, fill in any field to include additional expenses that may have been part of the mission and should be accounted for in the invoice total. |
| Summary | Notes | Fill out any notes you would like to include in this text box. |
| Bed Space | First Name | Detainee First Name |
| Bed Space | Last Name | Detainee Last Name |
| Bed Space | Alien # | The individual alien identification number. |
| Bed Space | Book In Date | The date the specific detainee was booked into the detention facility. |
| Bed Space | Book Out Date | The date the specific detainee was booked out of the detention facility, if applicable. Leave blank if detainee remains at the facility. |
| Bed Space | Total Man Days | The amount of billed days for each detainee during the invoice date range. |
| Daily Man Day Count | Confirmation | If applicable to the contract, select "yes" from the drop down menu in order to complete the Daily Man Day Count tab. |
| Daily Man Day Count | Day of Month | The individual day within a month. |
| Daily Man Day Count | Total Count | The total number of bed days being billed by day. |
| Daily Man Day Count | Guaranteed Minimum | The total number of bed days that are guaranteed on a daily basis. |
| Daily Man Day Count | Tier | The total number of bed days being billed at that tier. |
| Daily Man Day Count | Match Status | The match status table compares the total man days on the Bed Space tab to the total man days on the Daily Man Day Count tab to determine a match. |
| Detainees Transported | First Name | Detainee First Name |
| Detainees Transported | Last Name | Detainee Last Name |
| Detainees Transported | Alien # | The individual alien identification number. |
| Detainees Transported | Category | The applicable category for each individual from the following list: Male, Female, Transgender, Juvenile, Family Unit. |
| Detainees Transported | Mission # | The number identifying each mission in its entirety. Mission Types and nomenclature listed below: |
Trips with Detainees: For example, if 10 detainees are transported from A to B with 3 stops for detainee pickups there should be one unique mission number. This alphanumeric number should consist of [Detention Location] + [Calendar Year] + [5 Digit Sequential Counter that resets annually]. Example: DETLOC202000001 Travel Trip: TRAVEL + [5 Digit Sequential Counter that resets annually] Stationary Guard: STATIONARYGD + Calendar Year + MMDD. Example: STATIONARYGD20200101 Mail Run: MAIL + [5 Digit Sequential Counter that resets annually] MAIL00001 Dispatcher: DISPATCHERYEARMMDD Transportation Manager: TRANSMGRYEARMMDD Administrative Cost: ADMIN + [5 Digit Sequential Counter that resets annually] For example: ADMIN00001 Missions Mission # The number identifying each mission in its entirety. Mission Types and nomenclature listed below:
Trips with Detainees: For example, if 10 detainees are transported from A to B with 3 stops for detainee pickups there should be one unique mission number. This alphanumeric number should consist of [Detention Location] + [Calendar Year] + [5 Digit Sequential Counter that resets annually]. Example: DETLOC202000001 Travel Trip: TRAVEL + [5 Digit Sequential Counter that resets annually] Stationary Guard: STATIONARYGD + Calendar Year + MMDD. Example: STATIONARYGD20200101 Mail Run: MAIL + [5 Digit Sequential Counter that resets annually] MAIL00001 Dispatcher: DISPATCHERYEARMMDD Transportation Manager: TRANSMGRYEARMMDD Administrative Cost: ADMIN + [5 Digit Sequential Counter that resets annually] For example: ADMIN00001
| Missions | CLIN | The contract line item number associated with the cost; list all CLINS applicable to that mission separated by a comma; i.e. 001,002 |
| Missions | Sub-Office | The Sub-Office that contracted the mission. |
| Missions | Mission Date | The date the mission occurred. |
| Missions | Officer Billable Regular Hours | The amount of regular Officer billable hours used. |
| Missions | Officer Regular Rate | The rate assigned per the contract for Officer Billable Regular Hours |
| Missions | Officer Billable Overtime Hours | The amount of overtime Officer billable hours used. |
| Missions | Officer Overtime Rate | The rate assigned per the contract for Officer Billable Overtime Hours |
| Missions | Start Vehicle Mileage | The starting number of miles on the odometer. |
| Missions | End Vehicle Mileage | The ending number of miles on the odometer. |
| Missions | Total Miles | The total amount of miles of the mission. |
| Missions | Vehicle Number | The number identifying the vehicle used. |
| Missions | Vehicle Owner | Answer “ICE” to indicate whether a government vehicle was used for this mission or "Contractor" for any other vehicle used. If an ICE vehicle is used, the mileage is still required to be populated, but will not be included in the calculation of cost. |
| Missions | Vehicle Type | The type of vehicle used for the mission; options are bus, car, van, and sedan. |
| Missions | Start Time | The time the mission began. |
| Missions | End Time | The time the mission ended. |
