Amendment_No._3.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

06/05/2014000003

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 000003 TO SOLICITATION HSCECR-14-R-00001 IS AS FOLLOWS:

1) To provide Questions and Answers

2) Revise and Replace Section B to reflect the changes outlined in the Questions and

Answers.

3) To revise and replace the following paragraphs (Attached)

a) Replace paragraph 4.0 Contractor Personnel and Position Descriptions i. Contractor

Personnel a. Program Director/ Deputy Program Director (Key Personnel) i. Requirements page

25.

b) Add b to Paragraph 6.7.2 Government Office Sites (G-Sites) page 39.

c) Update Small Business Size Standard to $35.5 million Section K page 93.

d) Update NTE page requirement of Section IV page 104

Continued ...

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.

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 58

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSCECR-14-R-00001/000003

e) Remove metal detector and security guard requirements in Section M page 119 Facilities Plan.

f) Section C page 38 replace 151 with 201.

g) Attachment 6 Page 36 – Section 6.5–b and Attachment 6 – Page 2-#1

h) Attachment 6 Reference Attachment 6, Item iv, Item 1, page 3

4) To remove Attachment 4 Location Overview in its entirety and replace it with the revised document.

5) Provide Word Version of Past Performance Questionnaire.

6) Post slides and Sign-in Sheet from Pre-proposal conference.

7) Add Attachment 9 which reflects the Governments best estimate of the population if the current ISAP model was being utilized.

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

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Question Number:

RFP

Reference Question/Comment

1. General

Does ICE expect the percentage of participants between Telephonic Reporting versus Electronic Monitoring under Technology Only and Full Service to vary by more than 5% over the life of the contract? At this time, the Government expects the technology assignment to remain consistent.

However, this may change depending on changing mission priorities or identified programmatic efficiencies/improvements.

2. General

Please provide the expected percentages of participants between Telephonic Reporting versus Electronic Monitoring in Technology Only, Full Service, and Suggested Full Service Capacity in the base year and each option year? This information can be assumed through the base year participant day maximums extrapolated to the average daily population. As of 6/18/2014, 29% of 22,445 participants were assigned GPS while the remaining were assigned telephonic reporting.

3. General

What is the current average length of stay for each participant under the current ISAP II program? ATD used Average Length in Program (ALIP). ALOS is used for detention metrics. As of the end of April 2014, the ALIP for inactive cases was 371 days across all programs and components. The active ALIP was 460 days. This is subject to change depending on identified and implemented efficiencies or program mission changes.

4. General

Is there any expectation that the average length of stay for each participant will be reduced or extended under ISAP III? The ALIP is expected to be similar to the current calculations.

However, the Government is always looking for efficiencies to reduce the amount of time from final order/voluntary departure to removal from the US. Based upon current Government use (most appropriate case management and tech assignment), the ALIP may change.

5. General Does the current incumbent have a Transition Out plan requirement under their current contract?

The current incumbent has not submitted a Transition Out plan to the government.

6. General Can the proposal be hand delivered? Yes, see Section L Paragraph A Proposal Submittal for Instructions.

7. General Are there any current reports/statistics on Compliance within the ICE program? As of the end of April 2014, the FY14 success rate is 90% (compared to 92% from FY13). The absconder rate during the same time periods is 6% (5%).

8. General

Can ICE clarify when are home visits are required for violations? These must be performed as part of contractual and Government requirements. Expectation is that should the contractor determine that there is a problem or violation where the participant is not responsive; all options to locate must be explored, including a home visit.

9. General What is the value of the current contract? The previous contract ceiling amount was $372 million

10. General What are the performance outcome measures used on the current contract? Performance measures for ERO are tied to Future Year Homeland Security Priority. At this time, those are removals. An annual CPARS is issued as well.

11. General What is the average length of participation of participants in the ATD program from intake to termination? See question 3.

12. General

Please clarify the required qualifications for Program Director (PD) and Deputy Program Director (DPMD). The top of page 25 doesn’t differentiate the qualifications for the two different positions (minimum bachelors degree, no minimum years of experience), but the qualifications for PD and DPMD are differentiated on p. 116. The latter requires PD to have a masters degree, minimum 10 years of experience working in a state prison, local jail, etc. and a minimum of 5 years project management experience.

The Government has revised this section to delete the following: “1. At a minimum, possess a bachelor's degree in an appropriate discipline from an accredited university.” The requirement on

p. 116 remains the same.

13. General The SCA requires payment of vacation hours based on length of contract service and succeeding contract service. Can the government provide a name redacted list by location that indicates the hire dates of contractor staff working on the current contract?The government has

RFP

Reference Question/Comment asked for this information from the incumbent contractor and will make it available to all prospective offerors if it becomes available. The incumbent is not required to furnish the information at this time.

14. General

To better understand staffing requirements, and since the government receives this information from the contractor, how many staff does the current contractor have assigned to this contract?

a. Program Managers?

b. Case Specialists

c. Administrative Assistants?

