Draft RFP Questions and Responses.xlsx
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- Attached to
- Western Ground Transportation Solicitation (RFP) Federal contract opportunity
- Solicitation number
- 70CDCR24R00000007
- Issued by
- Immigration and Customs Enforcement
About this file
This document contains a draft request for proposal (RFP) and related questions and answers for ground transportation services across multiple areas of responsibility in the Western United States for Immigration and Customs Enforcement. The solicitation seeks detention and transportation services including fixed posts, transport of detainees, and medical escorts. Offerors must propose pricing for both government owned vehicles and contractor owned vehicles. The final RFP response date will be specified upon release. Questions from potential offerors indicate requirements for transportation routes, staffing levels, vehicle specifications, and pricing terms require further clarification. Office space and parking for contractor personnel will be provided where available.
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Draft RFP Questions
| No. | Document Title | Section | Question/Comment | Answer/Clarification |
| 1 | Atch 1 – PWS | Appendices 1a, 2a, 3a, 5a. | These appendices are intended to identify transportation routes for the LA, SD, SF and SLC AORs, respectively. However, only appendix 5a presents actual routes and frequencies that permit the creation of an annual estimate of transportation volume, and even that does not provide the required traffic volume associated with ad-hoc routes such as legal/medical appointments, hospitalizations, airports, releases, and travel to and from hotel locations. Further, there is no indication of high-level historical time and mileage data, number of non-citizens transported, or Government Owned Vehicles (GOV) that may be available for use. The incumbents possess all this information and other offerors must have the same information to ensure competition. | Appendix 1a-5a have been clarified |
| (a) Will the Government raise all AOR Appendix a documentation to the same standard as Appendix 5? | ||||
| (b) Will the Government supplement all five Appendix a documentation sets with ad-hoc trip volumes, and high-level year by year data from the current efforts? | ||||
| (c) Will the Government provide each standard route (origin/destination defined) and identify the average number of non-citizens moved on each route? | ||||
| (d) Will the Government supplement all AOR appendix b documentation to include GOVs available at each ICE Field office/sub-office, including its mileage and likely useful life? | ||||
| (e) Will the Government provide the G-391 historical data for each AOR office/sub-office? | ||||
| 2 | Atch 1 - PWS | Appendices 1a, 2a, 3a, 5a. | All these appendices include a statement that, “The Contractor shall be required to operate Government-Owned Vehicles (GOV), which will be made available by ICE/ERO, or Contractor-Owned Vehicles (COV), but not a combination of the two.” | Intent is COVs or GOVs - not a combinaton |
| What is the scope of limitation on the combined use of GOV and COV – is it contract-wide, AOR specific, task order specific, ERO office-specific, route specific or limited by some other factor? | ||||
| 3 | Atch 1 - PWS | Appendices 1a, 2a, 3a, 5a. | These appendices have differing statements about the duties of Transportation Detention Officers: | willing to review |
| · App. 1a and 2a state, “Most (or “the majority”) of the services delivered will be providing stationary guard posts and may be required to operate Government-Owned Vehicles (GOV), which will be made available by ICE/ERO, or Contractor-Owned Vehicles (COV), but not a combination of the two. “ | ||||
| · App. 3a and 5a state, “Transportation /detention officer services will entail bus, van, and/or sedan over the road transport services, courtroom security services, and medical escort services and detention officer duties.” | ||||
| Will the Government provide multiple CLINs/SLINs that provide for labor hours incurred while driving (built into the mileage rate) separate from labor hours incurred while providing stationary guard duties? It is not feasible to wrap all the stationary guard hours into a mileage bill rate. Neither Attachment 3 nor 4 breaks out these hours. | ||||
| 4 | Atch 1 - PWS | Appendices 1a, 2a, 3a, 5a. | These appendices contain requirements for fixed posts and transportation routes. Does the staffing indicated include the fixed detention posts requirements as well as the transportation officers required to execute the AOR’s transportation requirements? Or are offerors to calculate the number of transportation officers (teams) needed based on the route data provided separately and supplemental to the fixed post staffing? | Offerors do not need to calculate additional staff |
| 5 | Atch 3 - PWS | Price Schedules for COV | This attachment provides AOR-specific CLINs for Contractor Owned Vehicles, including SLINS for Mileage Reimbursement, Above Regular Mileage Reimbursement, and Surge Mileage Reimbursement. However, it does not include CLINs for fixed posts. | Intent is COVs or GOVs - not a combinaton |
Assuming the scope of limitation on the combined use of GOV and COV is contract-wide, please confirm that this will only be part of the ultimate Schedule B, and there will be additional CLINS for the fixed posts.