| Additional Expenses | Mission # | The number identifying each mission in its entirety. Mission Types and nomenclature listed below: |
Trips with Detainees: For example, if 10 detainees are transported from A to B with 3 stops for detainee pickups there should be one unique mission number. This alphanumeric number should consist of [Detention Location] + [Calendar Year] + [5 Digit Sequential Counter that resets annually]. Example: DETLOC202000001 Travel Trip: TRAVEL + [5 Digit Sequential Counter that resets annually] Stationary Guard: STATIONARYGD + Calendar Year + MMDD. Example: STATIONARYGD20200101 Mail Run: MAIL + [5 Digit Sequential Counter that resets annually] MAIL00001 Dispatcher: DISPATCHERYEARMMDD Transportation Manager: TRANSMGRYEARMMDD Administrative Cost: ADMIN + [5 Digit Sequential Counter that resets annually] For example: ADMIN00001
| Additional Expenses | County | The county in which the hotel expenses occurred. |
| Additional Expenses | State | The state in which the hotel expenses occurred. |
| Additional Expenses | Toll Expense | Tolls incurred on the mission. |
| Additional Expenses | Hotel Expense | Hotel charges incurred on the mission. |
| Additional Expenses | M&IE | Meals and Incidental Expenses incurred on the mission. |
| Additional Expenses | Price Per Gallon | The cost of each gallon purchased . |
| Additional Expenses | # of Gallons | The amount of fuel consumed on the mission. |
| Additional Expenses | First/Last Day of Travel (Y or N) | Indicate with a Y or N if this is the first or last travel day to appropriately calculate GSA rate |
| Additional Expenses | Hotel Taxes | Only if a state does not allow the tax-exempt file, enter the amount of the hotel allocated to taxes |
| Other Monthly Expenses | Expense Type | If applicable to the contract enter the expense type within the appropriate section of the table. Please notes for any additional expenses not listed you have the option to add them into the "Other Miscellaneous Expenses" section |
| Other Monthly Expenses | CLIN | The contract line item number associated with the cost; list all CLINS applicable to that mission separated by a comma; i.e. 001,002 |
| Other Monthly Expenses | Description | Provide any additional information to clarify the expense type |
| Other Monthly Expenses | Cost Per Item | The amount ecnountered for the expense |
Summary Detention-Transportation Template Version: 01/07/2021
Summary Report
| Vendor Reference Information | Invoice Information | |
| AOR: | Invoice Start: | |
| Detention Facility or Transportation Vendor: | Invoice End: | |
| Street Address: | Date Range: | 1 |
| City/State/Zip: | Invoice Number: | |
| Detention Location Code: | Invoice Date: | |
| Point of Contact: | ||
| E-mail Address: | ||
| Contract Number/Task Order #: | ||
| DUNS: | ||
| TIN: | ||
| COR: | ||
| COR Email Address: | ||
| ACOR: |
| Detention | Transportation | ||||
| Detention Rate Breakdown | Man Days | Rate | Cost | Total Regular Officer Cost: | $ - 0 |
| Fixed Fee (if applicable): | Total Overtime Officer Cost: | $ - 0 | |||
| Guaranteed Minimum: | $ - 0 | Cost Per Mile (Bus): | |||
| Tier 1: | $ - 0 | Cost Per Mile (Sedan/SUV/Van): | |||
| Tier 2: | $ - 0 | Current Invoice Total Miles: | |||
| Tier 3: | $ - 0 | Does contract calculate GM miles annually? | No | ||
| Tier 4: | $ - 0 | *Total Miles previously billed in current agreement: |
| Sweeney, Laura (CTR): If cell is green, please populate miles | Tier 5: | $ - 0 | Total Mileage (including GM) Cost: | |||||
| Total Bed Space Cost | 0 | $ - 0 | Total Additional Mission Expenses: | $ - 0 |
Sweeney, Laura (CTR): This includes anything from Additional Mission Expenses tab: Fuel, M&IE, Hotels
| Fixed Fee: | |
| Total Transportation Cost: | $ - 0 |
| *Only applies to contracts with Annual Mileage Requirements; Amount should include total miles previously billed within the current Period of Performance |
| Other Monthly Expenses | Notes | |
| Detainee Work Program | $ - 0 |
Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Sack Lunches $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Language Services $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Standard Phone Call Minutes $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Rental Space or Renovation Costs $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Detainee Mail Services $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Detainee Clothing Costs $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract COVID-19 Costs $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract Other Miscellaneous Expenses $ - 0 Sweeney, Laura (CTR): Enter N/A or leave blank if not allowable per your contract
Sweeney, Laura (CTR): Enter N/A if not allowable per your contract Sweeney, Laura (CTR): Enter N/A if not allowable per your contract Other Monthly Expenses Total: $0.00 Invoice Total $0.00
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Bed Space First Name Last Name Alien # Book In Date Book Out Date Total Man Days
Daily Man Day Count This table MUST be completed if the facility's contract stipulates daily counts for bed days.