2) How many of each of the above by location?

The government has asked for this information from the incumbent contractor and will make it available to all prospective offerors if it becomes available. The incumbent is not required to furnish the information at this time.

15. General

Is there a course listing for the 20 hours of training received by Admin Assistants?

1) Prevention of Sexual Harassment, 2) ICE Ethics Orientation, 3) DHS NoFEAR Act Training, 4) Operations Security Basic (OPSEC), 5) DHS Basic Records Management, 6) DHS Department Wide File Plan, 7) Vital Records Guidance 8) Information Assurance Awareness Training (IAAT)

Annual Training-1) Privacy at DHS: Protection Personal Information Prevention of Sexual Harassment 2) DHS No FEAR Act training 3) Privacy Requirements for Operational Use of Social Media 4) Information Assurance Awareness Training (IAAT) 5) Records Management Annual Refresher

16. General Are any of the services performed under this contract under a Collective Bargaining Agreement? No.

17.

Schedule B, CLIN 0002A

(and subsequent years)

Please provide the current total number of participants in the one office visit per week category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

18.

Schedule B, CLIN 0002A

(and subsequent years)

Please provide the current total number of participants in the one office visit per two week category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

19.

Schedule B, CLIN 0002A

(and subsequent years)

Please provide the current total number of participants in the one office visit per four week category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

20. Schedule B, CLIN 0002A

Please provide the current total number of participants in the one office visit per eight week category and the total by location in Attachment 4. Please reference Attachment 9 for the

RFP

Reference Question/Comment

(and subsequent years)

Governments estimate.

21.

Schedule B, CLIN 0002B

(and subsequent years)

Please provide the current total number of participants in the one home visit per two week category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

22.

Schedule B, CLIN 0002B

(and subsequent years)

Please provide the current total number of participants in the one home visit per four week category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

23.

Schedule B, CLIN 0002B

(and subsequent years)

Please provide the current total number of participants in the one home visit per eight week category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

24.

Schedule B, CLIN 0003

(and subsequent years)

Please provide the current total number of participants in the case management category and the total by location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

25.

Schedule B, CLIN 0005A

(and subsequent years)

Please provide the current total number of participants in the GPS tracking category. Please reference Attachment 9 for the Governments estimate.

26.

Schedule B, CLIN 0005B

(and subsequent years)

Please provide the current total number of participants in the Telephonic Reporting category.

Please reference Attachment 9 for the Governments estimate.

27.

Schedule B, CLIN 0007

(and subsequent years)

Please provide the current total number of participants in the Alert Management category. Please reference Attachment 9 for the Governments estimate.

28.

Schedule B, CLIN0008

Section F.1

Period of performance for transition states date of contract award through 2 months. All other Base Year CLINS state date of award through 12 months. Section F.1 also stated the initial term for the base year of 60 day transition followed by a 10 month performance period. This is in contradiction to Section L, B Content Requirements, Section III - Price g. on page 108 which states transition services for 60 days prior to contract start date. Please clarify?

For all vendors other than the incumbent the initial period of performance will be a sixty (60) day transition and ten (10) months

29.

Schedule B, CLIN0002

(and subsequent years)

In the Visits table under CLIN0002, Home visits (CLIN0002B) is “missing” an entry related to office visits (CLIN0002A). 2,624,148 office visits every week relate to 2,624,148 home visits every two weeks; 7,394,850 office visits every two weeks relate to 7,394,850 office visits every four weeks; 200,039 office visits every eight weeks relate to 200,039 home visits every eight weeks. However, there is no relation of 260,114 office visits every four weeks to any home

RFP

Reference Question/Comment visits. Hence, the total in this table is 260,114 less than the indicated estimated quantity of 20,958,300. Please clarify the quantities for types of visits.

There was a numeric omission that has been resolved. The number of participant days in the 1 every 2 weeks (7,394,850) and 1 every 4 weeks (260,114) Office Visit Category is equal to the number of participant days in the 1 every 4 weeks Home Visit Category (7,654,964). This reflects the current state of the program—participants who currently report to the office once every 2 weeks have home visits once every 4 weeks.

30. Section B, CLIN0003

Does Case Management automatically apply to all participants in the ISAP III program, including Technology Only and Full-Service? Applies to FS only.

31. Section B Pricing

Would ICE consider volume discounts in the price if the participant numbers increase? Yes, the government will consider volume discounts.

32. Schedule B and SOW

Please provide the total number of participants currently enrolled under Court Tracking. Please reference Attachment 9 for the Governments estimate.

33. Schedule B and SOW

Please provide the total number of participant days incurred in the last year for Alert Management. Please reference Attachment 9 for the Governments estimate.

34. Schedule B and SOW

Please provide the total number of alerts received over the past year. The government has asked for this information from the incumbent contractor and will make it available to all prospective offerors if it becomes available.

35.