| Alternately, it may be implying that all reimbursement should be firm-fixed price based on mileage logged, which is not an arrangement used on other ICE transportation contracts and one that is not recommended as beneficial to either ICE or the eventual awardee(s). The intent should be made clear. | ||||
| 6 | Atch 4 - PWS | Price Schedules for COV | This attachment provides AOR-specific T&M CLINS for Detention Officer Services, DO Overtime, and Surge with SLINS for various labor categories and types of posts. Please confirm this indicates that if GOVs are used the contract arrangement will be T&M, including the Detention Transportation Officers executing the routes? | no |
| 7 | Atch 4 - PWS | Price Schedules for COV | The LA AOR includes duplicate CLINs for project manager and deputy project manager. Is one of these sets intended to be the Contract-wide Program Manager and Deputy Program Manager? | See PWS Appendix for location requirements. |
| 8 | Atch 4 - PWS | Price Schedules for COV | There are other Program Management Office (PMO) staff required to execute the contract requirements, such as Quality, Training, Dispatch, Maintenance, etc. Please confirm the offerors can add additional contract required positions. | Willing to review |
| 9 | Draft RFP document | B.5 | We note that Attachments 3 and 4 do not easily comport with the section B.5 CONTRACT LINE-ITEM NUMBER (CLIN) FRAMEWORK TABLE in the draft RFP document, which clearly shows all Transportation and Stationary Guard services as FFP with an hourly unit of measure. | willing to review |
| The table also shows that Fuel is cost reimbursable, but only in accordance with GSA mileage rates, which are for POV reimbursement and can certainly cover fuel costs – but not maintenance, insurance, and other costs intended in the GSA POV mileage reimbursement rate. | ||||
| As a result of the confusion between data listed in the Attachment 1, Appendices 1a, 2a, 3a, 5a documents, the attachment 3 & 4 documents, and the B.5 clause in the draft RFP it is not clear whether the Government is pursuing a FFP or T&M contract. | ||||
| Will the Government consider breaking away from the constraints imposed by the GSA schedule? ICE has recently awarded the San Antonio Transportation and the Baltimore/New York/Newark Transportation contracts over the past 2-3 years which provided a much clearer approach to reimbursement. | ||||
| 10 | Atch 1 - PWS | 1.4.1.5 | Section 1.4.1.5 reflects: “Provide security for non-citizens hospitalized around the clock at local hospitals and/or Contractor's detention sites.” Please clarify the reference to “Contractor’s detention sites”. | PWS Clarified |
| 11 | Atch 1 – PWS | 1.4.1.7 | The section describes PBNDS compliance including feeding detainees. Is the contractor responsible for providing/preparing food – or is the contractor only serving food provided from another source? | From Other Source |
| Atch 1 - PWS | 2.11 Transition-Out Management | Note: The last sentence in this section indicates BAL, and NYC. “Prior to the completion of the transition-out activities, the BAL, and NYC transportation service contractor will transfer any GFE back to the Government.” | changed; this is for LOS,SFR, SND, SLC, PHO only | |
| 13 | Atch 1 – PWS | 2.4 Supervisory Staffing | Section 2.4 reflects: “…. The Contractor shall provide the COR with the names of Supervisory Custody Officers designated by the Contractor within 30 days after contract award and shall update the list as required during the life of the BPA/Call”. There are 19 references to BPA in the PWS. | this is an IDIQ not BPA |
| Please clarify regarding the Government’s intention regarding utilization of BPA/Call orders for this contract. | ||||
| 14 | Atch 1 – PWS | 2.10 Housing, Noncitizens subsistence, Health and Medical Care and Transportation | Section 2.10 indicates: “The Contractor shall provide DO services, including noncitizen welfare, housing, transportation, subsistence, and record keeping services for DHS.” | From Other Source |
| Please advise as to the Government’s intention for the contractor to provide housing and subsistence for noncitizens under this contract. | ||||
| 15 | Atch 1 – PWS | 9.2 Contractor’s Detention Site, Equipment, Materials and Supplies Furnished by the Contractor | Section 9.2 “Contractor’s Detention Site, Equipment, Materials and Supplies Furnished by the Contractor” | PWS Clarified |