If your facility's contract does not specify a daily rate, DO NOT populate this table.
In order to complete the Daily Man Day Count table below, please select YES from the drop down to confirm. No TRUE No
| Day of Month | Total Count | Guaranteed Minimum | Tier 1 | Tier 2 | Tier 3 | Tier 4 | Tier 5 | ||
| 1 | Match Status | Match |
Sweeney, Laura (CTR): If your contract does not require daily counts, you can disregard this status
| 2 | Bed Space Tab | 0 | |||||||
| 3 | Daily Man Day Count Tab | 0 | |||||||
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| Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Detainees Transported First Name Last Name Alien # Mission #
Missions
| Mandatory | |||||||||||||||
| Mission # | CLIN | Sub-Office | Mission Date | Officer Billable Regular Hours | Officer Regular Rate | Officer Billable Overtime Hours | Officer Overtime Rate | Start Odometer | End Odometer | Total Miles | Vehicle Number | Vehicle Owner | Vehicle Type | Start Time | End Time |
Additional Mission Expenses
| Optional | |||||||||
| Mission # | Destination | State | Toll Expense | Hotel Expense | M&IE | Price Per Gallon | # of Gallons | First/Last Day of Travel (Y or N) | Hotel Taxes |
Other Monthly Expenses Capture any other monthly expenses associated with the invoice submitted to ICE. If the expense is not captured below, add expense and description to table below, "Other Miscellaneous Expenses".
| Expense Type | CLIN | ||||
| Sweeney, Laura (CTR): Enter CLIN as applicable | Description | Cost Per Item | Total | ||
| Detainee Work Program | CLIN | Number of Days Worked | Cost | Total | |
| $ 1.00 | $ - 0 |
| Sack Lunches | CLIN | Number of Sack Lunches | Cost | Total |
| $ - 0 |
| Language Services | CLIN | Number of Detainees Provided Service | Cost | Total |
| $ - 0 |
| Standard Phone Call Minutes | CLIN | Minutes | Cost | Total |
| $ - 0 |
Rental Space or Renovation Costs CLIN Description Total
Detainee Mail Services CLIN Number of Packages Total
Detainee Clothing Costs CLIN Units/Description Total
| COVID-19 Costs | CLIN | Units/Description | Total |
| COVID PPE | |||
| COVID Phone (500 minutes) | |||
| (Other COVID Cost) | |||
| Total COVID-19 Costs | $ - 0 |
| Other Miscellaneous Expenses | CLIN | Units/Description | Cost | Total |
| $ - 0 | ||||
| $ - 0 | ||||
| $ - 0 | ||||
| Other Miscellaneous Expenses Total | $ - 0 |
Data Validation
| AOR | Vehicle Type | Vehicle Owner | Annual Miles | First/Last Day | States |
| ATL | Bus | Contractor | Yes | Y | AL |
| BAL | Van | ICE | No | N | AK |
| BOS | SUV | AZ | |||
| BUF | Sedan | AR | |||
| CHI | CA | ||||
| DAL | CO | ||||
| DEN | CT | ||||
| DET | DE | ||||
| ELP | FL | ||||
| HOU | GA | ||||
| LOS | HI | ||||
| MIA | ID | ||||
| NEW | IL | ||||
| NOL | IN | ||||
| NYC | IA | ||||
| PHI | KS | ||||
| PHO | KY | ||||
| SEA | LA | ||||
| SFR | ME | ||||
| SLC | MD | ||||
| SNA | MA | ||||
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| WAS | MS | ||||
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