Attachment 4, Schedule B and SOW

Please provide the number of participants currently enrolled under Alert Management at each location in Attachment 4. Provided in attachment 4. These numbers are analogous with the Full Service population. Currently, the incumbent contractor provides Alert Management for any Full Service participant.

36. Schedule B and SOW

Please provide the average number of alerts received per participant over the past year. The government has asked for this information from the incumbent contractor and will make it available to all prospective offerors if it becomes available. The incumbent is not required to furnish the information at this time.

37. Page 3

Supplies or Services and Prices/Costs are different pricing categories. Item numbers seem to describe services and technology – Visit Supervision, Case Management and Technology, etc.

Should the individual services and technology be priced separately per day? Per day prices have been typical of ATD contracts as ERO has the discretion and authority to change the conditions of a participant at any time.

38. Page 4 Item

Regarding Case Management - Is case management detailed here the same as full service as detailed in Attachment 4? In Item No 0003, the estimated quantity is 10,585,000 (29,000 participants). In Attachment 4, the estimated quantity is 11,516. This represents approximately 17,500 more participants in Item No. 0003 as in Attachment 4, and 8,000 more than the total participants in the program. Can you please define case management and how it differs from full service? In addition, please verify that the above stated number of participants is correct.

The numbers above represent the difference in contract maximums (maximum population) and current population. Indeed, the current FS Participation level is 11,516 in a previous submission (5.23.2014 numbers). The most recent submission shows the FS Participant level as being 12,093 (6.12.2014 numbers). The 29,000 references a theoretical maximum average daily population that ATD could manage.

39.

0005A GPS

and 00005B Telephonic

Please explain how the estimated quantity is derived. Please explain what cost the vendor is to place under the “unit price”. Is this a per day rate per GPS or Telephonic unit is use? Please explain what cost the vendor is to place under the “Amount” column. Is there a formula to be

RFP

Reference Question/Comment

Reporting. used i.e. Estimated Quantity X Unit Price = Amount.

The estimated quantity was derived based on the estimated contract maximums. Theoretically, ATD’s funding and priorities could result in average daily population being as high as 29,000 participants per day. The estimated quantities show the amount of participant days per CLIN Line the potential vendor should be able to accommodate should the population reach these levels.

The actual population is lower than 29,000. We are including current population counts (by office) and current population counts (by technology and legal stage).

Unit price is on a per day basis.

40. Section B

Are GPS and Voice Verification the only technologies currently utilized by ICE? Yes.

Item No. 0005A – Estimated quantity is 3,528,333. Does this represent 9,666 units in use daily?

This is the maximum potential amount under ISAP III. If not, how many GPS devices does ICE currently have on leg? As of 6/18/2014, approximately 6,500 participants across both components were assigned a GPS unit.

Item No. 00005B – Estimated quantity is 7,056,667. Does this represent 19,333 units in use daily? This is the maximum potential amount under ISAP III. If not, how many Voice Verification participants does ICE currently have in the program? As of 6/18/2014, approximately 16,000 participants across both components were assigned to voice verification telephonic reporting.

41.

Page 6 – Item No.

0007 SOW

It appears that case specialists are the ones responsible for responding to the alerts. Is there any instance in which the GPS vendor’s monitoring center will be responsible for handling alerts?

The contractor can determine most appropriate response whether it is by a local CS, call center, another method, or a combination of all. And if so, what is the amount of alerts the current vendor’s monitoring center handles on a monthly basis? The government has asked for this information from the incumbent contractor and will make it available to all prospective offerors if it becomes available.

42.

Schedule B and Pg. 108 (Sec. L) Section III Price, b

Page 108, item b states “A fixed unit price, per participant for each visit either home or office and a price for each of the different frequencies listed in Section B”, however Schedule B, CLIN 0002 shows Visit Supervision with an estimated quantity of 20,958,300 with the notation that “The unit “EA” represents a Participant Day (PD)”. Please confirm whether bidders are to price CLIN 0002 as a Participant Day or for each visit. All quantities are in participant days with the exception of Contract Management which is monthly and Orientation/Enrollment which is once per participant.

See Question 44

43.

Attachment 4, Schedule

B CLIN 0006

and SOW

Please provide the number of participants currently enrolled under Court Tracking at each location in Attachment 4. Please reference Attachment 9 for the Governments estimate.

44. Schedule B, CLIN 0002

Is it correct that an Orientations/Enrollment does not count as a Visit Supervision under CLIN 0002 That is correct. Orientation/Enrollment is not the same thing as a home visit or office visit.

When the contractor is assigned a participant for Orientation/Enrollment, they will document it as such. They will not document as Orientation/Enrollment and as an office visit as the OV has different functions. O/E is a one-time event where maximum use is once per participant (generally). Example: ERO assigned a participant O/E and HV/OV. The O/E is a one-time cost while HV/OV can be charged per day as long as ERO requires HV/OV.

