Amendment_000002.pdf

(x)

HSCECR-14-R-00001

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

Washington DC 20536 Attn: William Quigley

ICE/DM/DC-DC

801 I Street NW, Suite930 Office of Acquisition Management Immigration and Customs Enforcement ICE/Detent Mngt/Detent Contracts-DC

Washington DC 20536

ICE/DM/DC-DC

801 I Street NW, Suite 910 Office of Acquisition Management Immigration and Customs Enforcement ICE/Detent Mngt/Detent Contracts-DC

06/05/2014000002

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

06/05/2014

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

THE PURPOSE OF AMENDMENT 000002 TO SOLICITATION HSCECR-14-R-00001 IS TO PROVIDE QUESTIONS

AND ANSWERS.

Period of Performance: 09/06/2014 to 09/05/2019

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

Q1: Attachment 4, column titled “Current Office Type” lists FS, TO and G; the last paragraph of Section

1.0 lists C (Contractor), G (Government) and T (neither). Please clarify the correspondence of abbreviations in Attachment 4 and SOW 1.0. That is:

Does G on Attachment 4 correspond to G-Site in SOW 1.0? Yes.

Does FS on Attachment 4 correspond with C-Site in SOW 1.0? Yes.

Does TO on Attachment 4 correspond with T-Site in SOW 1.0? Yes.

Q2: What type of state “licensure”/professional certification is required for contractor staff?

A2: A license or professional certification received from an appropriate licensing/certifying organization in their associated field. Examples include but are not limited to: appropriate undergraduate and graduate degrees, documents establishing ability to be counselors/case workers, etc.

Q3: Is the Individual Service Plan data base software contractor or government provided?

A3: The Individual Service Plan will be provided by the Contractor.

Q4: Can the government provide an estimate of the average time required for an office visit?

A4: The Government does not currently schedule or execute office visits to the level described in the SoW so it is unable to estimate.

Q5: Can the government provide an estimate of the average time (exclusive of travel) for a home visit?

A5: The Government does not currently schedule or execute home visits to the level described in the SoW so it is unable to estimate.

Q6: SOW Para 6.1.c.ii.6 mentions the SC “scans” the participant’s ID card during home visits; may this be done with cell phone camera?

A6: Yes. The intent is for the contractor to be able to positively determine the identity of the participant, the identify card that was produced by the contractor was presented, and the contractor was able to positively identify the participant during the encounter.

a. If not, what type of scanning device is utilized?

N/A

Q7: SOW Para 6.1.c.iii requires case managers to record various information concerning the participant during Program Enrollment and Orientation; specifically Criminal History. Is this information provided by the participant, ERO, or through contractor access to NCIC?

A7: The information is to be provided primarily by ERO. This does not preclude the contractor from gathering the information through interviews/contacts with the participant. At this time, the contractor will not be granted access to NCIC.

Q8: This same paragraph also requires completion of forms “in the participant’s language.

a. Does the government provide the forms utilized?

Enrollment sheets, Order of Release on Recognizance (ORECS), and Order of Supervision (OSUPs) will be provided by ERO in English. Forms related to program rules, orientation acknowledgement, consent, agreements, schedule, court appearance contract will be provided by the contractor.

b. Is the commercial translation service a contractor cost or provided by the government?

Official translation services are to be obtained by contractor and must be Government approved.

c. Who provides (government or contractor) the Program Orientation Information Handbook?

Contractor.

d. Who provides (government or contractor) the participant ID card; ie., is a government hard copy form/card utilized by the contractor to prepare the ID card?

i. Or, does the contractor provide photo, card printer, bar coding technology and supplies?

Contractor.

Q9: Para 6.2.iii describes case records; are paper files required, or can a case file be electronic (with printable documents)?

A9: The electronic case record will be the primary case record; however hard-copies will be required as contractor will be expected to have copies/originals of forms issued to the participant (i.e. OREC, OSUP, enrollment paperwork, termination forms, immigration judge decisions, etc.)

Q10: Are government “form fill” electronic documents available for contractor use, or only paper forms?

A10:The use of “form fill” electronic documents varies depending on the document and whether ERO needs to use signatory authority or discretion, such as with OREC/OSUP, enrollment/termination sheets, etc.

Q11: Is government case-management software provided to the contractor?

A11: No.

Q12: Para 6.6: Who provides the orientation video (government or contractor)?

A12: The Contractor is responsible for developing and obtaining Government approval before use.

a. Is this video given to participant or does participant view the video at a C-site or G-site?