| Please clarify reference to “Contractor’s Detention Site” and requirement of contractor to provide a detention site under this contract. | ||||
| 16 | Section B 70CDCR00000010 | G.1.2 Minimum Contractor Key Personnel | Section G.1.2 reflects: “Fleet Manager/Training Coordinator: The Fleet Manager/Training Coordinator is responsible for coordinating all fleet and services repairs and will also be required training during new hire and annual training. The CSO will also be responsible to track and coordinate all training requirements to include Firearms, First Aid, CPR and AED courses.” | removed CSO from G.1.2 |
| Please clarify reference to “CSO” in this section | ||||
| 17 | Section B 70CDCR00000010 | K2 | Section K2 reflects the Small Business Size Standard for NAICS 561612 as $17M. | $29M |
| The SBA Table of Small Business Size Standards (SBSS) for NAICs codes effective January 1, 2022 shows the SBSS for NAICs code 561612 is $29M. Will the Government please confirm the SBSS for 561612 is $29M? | ||||
| 18 | CDRL Item 7 | PWS para. F.7(f) Deliverables; Table 5 Contract Deliverables Requirements List (CDRL) | CDRL Item 7, Schedule/Dispatch/Tracking and Reporting System (SDTRS), under the column titled PWS/Solicitation Reference, states the system is “Upon Request by the COR.” The system isn’t mentioned anywhere else in the PWS or Solicitation. ICE has not established even the barest minimum requirement set for the system, yet a conceptual description is due in the “Operational Plan,” which we assume is the CDRL Item 2 “Transportation Operations Plan” which is due “With proposal 30 days of award; and updated as needed.” Both the due date and the requirement are ambiguous, indecipherable, and cannot be planned or executed without additional ICE effort. For example, if the requirement is near real time tracking of vehicles enroute, then ICE must purchase the required equipment for GOV and provide the IT infrastructure to process the data in a central location (most systems use cloud services today). AGS provided the specifications for such a system to ICE in our San Antonio Transportation bid submitted July 29, 2020 and our company affiliate AIP bid the same system for ICE Baltimore, New York and Newark Armed Guard Transportation Services on December 5, 2022, but both of those were COV scenarios. Can ICE please clarify this requirement and its due date for both GOV and COV options? | PWS Clarified |
| 19 | CDRL Item 12 | PWS para. F.7(f) Deliverables; Table 5 Contract Deliverables Requirements List (CDRL) | CDRL Item 12, Vehicle Surveillance Recordings, under the column titled PWS/Solicitation Reference, states the system is “Upon Request by the COR.” The system isn’t mentioned anywhere else in the PWS or Solicitation. ICE has not established even the barest minimum requirement set for the system, and the delivery date is “As Requested by the COR or ICE designee.” The requirement is ambiguous and cannot be planned or executed without additional clarification from ICE. There are many methods of retrieving and archiving video recordings, ranging from simple back-up with zip sticks that are then archived in a searchable format for later recall, to real-time monitoring and automated recording. The equipment and IT services required for these two ends of the video archival spectrum are significantly different, and ICE must purchase the required equipment for GOV and provide the IT infrastructure to process the data in a central location (most systems use cloud services today). AGS provided the specifications for such a system to ICE in our San Antonio Transportation bid submitted July 29, 2020, and our company affiliate AIP bid the same system for ICE Baltimore, New York, and Newark Armed Guard Transportation Services on December 5, 2022, but both of those were COV scenarios. Can ICE please clarify this requirement and its due date for both GOV and COV options? | PWS Clarified |
| 20 | Fleet Manager/ Training Coordinator (FMTC) | PWS para. G.1.2 Minimum Contractor Key Personnel | This paragraph states the FMTC “is responsible for coordinating all fleet and services repairs and will also be required to provide training during new hire and annual training. The CSO will also be responsible to track and coordinate all training requirements to include Firearms, First Aid, CPR and AED courses.” | Solicitation Section G.1.2 clarified |