45. Schedule B Based on Schedule B, it appears that ICE expects the number of participants to grow fairly

RFP

Reference Question/Comment and Pricing significantly under this program. Considering the uncertainty around whether this growth will actually be realized, ICE might consider a tiered pricing structure versus the current pricing structure. A tiered pricing structure would be more cost effective overall for ICE. The offeror should utilize Schedule B to submit pricing.

46. Schedule B

Please confirm the total number of participants ICE used to develop its estimated quantities reflected in Schedule B CLINS? It appears the total number is 29,000? This is the maximum potential amount of use under the ISAP III contract. The current actual use has been provided in Attachment 4 for comparison.

47. Schedule B, Pg. 3

The RFP states, “Please note that the CLIN for Transition-In shall only be utilized if the contract is awarded to a contractor other than the incumbent.” Does this mean the incumbent will not be required to propose costs associated with transition? Are there no changes at all from ISAP II to ISAP III that would require resources by the incumbent? ‘Transition-In’ is based upon moving participants from the incumbent to another contractor. If the incumbent wins, there is no need to transition-in however they will be expected to perform a transition-out. While not specifically stated in the SoW, the incumbent should be prepared to provide a transition-out plan.

48.

Attachment 6, Schedule B

Telephonic Reporting (TR) costs are driven by the number and frequency of calls. We do not have a sense for whether there’s any protocol for the frequency of those calls and cannot determine estimates from the data provided in the solicitation. Depending on a vendor’s assumptions, ICE could end up with significant variations in proposals and prices submitted based on underlying assumptions of call frequency. The frequency for TR assignment is one call per participant per month. Contractor systems may accommodate any frequency level but it is the Government’s intent to only authorize monthly calling.

49.

Attachment 6, Schedule B

Please provide the total number of incoming calls received under Telephonic Reporting for the past year? See previous current participant count estimates with voice verification assignment.

Assume one call per month per participant.

50.

Attachment 6, Schedule B

Please provide the average number of calls incoming via Telephonic Reporting per day, year?

See previous current participant count estimates with voice verification assignment. Assume one call per month per participant.

51.

Attachment 6, Schedule B

Please provide the total number of calls made through the Telephonic Reporting system over the past year? See previous current participant count estimates with voice verification assignment.

Assume one call per month per participant.

52. Schedule B and SOW

Can ICE confirm that in the event the contract is not awarded to the incumbent and participants must be transitioned, the participants would receive a complete Orientation/Enrollment as part of the transition via home visit or office visit? To the participants in the FS component, very little will change so O/E will likely not be necessary. For those participants in the TO component who receive supplemental services where they may be contacted by the contractor (alert resolution, for example), must be notified of the change.

53. Schedule B and SOW

If participants receive a complete Orientation/Enrollment as part of the transition via home or office visit, is this a transition cost to be billed under the Transition CLIN or are they billed under the orientation/enrollment CLIN? See 52. FS component participants will have no visible changes to their requirements. O/E is designed for new participants. Conveying changes in services to TO component participants should be covered under the Transition CLIN as it is a one-time event.

54. Pg. 40, Sec.

C (SOW), 6.9

If an incumbent staff member is hired by the new contractor, will his/her training received from the current incumbent contractor count if the training occurred within 1 year prior to contract award? Yes.

55.

Pg. 25, Sec.

C (SOW),

4.0, i, a, i, 1

Will ICE allow an additional number of years of relevant experience to qualify for the Degree requirements, for example, 4 years of experience for a Bachelors Degree? No, experience will not override the Bachelor’s degree requirement. The Government is not an authority on the subject matter covered under accredited Bachelor degree program requirements and cannot evaluate an appropriate level of experience.

RFP

Reference Question/Comment

56. Pg. 40, Sec.

C (SOW), 6.9

Will all incumbent staff be up to date with their refresher training upon contract award?

Incumbent staff will be up-to-date and current with ISAP II requirements. The Government will not require incumbent staff to undertake any training in anticipation of ISAP III if they are current.

57.

Section C, 6.7.1, 6.7.2, 6.1.c

Section 6.7.1 states that contractor owned vehicles are required at C-sites. There is no such requirement in the SOW, Section 6.7.2, for G-sites. However, in 6.1.c it implies that the Case Specialist at G-sites may be required to conduct Home Visits. Is that indeed a requirement and therefore contractor owned are vehicles required at G-sites? Correction: a CS will be required to conduct the full extent of the contract as applicable to their location and as assigned by the Government. C and G-sites must have the ability to conduct HVs whether the Government assigns HVs or not. Therefore, the contractor must provide a vehicle for the CS.

58.

Section C, 6.7.1, 6.7.2, 6.1.c

In Section 6.7.2, please identify what specifically ICE provides under “necessary IT equipment”?

If the contractor is assigned to a G-site (Government location authorizing contractor space), the Government will provide access to a computer, phone, fax, scanner, printer, etc. to perform the basic functions at the location. Supplemental equipment (cell phones, ID card makers, ID scanners if used, etc.) to perform the functions that is not readily available for everyday use in the Government location is specific to the contractor. This is similar to the current ISAP II contract.