Participant is to observe the video at the C-site or G-site. Individual distribution is not necessary.

Q13: Para 6.9.3 discusses post award training of contractor staff by the government. How many contractor staff receives this initial training? (i.e., all, PMs, Case Specialists?)

A13: Para 6.9.3 states that “contractor staff will then be responsible for training utilizing a ‘train the trainer’ approach.” ERO will provide initial training to contractor. The number of contractors trained is dependent upon the contractor to determine what is most appropriate to efficiently and consistently train the rest of the contract employees.

Q14: What is the duration in hours of this orientation class?

A14: The duration is to be determined but expected to be less than 8 hours. ERO – ATD will provide initial orientation with regards to ATD history, ERO – ATD mission, expectations moving forward, and how everything fits together. Other trainings (self-defense, privacy training, etc.) can be done through other means that do not require ERO – ATD to personally instruct.

Q15: Para 6.9.5 discusses training; please confirm the following:

a. Admin Assistants 20 hours Yes.

b. Case Managers 21 hours Yes.

c. PMs 45 hours Yes.

Q16: Is the annual refresher training a review of basic training, and is there a minimum number of hours for ART? Yes. ICE mandatory training will be yearly unless otherwise modified or updated.

a. Admin Assistants?

b. Case Managers?

c. PMs?

Q17: What case management software does the government require?

A17: The Government requires software that fulfills the requirements of the SoW.

a. Will the government provide the case management software? No.

Q18: Does TO (Tech only) on attachment 4 indicate that the only service provided is ankle bracelet monitoring?

A18: No. Both GPS and voice verification telephonic reporting (TR) must be available for use in TO locations.

Q19: Can all monitoring take place a single location (as long as service reps are available locally to resolve equipment issues)?

A19: Yes, as long as the contractor meets the requirements and needs of the Government and the contract. Having a monitoring center with local reps to resolve issues timely is acceptable.

Q20: Are contractor offices expected to be staffed on Federal Holidays?

A20: Contractor offices are expected to be open on typical business days during typical business hours subject to weather, Federal holidays, etc. While a contractor office may be closed, there may be some extenuating circumstances where the Government may have a need for contractor assistance in enrollment, device assignment, etc . from an on-call specialist. Monitoring and alert/violation resolution is expected 24/7/365 because these will be generated at any time.

Q21: Are government site offices staffed on Federal Holidays?

A21: Not on Federal holidays.

Q22: CLIN PRICE STRUCTURE. In order to price the sub-functional Clins, data is required:

a. Please provide expenses that are to be included in each CLIN.

Contractor is to determine prices for each CLIN. The Contractor shall provide all necessary materials, labor, equipment, and facilities, except as specified in the solicitation or subsequent contract to be furnished by the Government, and shall do all that which is necessary or incidental to the satisfactory and timely performance of the Contract Line Item Numbers (CLINs)

b. Please provide the estimated % of “time” required for each sub-function/clin. For example, does an AA spend 4 hours a day making phone contacts, and 4 hours a day maintaining case files?

The Government does not have this information. The contractor is responsible to make these determinations based upon contract and Government requirements.

c. Is Clin xxx1 to include the contractor’s overhead costs for labor for Project Director, Assistant Project Director and Project Managers; and overhead costs for offices?

i. If not, what is included in this CLIN?

The Contractor is to determine prices for each CLIN. The Contractor shall provide all necessary materials, labor, equipment, and facilities, except as specified solicitation or subsequent contract to be furnished by the Government, and shall do all that which is necessary or incidental to the satisfactory and timely performance of the Contract Line Item Numbers (CLINs). In response to CLINs XXX1 , the Contractor shall provide a price per month to perform all contractual and program management, oversight, reporting and quality control of the ISAP III program to include on-site and off-site Contractor personnel.

Clins xxx2 through xxx7 all involve quantities that are not guaranteed.

d. How is the contractor to divide a quantity that is not guaranteed into total estimated hard costs for labor and materials and still reliably recover those costs. (If the quantities are not realized, the contractor loses; if more than the estimated quantities are realized, the government loses.)

The contract will be a fixed price indefinite quantity -requirements contract (Reference FAR 16.503 for more details). As outlined in FAR 16.503, the Government has provided a realistic estimated total (Attachment 4). This estimate is not a representation to an offeror or contractor that the estimated quantity will be required or ordered, or that conditions affecting requirements will be stable or normal.

The estimate is based on the most current information available. The solicitation also states a maximum limit of the contractor’s obligation to deliver and the Government’s obligation to order (See Estimate Quantities Section B)

e. Can the government provide a minimum guarantee for each function in Clins xxx2 through xxx7 upon which the contractor can use to determine the Clin pricing?