| a. It appears that fleet and services repairs is Government provided in the GOV option, is that true? | ||||
| b. Is the reference to “CSO” a typo that should read “FMTC”? | ||||
| 21 | PWS Calculation of post hours | PWS Atch 1, appendices 3b,4b,5b and Appendix 4 | The noted appendices estimate hours based on 2080 annual hours. Please note that 2080 hours is 52 weeks times 40 hours – which doesn’t coincide with 7/24/365 operations, which is 8760 hours. It is important that ICE identifies the posts that are 7/24/365 vs. those than are simply M-F for 40 hours/week. Could ICE please identify each stationary post and its work schedule? | See PWS Appendix for location requirements specific to 24/7/365 |
| 22 | Section B Supplies or Services and Prices B.5. Contract Line-Item Number (CLIN) Framework Table | Contract | CLIN X001 denotes up to a 60-day transition; one (1 ) each FFP. The pricing sheets do not reflect a Transition CLIN. Please clarify. | Updated Attachment 3 and 4 to include tranisition in |
| 23 | Section B Supplies or Services and Prices B.5. Contract Line-Item Number (CLIN) Framework Table | Contract | Table 1 is labeled Government Owned Vehicles (GOV). Understanding that the table indicates that the CLIN structure is a sample, there is a CLIN for Cost Reimbursement Fuel X0012. Attachments 3 and 4, Pricing Schedules do not have a CLIN for Fuel. How do you want this handled in the pricing? | As stated in B., "CLIN structure below are samples" |
| 24 | Section B Supplies or Services and Prices G.3 Invoicing Instructions Section (3)(i) Guaranteed Minimums | Contract | Indicates there is a Guaranteed Minimum CLIN on this contract but do not see a CLIN for this item on either of the pricing sheets. Please clarify. | removed GM CLIN invoice language |
| 25 | G.3 Invoicing Instructions Section (3)(ii) Allowable Incurred Cost | Contract | This section provides examples of possible incurred costs. One of those items states "detainee wages". Does ICE anticipate the contractor having to incur this type of expense? | removed G.3 Invoicing Instructions Section (3)(ii) |
| 26 | G.3 Invoicing Instructions Section (3)(ii) Allowable Incurred Cost | Contract | This section further indicates that "sack lunches" is another item shown as an Allowable Incurred Cost. The Pricing Schedules do not have a CLIN for Sack Lunches. Will obtaining and providing food be required under this contract? If so, will pricing schedule be updated to reflect this cost? | this is an example, if applicable. "such as sack lunches and detainee wages" |
| 27 | G.1.2 Minimum Contractor Key Personnel and Attachment 1 - PWS Section 2.5 Key Personnel | Contract | The RFP indicates that Key Personnel includes Project Manager, Transportation Coordinator, and Fleet Manager/Training Coordinator. The PWS states Key Personnel includes the Project Manager and Supervisory DOs. Please clarify. | changed to solicitation Section G.1.2 o match PWS |
| 28 | Section L Instructions, Conditions, and Notices to Offerors L.5 Proposal Submission Instructions 2. Phased Procurement and Volume Submission Instructions | Contract | This section states in the notational schedule that Volume 4 Pricing has "No page limit". In text contained below the schedule it states that Offerors shall submit a 5-page maximum pricing narrative. Please clarify. | changed to 5 page max limit |
| 29 | Section L Instructions, Conditions, and Notices to Offerors L.5 Proposal Submission Instructions 3. Submission Deadline | Contract | Since this is a "draft" RFP, we assume that the submission deadline for Phase I/Factor 1 'Case Study Submission' will be identified in the final RFP and at this point nothing is due 12:00PM PST on October 17, 2023? | yes. Due date with be in accordance with RFP release date |