59. Section M, ER/COOP

Can ICE estimate the largest “mass scale intake” (i.e., number of participants) it expects to occur under the program after contract start? The Government does not have this information as these are unpredictable events.

60.

Pg. 32, Sec

C (SOW),

6.1.c.iii.5

Is the Program Orientation/information handbook provided by ICE or is it the responsibility of the contractor to develop the Program Orientation/information handbook and publish copies of the handbook? Contractor responsibility.

61.

Pg. 32, Sec

C (SOW),

6.1.c.iii.5

If the contractor is required to publish the copies of the Program Orientation/information handbook, will G-sites have the facilities for printing necessary copies to support participant population? Contractor will have access to standard technical equipment to perform the functions of the contract and Government requirements. Handbooks represent the program, the contractor, and by extension, the Government.

62.

Section C, 6.1.c.iii.8 Section C, 6.6.b.vii.

Is it the contractor’s responsibility to create the Participant Photo ID card or is it ICE’s responsibility? Contractor responsibility.

63.

Section C, 6.1.c.iii.8 Section C, 6.6.b.vii.

If it is ICE’s responsibility to create the Participant Photo ID card, will the Participant Photo ID cards still be valid under the new contract or must they be changed with the new contract? N/A

64.

Pg. 37, Sec.

C (SOW),

6.7.1

Page 37 states the contractor office sites should have the following, “Proximity to ERO office (must be within 10 miles). Will ICE please provide the addresses of all ERO offices and sub-offices associated with this program within each of the locations presented in Attachment 4?

This will be provided.

65.

Pg. 37, Sec.

C (SOW),

6.7.1

Page 37 states the contractor office sites should have the following, “Proximity to ERO office (must be within 10 miles). If there are multiple ERO offices and sub-offices associated with this program located in each of the cities (locations) listed in Attachment 4, is the contractor required to have a contractor office site within 10 miles of each, i.e., is the contractor required to have multiple contractor office sites within a city (location) listed in Attachment 4? Contractor site must comply with requirement of being within 10 miles of ERO office address (which will be provided).

Individual locations with multiple locations will be addressed on a case-by-case basis due to unique circumstances. If incumbent does not win ISAP III, new contractor is preferred to locate within close proximity of C-site location to ease burden of change on participants.

66. Pg. 23, Sec.

C (SOW), 1.0

Will ICE please provide the compliance statistics associated with release conditions under the current ISAP II program? See response in question 7.

RFP

Reference Question/Comment

67. Pg. 23, Sec.

C (SOW), 1.0

Will ICE please provide the compliance statistics associated with court appearances under the current ISAP II program? Court appearance compliance rates are over 96%.

68. Pg. 23, Sec.

C (SOW), 1.0

Will ICE please provide the compliance statistics associated with final orders of removal under the current ISAP II program?

FY13 FY12 FY11

FS TO Total FS TO Total FS TO

Removal Rate: Complied with Orders of Removal or Voluntary Departure

79.2% 47.1% 72.5% 84.9% 48.9% 76.5% 84.1% 44.1%

69.

Pg. 38, Sec.

C (SOW),

6.7.1, q.

Page 38 states “No more than 100 participants per each Case Specialist”. Will ICE please provide the current average ratio of participants to case specialist? The current average is below 100 participants per 1 Case Specialist. This is put in the ISAP III solicitation not because it is the optimal ratio but because we want to set a maximum number of participants per CS.

70.

Pg. 39, Sec.

C (SOW),

6.7.3

Can ICE please confirm the contractor is not required to have staff located at T-sites? T-sites are locations where the Government uses contractor provided equipment and software to handle all case management and logistical technology assignment. A contractor is not required at these locations as long as contract and Government requirements are fulfilled.

71.

Pg. 27, Sec.

C (SOW),

5.0, b. and Pg. 31, Sec.

C (SOW),

6.0, 6.1, c.

Please confirm if an Alien resides more than 75 miles from a C-site or G-site and there is not a Technology Only option available for that Alien, the contractor would not be responsible for this Alien under ISAP III? The contractor will not be responsible for participants outside of the 75 miles (or mutually agreed upon range as 75 miles in Omaha is very different from 75 miles in Los Angeles) from a C or G-site without contractor management and Government (HQ – ATD management staff) approval.

72.

Pg. 39, Sec.

C (SOW),

6.7.3 and Pg. 37, Sec.

C (SOW) 6.6

Section 6.6 of the SOW states Enrollment/Orientations for subjects accepted and enrolled in the program will be conducted at a T-site. However, Section 6.7.3 of the SOW states T-sites will not have the benefit of having a local contractor. Is the contractor required to perform all activities listed under 6.6 Program Enrollment/Orientation of participants in T-sites? At locations where there is no G or C-site contractor presence, T-sites alone will not require a contractor presence.