See Answer to Question 22 d. The Government can provide the current population break-out and associated CLIN assignment but this is subject to change based upon Government needs, mission, funding, and future populations.

f. Clins xxx2 through xxx7 all involve expense related to the project and the clins subdivide costs by functions performed. Rather than this complicated approach to CLIN pricing, can the government treat these functions in same manner as Clin xxx1 (monthly price)?

No. The Government requires different CLINs to be able to evaluate success/failure rates against numerous functions.

i. If pricing is monthly, the contractor would have to know the relative % of labor hours expended for each task by each labor classification (PM, AA, Case Specialist).

The Government can provide a current population break-out and associated CLIN assignment but this is subject to change based upon Government needs, mission, funding, and future populations.

g. Why can’t there be just one Clin for monthly cost? (The contractor is already compelled to report the frequency of the functions.)

The Government is continually looking for ways to improve the ATD monitoring program.

Determinations may be made based upon program and function success that may affect program guidance on ATD use. Further, the population at large does not always require all services and should not be compelled to pay a singular rate. The Government requires different CLINs to be able to evaluate success/failure rates against numerous functions. Without granularity, this would not be possible.

h. Would not two clins (1 for labor/Materials) and 1 for Technology simplify the pricing?

See responses to 22fi and 22 g

i. Is Clin xxx2a and 2b to include labor expenses for Case Specialists for these visits/phone contacts and expenses for vehicles/fuel?

The contractor should include all associated expenses that they deem necessary to perform the requirements of the contract and the Government.

i. Please explain and clarify the purpose of the frequencies listed for clin xxx2a and 2b

The frequencies were projected based upon current proportionate use of each reporting frequency.

ii. Are all frequencies going to be evaluated/utilized?

Yes, the estimated quantities provided will be evaluated. The actual quantity utilized will depend on the actual requirements. See Response to Question 22 d for additional information.

iii. Since there are no “guaranteed” quantities, how is the contractor to price this “subfunctional” clin in order to recover costs involved?

See Response provided to 22 d

iv. The quantity listed for xxx2a is 2,624,148; this number divided by 365 = 7,189 “participants” that would be reporting for an office visit “weekly”; is this a correct interpretation.

Yes, the numbers provided in Section B represent the maximum potential amount.

v. Is dividing the quantity listed for each frequency by 365 the correct way to determine the number of participants reporting for office visits each visit frequency?

Yes.

j. In Clin 3, a quantity of 10,585,000 is listed. Divided by 365, this indicates 29,000 participants can be expected, yet only 21,000+ are currently served. Again, this moving target provides no basis for locking in recovery of contractor cost. Data is needed pertaining to the relative amount of time spent by Case Specialists in conducting office and home visits and “case management” paperwork.

i. What are the estimated amounts of time per day for these functions?

Contractor determines the amounts of time per day for the functions listed as long as all contractual and Government requirements are met.

k. Does CLIN 4 represent the expected “turnover” (new participants) for each year?

This is the ERO projected maximum number of new enrollments in a contract year.

i. How much time does it take to in-process and conduct orientation for 1 participant?

The Government does not have this information.

l. Clin 5 seems to represent that 29,000 participants are estimated. Is this correct?

Yes, the maximum potential amount. The current actual population is listed in Attachment 4.

i. Clin 5a seems to represent 9,666 participants would wear ankle devices, is this correct?

Yes, the maximum potential amount.

ii. Clin 5b seems to indicate that 19,333 participants would report by phone. Is this correct?

Yes, the maximum potential amount.

m. Clin 6 seems to indicate that 29,000 participants’ court schedules are tracked per year. Is this correct?

This would be the maximum potential amount. The current actual population is listed in Attachment 4.

i. How much time is estimated for tracking one participant on any give day?

The Government does not have this information.

n. Clin 7 seems to indicate that 29,000 participants are subject to alert monitoring and reporting.

Is this correct?

This would be the maximum potential amount. The current actual population is listed in Attachment 4.

i. Can data on the number of alerts for the past 12 months be provided.

The Government does not have this information.

o. Why does the government need to be charged by “functions” instead of FFP for management and FFP for technology?

The Government needs to be able to continually evaluate the program, its use, compliance rates, and attempt to identify best-practices. This includes being able to determine success/failure rates and how they may compare to assigned functions. FFP management and FFP technology costs would eliminate the Government’s ability to evaluate.