| 30 | Section L Instructions, Conditions, and Notices to Offerors L.5 Proposal Submission Instructions 6. Phase II: Volume II Operations Plan | Contract | In this section for Phase II it states for the Operations Plan "Provide a detailed description of the proposed vehicles that will be used to meet the requirements of the PWS for each AOR. This shall include, but not be limited to; number/type/make of vehicles, year of vehicles, mileage (engine and vehicle) seating capacity, special modifications to vehicle (such as: modifications necessary to comply with PBNDS transportation standards)". Will the contractor be informed as to which locations will require Contractor-Owned Vehicles prior to Phase II of the process? In order to provide the specific details currently required i.e. year of vehicles, mileage etc. , we need to understand what locations will require COVs for planning purposes. | locations are provided in Attachement 3 |
| 31 | Attachment 1 - PWS Section 1.1 Objective | Contract | The PWS states that services provided could be Armed and/or Unarmed Detention Officers. The Pricing Schedules Attachments 3 and 4 do not have separate CLINs for Armed and Unarmed officers and as you know the cost for an armed officer is higher than an unarmed officer. Attachment 1 PWS Appendices for AOR Transportation Routes show for Los Angeles all officers are to be weapons certified; San Diego states officers might be Unarmed according to the PWS; etc. It would appear that even though some officers can be called upon to provide unarmed services, that the officers need to be weapons certified in order to meet any ICE requirements that come up. Is this an accurate assessment? | Per PWS Detention Officers shall be weapons certified |
| 32 | Attachment 1 - PWS Section 1.4 and Attachment 1 PWS Appendix 1a Los Angeles AOR Transportation Routes and the SF 1449 | Contract | PWS Section 1.4 states that "The majority of the services delivered will be providing stationary guard post...." PWS Appendix 1a Los Angeles AOR Transportation Routes Page 3 states "At a minimum, 30% of DOs are required to have a CDL with passenger endorsement". The SF 1449 indicates the RFP will be to "establish for Guard Transportation Services" yet the PWS appears to indicate stationary guard posts are the majority of this contract. Please clarify. | Detention Officer Position covers Guard and Transportation services |
| 33 | Attachment 1 PWS Section 2.10 Housing, Noncitizens Subsistence, Health and Medical Care and Transportation | Contract | This section states "The Contractor shall provide DO services, including noncitizen welfare, housing, transportation, subsistence and record keeping services for DHS". Can ICE provide more details on noncitizen housing and subsistence that Contractor will need to provide if not provided by ICE? | PWS Clarified |
| 34 | Attachment 1 PWS Section 9.3.3 Government/Contractor Furnished Property and Services - The Contractor Workspace and L.5 Proposal Submission Instructions Section 6 Phase II Operations Plan | Contract | PWS states: "The Contractor Workspace. The Government will provide adequate space for contractor staff and management to work out of to include desks, chairs, and cabinets, and shared break room with appliances and sufficient utilities for the same." L.5. Proposal Instructions asks as a part of the Operations Plan Submission that the contractor "Provide a detailed description of the proposed plan to obtain office space/hub in geographic area(s) that ensure compliance with the PWS". Can ICE provide the locations where office space will be provided by ICE? If utilizing COVs, will ICE provide any space for the COVs? | Office Space - as available; ICE will not provide COVs parking spaces |
| 35 | Attachment 1 PWS Vehicle Lists Appendices | Contract | According to these lists the "Repair and maintenance of the GOV or COV will be coordinated between Contractor personnel and the ICE Vehicle Control Officer (VCO) or Assistant VCO (A-VCO) depending on location of GOV or COV and local maintenance and reporting procedures established within the Field Office where work is performed." This coordination for repair and maintenance of vehicles would be for GOVs correct? If COVs, the contractor would be conducting the scheduling of and completing the maintenance and repair. Can you please provide more information on expectations of VCO/A-VCO as it pertains to COVs? | GOVs coordinate with VCO. COVS - VCOs not involved |
| 36 | Attachment 1 PWS Vehicle Lists Appendices | Contract | Will contractor be able to install GPS tracking equipment in GOVs for real time tracking of vehicles? | no |