To clarify, 6.6 Enrollment/Orientations is specific to those locations where a contractor already exists but the Government is choosing an equivalent level of ATD participation to that of a T-site but wants the contractor to conduct Orientation/Enrollment. If there is no contractor presence at a T-site, O/E will not be required.

73.

Pg. 39, Sec.

C (SOW),

6.7.3 and Pg. 37, Sec.

C (SOW) 6.6

If the contractor is not required to perform all activities listed under 6.6 Program Enrollment/Orientation of participants in T-sites, does ICE conduct all activities listed under 6.6 Program Enrollment/Orientation? The Government will be responsible for O/E where it deems fit, regardless of C, G, or T-site. If a location is only T-site, the contractor will not be responsible for O/E activities. This does not preclude alert monitoring, EOIR tracking, etc.

74.

Pg. 39, Sec.

C (SOW),

6.7.3 and Pg. 37, Sec.

C (SOW) 6.6

Related to the above question, If ICE conducts all activities listed under 6.6 Program Enrollment/Orientation for participants at T-sites, to include Installation of Technology, is the contractor required to provide and maintain an inventory of electronic monitoring equipment for T-sites? The Government will use contractor provided equipment and monitoring programs. The equipment will be stored at Government sites. The actual onsite inventory will be at the Government’s discretion.

75.

Pg. 39, Sec.

C (SOW),

6.7.3 and Pg. 37, Sec.

C (SOW) 6.6

If the contractor is required to provide and maintain an inventory of electronic monitoring equipment for T-sites, will the electronic monitoring equipment be kept at the ERO office located in that T-site location? Contractor equipment will be kept at Government locations. The Government will work with the contractor to identify and maintain an appropriate amount of equipment on site based upon historical use and operational needs as they arise.

RFP

Reference Question/Comment

76.

Pg. 39, Sec.

C (SOW),

6.7.3 and Pg. 37, Sec.

C (SOW) 6.6

Related to the above question, if electronic monitoring equipment will be kept at the ERO office located in a T-site location, will the contractor be responsible for replacing the equipment if lost, damaged, or stolen at that site? Through the course of business, participants may damage, destroy, or lose equipment. The contractor assumes risk for these types of actions. Historically, there have been participants that have been prosecuted criminally for damage to equipment, received convictions, and were made financially liable. This takes a significant amount of coordination.

77.

Pg. 39, Sec.

C (SOW),

6.7.3 and Pg. 37, Sec.

C (SOW) 6.6

and Pg. 1, Attachment 6, 1, a

Related to the above questions, for T-sites, will the contractor or ICE be responsible for “reclaim all of the Electronic Monitoring equipment as stated in this requirements document” as stated in Pg. 1 of Attachment 6, item 1a? The Government is responsible to recover electronic monitoring equipment for T-sites.

78. Pg. 37, Sec.

C (SOW), 6.6

Will ICE please define the requirements of a “scaled down version of an enrollment”? The minimum activity required to enroll a participant for alert tracking purposes and initial record creation. Full O/E which includes orientation video, ISP, completion of schedule and contact info, etc. will be expected to be completed in a reasonable period of time (24 hours or next business day).

79. Pg. 37, Sec.

C (SOW), 6.6

Will ICE please confirm that all Enrollment/Orientations not conducted specifically at either a C-site or a G-site must be done with ERO presence? Correct. O/E will be conducted typically at a C or G-site. Other O/E performed outside of those physical locations must be done with ERO presence.

80.

Pg. 32, Sec.

C (SOW),

6.1, c, iii, 9 and Pg. 37, Sec.

C (SOW),

6.6, b., iv

Is the contractor required to develop the orientation videos and produce the number of copies required for distributing to the participants or are the videos provided by ICE to the contractor?

Contractor develops and produces. Copies of the orientation video are not to be given to the participants, only shown.

81.

Reference Section C, Item 6.1, Item b, Section in entirety, page 29-30

Please confirm that ISPs are not required for participants in T-sites. ISPs are not required for participants assigned to T-sites.

82.

Reference Section C, Item 6.1, Item b, Item i, Item 1, Item b, Item i, page 30 “The CS updates the

ISP

a. Please clarify the requirements for completing residence verification. Is there an expectation for when residence verifications are to be completed or rescheduled? This is listed on page 31.

b. If Residence Verification is now unscheduled, what is the time limit to complete the first Home Visit? ‘Unscheduled’ means that the participant is not notified in advance of the home visit. Initial residence verifications are to be conducted within 48 hours/two business days of initial O/E completion.

83.

Reference Section 6.1, Item b, Item

The referenced sections contain contradictory information regarding contractor responsibility at T-Sites. Please clarify the contractor’s responsibilities regarding T-Sites. Not clear on what contradictions are. For T-site specific assignments, contractor will only be responsible for case

RFP

Reference Question/Comment ii, Item 4, “If the Participant has been assigned an electronic monitoring device, attempt to locate the device and retrieve as necessary during standard working hours” Reference Section C, Item 6.6, Section in entirety, Reference Section C, Item 6.7.1, Section in entirety, page 37-39 tracking, alert management, and keeping the Government apprised if resolutions/concerns.

Contractor will not be responsible for technology assignment, attachment, enrollment, collection at locations that only have T-site capabilities.

84.

Section C, Item 6.7.1, Items m-q, page 38, Sections in entirety

This requirement sets minimum staffing levels for all C-sites, including: 1 Program Manager, 2 Case Specialists, and 1 Administrative Assistant. This requirement also caps caseloads at no more than 100 participants per Case Specialist. As an example Section C (SOW) states that a third Case Specialist is required when the thirty day moving average number reaches 151 participants. A moving average of 151 participants is still within the 100 participant maximum range for a Case Specialist. Please confirm that the agency intends on using 251 as the moving average that triggers the need to hire on a third Case Specialist. Agreed that 151 is incorrect.

However, the Government stands by the 100 participant maximum range for a CS at risk of degradation of service. Should re-word to 201.

85.

Reference Section C, Item 6.2, Item iv, page 34-35

The incumbent provider currently conducts home visits outside of normal business hours to accommodate participant work schedules. Please confirm that the contractor will have the option of conducting home visits outside of normal business hours based on the participant’s schedule and life circumstances, and to ensure participant compliance with agency mandates. Confirmed.

Contractor will have the option to conduct HV outside of normal business hours.

86. Pg. 24, Sec.

C (SOW), 3.0

Page 24, Section 3.0 discusses the legal stages. Please provide clarification of what event or document will be the trigger for the contractor to move a participant from Pre-Order to Post-order to Appeal? Either the Government will notify the contractor that the participant is in a different legal stage, EOIR call-in line will indicate that a decision has been issued, or the participant will bring a copy of the Immigration Judge’s (IJ) decision. Option 3 is the preferred method for C and G-site participants so the contractor will be able to copy decisions and save as part of working folders.

RFP

Reference Question/Comment

87.

Reference Section C, 6.3, Section in entirety, page 35-36

Please confirm that for C-Site and G-Site participants alert management is always included when EM technology is in use and does not need to be checked by the ATD office on the enrollment form. The field will likely select alert management for almost all C-sites and G-sites however the Government will not be required to select alert management for all C-sites and G-sites as there may be exceptions to the rule.

88.

Reference Section C, Item 6.16, Section in entirety, page 43-50

a. If Alert Management and Court Tracking has been selected as a service in T-Sites, is an Emergency Report required for events related to those services? The Government will require updates to be submitted with regards to those services.

b. Will case management services be applied for all T-Site, G-Site, and C-Site participants?

Case management services are specific to G and C-sites only as it relates to potential referrals for services.

89.

Pg. 37, Sec.

C (SOW),

6.6, c.

On Page 37, it states, “The contractor shall provide program participants with program rules at orientation” and “The rules shall specify prohibited actions and the penalties that may be imposed by ERO”. Please provide the complete list of penalties that may be imposed by ERO?

If a participant is found to not be in compliance with the program rules and release conditions, ERO has the option to re-determine those release conditions which include, but may not be limited to: case management reporting levels, technology assignment, and/or detention.

90.

Pg. 41, Sec.

C (SOW),

6.9.5, b.

Are all courses listed on Page 41 under “6.9.5, b. Courses” available online at the ICE Virtual University? Pg. 41, Sec. C (SOW), 6.9.5, b. are a list of mandatory training subjects, along with the minimum number of hours of training that shall be included in the contractor’s Training Plan.

ICE Virtual University will not be used for these mandatory training subjects.

91.

Pgs. 41-42, Sec. C

(SOW),

6.9.5, f.

Are all training requirements listed on Pages 41-42 under “6.9.5, f. Current Training Requirements” mandatory? Yes.

92.

Pgs. 41-42, Sec. C

(SOW),

6.9.5, f.

Are all training requirements listed on Pages 41-42 under “6.9.5, f. Current Training Requirements” available online at the ICE Virtual University? All training requirements listed on Pages 41-42 under “6.9.5, f. Current Training Requirements” are available online via the ICE Virtual University(VU). Access to the ICE Virtual University may be made available to the contractor’s staff following contract award. In the event that access is not available, the COR will provide the contractor with a CD version of the training for completion.

93.

Pgs. 41-42, Sec. C

(SOW),

6.9.5, f.

How many hours are each of the training requirements listed on Pages 41-42 under “6.9.5, f.