| 37 | Attachment 1 PWS Appendices 1a Los Angeles Transportation Routes and 2a San Diego Transportation Routes and Attachment 4 Price Schedule GOV | Contract | The amount of hours from Appendix 1a Los Angeles Transportation Routes and Appendix 2a San Diego Transportation Routes do not match the number of hours on Attachment 4 Price Schedule GOV. Please clarify. | verified attachment 4 hours |
| 38 | Attachment 1 - PWS Appendix 3a San Francisco AOR Transportation Routes | Contract | Pg 2 states: "Because many of the facilities within these locations will not honor ICE detainers, a significant percentage of the runs are tasked with very little advance warning." What would be the minimum amount of advance notice provided to the contractor especially in the instance of utilizing COVs? | See PWS for availability requirements. |
| 39 | Attachment 1 PWS Appendix 3a - San Francisco AOR Transportation Routes | Contract | This document indicates that there will be services required in Hawaii, Guam and Saipan but there are not any numbers for these locations in the tables "San Francisco AOR Staffing Requirements". Please clarify. | Hawaii - SFR intends to incorporate positions in Hawaii and is seeking information/availability with intent to address staffing # at time of award. |
Guam/Saipan - SFR may need to incorporate positions in these locations in the future and will address staffing at such time.
| 40 | Attachment 1 PWS Appendix 3a San Francisco Transportation Routes and Attachment 4 Price Schedule GOV | Contract | The hours contained within PWS Appendix 3a San Francisco Transportation Routes for Detention Officers do not match the Detention Officer hours on Attachment 4 Pricing Schedule GOV. Please clarify. | verified attachment 4 hours |
| 41 | Attachment 1 PWS Appendix 5a_Salt Lake AOR Transportation Routes | Contract | Table on Page 4 shows the Position of 2nd Line Supervisor in Boise, ID at 832 Annual Hours. Should this be 2080 hours? | yes |
| 42 | Attachment 3 - Price Schedule for COVs | Contract | When performing transport duties, there could be delays that are out of contractor's control. In the use of COVs, how will contractor be reimbursed for delays outside of contractor's control (paying of officer's time) when miles are not being incurred? Attachment 3 Pricing Schedule only shows payment for miles driven. | goes to Surge Mileage Reimbursement |
| 43 | Attachment 4 Price Schedule for GOV and Attachment 1 Appendix 1a Los Angeles Transportation Routes | Contract | Attachment 4 Price Schedule GOV includes CLINs for "Deputy Project Manager" positions in addition to Attachment 1 Appendix 1a. These positions are only specified for the Los Angeles AOR. Please confirm that a Deputy Project Manager is not required in any of the other locations. | See PWS Appendix for location requirements |
| 44 | 2.10.4.1.3, PWS page 12 | Technical - Transporation Services | Current practice by local hospitals is to not allow Detention staff on ICE contracts to remain in the room due to patient confidentiality. For this contract/proposal can you please define constant visual and/or the protcol for leaving the room. | PWS requires PBNDS 2011 rev 2016 : (“… custodial officers to transport and remain with detainees for the duration of any off-site treatment or hospital admission.”) |
| 45 | 5.9, PWS page 31 | Technical - Firearms | Can you please provide the locations within the AOR that utilize unarmed officers? | Per PWS Detention Officers shall be weapons certified |
| 46 | 9.3.4, PWS page 37 | Technical - Government-Owned Vehicles | Will the Government provide the requested number of vehicles at each location? | GOVS assigned as determined by government |
| 47 | Attachment 3/4 Price Schedules | Contract - Pricing | Would ICE allow alternate pricing options intended to provide the government with "best value"? | Willing to review |
| 48 | Attachment 3/4 Price Schedules | Contract - Pricing | If no to Question 4, would ICE consider establishing minimum guarantee quanties for CLINS? | Willing to review |
| 49 | 9.3.3, PWS page 37 | Technical - Government Furnished Property | Can detail be provided related to the space available at each site for the contractor's staff and management (i.e., offices, cubicles, storage, parking)? | Office Space - as available |
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