Current Training Requirements”? Below are the training requirements listed on Pages 41-42 under “6.9.5, f. Current Training Requirements”, along with an approximation of the length in time each course takes for completion (in parenthesis):

1.Privacy Training for SharePoint Collaboration Site Users (1 hour) 2.Information Assurance Awareness Training (IAAT) (1 hour) 3.Operations Security (OPSEC) Basic (1 hour) 4.Privacy at DHS: Protecting Personal Information (1 hour) 5.DHS Basic Records Management (1 hour) 6.DHS Department Wide File Plan (1 hour) 7.Electronic Records Management (1 hour) 8.Vital Records Guidance (1 hour)

94.

Pg. 37, Sec.

C (SOW),

6.7.1

Page 37 states the contractor office sites should have the following, “Proximity to ERO office (must be within 10 miles). If an ERO office moves to another location, is the contractor expected to move their office to stay within the 10 mile radius of this new office location? If the Government moves the ERO office to another location and fails to provide reasonable notification to the contractor, they will not initially be required to move their office based upon their current lease. However, should an opportunity present itself to move (and of the year-long lease, for example) the contractor will be expected to comply with requirements.

RFP

Reference Question/Comment

95.

Pg. 37, Sec.

C (SOW),

6.7.1

If ERO expects to move offices and the contractor is expected to move their office to stay within the 10 mile radius, what are the ERO office moves planned to occur in the base year, Option Year 1, Option Year 2, Option Year 3, and Option Year 4? Any moves will be done at a time most convenient for the Government and not be limited by the ISAP III contract. The Government will work with the contractor about a fair and appropriate notification and a reasonable time period to comply.

96. Pg. 39, Sec

C (SOW), 6.8

Please confirm travel documents, such as passports, for which a participant applies while under the program are mailed to the ISAP III facility site and not the participant’s residence. While this is preferred, it is not required in the SoW, section C, page 39, section 6.8. The contractor should do what they can to get appropriate information (tracking number, etc.) but will not require the participant to use the contractor site as the point of delivery. The passport will likely be sent naming the participant and the contractor is not authorized to open their mail anyway.

97. Pg. 29, Sec

C (SOW) 6.1

Please provide a copy of the Change Request form that will be used on ISAP III? The initial enrollment form (attachment 3) will be used if a change in services are required.

98.

Pg. 30, Sec

C (SOW),

6.1, b, i, 1, b

Once a hearing is scheduled does the CS provide the necessary information to the participant via Office Visit or Home Visit? The contractor will be expected to update the participant immediately whether through OV, HV, or phone call.

99. Pg. 37, Sec.

C (SOW) 6.6

Please provide the number of enrollments in the past year that occurred in the field versus at an ISAP II office facility. The Government is unable to provide this information as it is uncontrollable in many instances. If the Government will be conducting an operation outside of standard hours of operation and expects that there will be potential participants, local field offices will coordinate directly with the contractor while keeping HQ – ATD apprised.

100.

Pg. 32, Sec.

C (SOW),

6.1, c,iii, 9

Does the Government have approved ISAP III videos? No. These are to be provided by the contractor.

101.

Pg. 32, Sec.

C (SOW),

6.1, c,iii., 9

If so, what languages are the videos currently in? See response in question 100.

102. Pg. 37, Sec.

C (SOW), 6.6

Does ICE have a definitive time in which Participant orientation should last? The Government does not track this information.

103. p. 32 - 6.1.c.ii.5. –

Participants receive a Program Orientation/Information handbook - Has ICE developed such a Program Orientation/Information handbook? If so, will ICE provide copies? No. The contractor is responsible to develop and provide.

104. p. 33 – 6.2.ii

Will contractor be tying into/interfacing with an already developed ICE database, or will contractor be responsible for developing and operating a database specifically for this contract? If the latter, will incumbent transition database? While this option has been explored, at this time there is no plan to move forward with tying into/interfacing with an already developed ICE database. This possibility may exist in the future.

105. p. 48 – 6.16.2.k. –

Participant Count by Billing Services (PCBS) – what is PCBS? This document identifies the every participant that was active during the billing month and all associated services that were assigned to that participant during that billing period.

106. p. 38 – 6.7.1.n

“Each PM must ensure that the C-site shall have appropriate coverage at all times to fulfill all requirements of this contract.” - Does this require 24/7 coverage at each C-site? The contractor should be available to respond to alerts/violations and possible enrollments 24/7. This requirement may be fulfilled by being on-call and available, not necessarily while in the office outside of standard hours of operation.

107.

p. 39 - 6.7.2 Government Office Sites

Will contractor be required to have one Program Manager, 2 Case Specialists and Admin Assistant located at each government site? No. Government sites will be limited to 100 participants and will only require the single contractor to handle the program.

108. p. 51 – Deliverable #

Please clarify whether ISPs are required for other participants. ISPs are required for those participants who will be scheduled for office visits and/or home visits.

RFP

Reference Question/Comment

5 states “Develop ISP for each participant subscribed to Office Visits.”

109. p. 51 – Deliverable #

6 refers to section 6.3 of the SOW (Office Visits) and states “Conduct face-to-face interviews with participants subscribed to office visits.” Please clarify whether face-to-face…