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Attachment A- Sample Performance Requirements Summary (PRS) (Note: Contractor to submit its PRS when it submits its proposal)
FUNCTIONAL AREA /
WEIGHT
PERFORMANCE
STANDARD
| PERFORMANCE MEASURE |
| METHOD OF |
SURVEILLANCE
| ACCEPTABLE QUALITY LEVEL |
| WITHHOLDING CRITERIA |
Administration and Management (10%) Addresses general administration, organizational and management requirements, understanding and familiarity with care of migrant populations, special populations such as juveniles, and / or minimum security environments, ability to collocate and effectively work with the DOS designee that provides social and other support services to protected migrants at the MOC, and Quality Control Plan)
C.10 Orders, Instructions, Directives, Standards, and Regulations
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Periodic reviews in accordance with the attached performance monitoring tool |
· Monthly review of corrective action plan results
· Ad-hoc reviews as needed
· CDRs
| Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP) |
| A rating of Deficient on any three of the standards will result in up to a 10% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established |
A rating of At-Risk on any of the standards will result in up to a 10% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Personnel (15%)
Addresses contractor responsibility in areas of competency, training, recording presence, tour of duty, restrictions, random drug testing, dual positions, appearance, behavior, and workforce integrity C.5.4 Contractor Employee Requirements
C.5.5 Contractor Employee Training Requirements
C.5.6 Contractor Sponsored Training
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Monthly review of corrective action plan results |
· Ad-hoc reviews as needed
· CDRs
Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 15% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 15% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Background and Clearance Procedures (5%)
Addresses background investigations, security requirements, suitability determinations, background investigations, employment and continued eligibility, and security management
Reporting alleged employee misconduct, arrests, employees under investigation by any law enforcement agency
C.5.4 Contractor Employee Requirements
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Ad-hoc reviews as needed |
· CDRs
Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 5% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 5% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Training (15%)
Addresses contractor training in the PWS)
C.5.5 Contractor Employee Training Requirements
C.5.6 Contractor Sponsored Training
Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs
Periodic reviews in accordance with the contract performance monitoring tool (see attached)
· Monthly review of corrective action plan results
· Ad-hoc reviews as needed
· CDRs
· Review of service provider’s quality control program monitoring reports and output data Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 15% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 15% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Facility Security and Control (20%)
Addresses post orders; permanent logs; security features; security inspections, control of contraband; migrant and housing unit searches; migrant accountability; use of force, non-routine use of restraints; tools, keys, and equipment control; supervision for special housing; emergency plans, work details, programs and services C.5.3 Property, Equipment, Supplies, and Information
C.5.1 Facility Security and Control – All Migrants (Protected & Non-Protected)
Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs
Periodic reviews in accordance with the contract performance monitoring tool (see attached)
· Monthly review of corrective action plan results.
· Ad-hoc reviews as needed
· CDRs
· Review of service provider’s quality control program monitoring reports and output data
Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 20% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 20% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Migrant Rights, Rules, Discipline, and Privileges (5%)
Addresses migrants’ civil rights and familiarity with care of migrant populations, special populations such as juveniles, and / or minimum security environments
C.5.1 Facility Security and Control – All Migrants (Protected & Non-Protected)
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Periodic reviews in accordance with the contract performance monitoring tool (see attached) |
· Monthly review of corrective action plan results.
· Ad-hoc reviews as needed
· Review of service provider’s quality control program monitoring reports
· CDRs
| Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP) |
| A rating of Deficient on any three of the standards will result in up to a 5% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established |
A rating of At-Risk on any of the standards will result in up to a 5% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Transportation (15%)
Addresses ground transportation of migrants and / or to effect the removal from the facility
C.5.1 Facility Security and Control – All Migrants (Protected & Non-Protected)
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Periodic reviews in accordance with the attached performance monitoring tool |
· Monthly review of corrective action plan results
· Ad-hoc reviews as needed
· CDRs
Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 15% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 15% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Health, Safety, Sanitation and Emergency Standards (10%)
Addresses contractor compliance with ICE emergency procedures, accountability documenting disturbances, appropriate use of chemicals, reporting of serious incidents, evacuation plans, injury, illness, medical requests, evacuation, migrant death or injury, clothing, bedding and linen exchange
C.5.2 Health, Safety, Welfare, and Emergency
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Periodic reviews in accordance with the attached performance monitoring tool |
· Monthly review of corrective action plan results
· Ad-hoc reviews as needed
· CDRs
Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 10% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 10% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
Property, Equipment, and Supplies (5%)
Addresses government property accountability, required supplies, telephone system
C.5.3 Property, Equipment, Supplies, and Information
| Performance measures are reflected in the supplemental performance monitoring tool issued by the COTRs |
| · Periodic reviews in accordance with the attached performance monitoring tool |
· Monthly review of corrective action plan results
· Ad-hoc reviews as needed
· CDRs
Performance fully complies with all elements of standard at a level no less than acceptable (see Section 6 of the QASP)
A rating of Deficient on any two of the standards will result in up to a 5% withholding in the monthly invoiced per-diem day rate until compliance with the standard is established
A rating of At-Risk on any of the standards will result in up to a 5% deduction in the monthly invoiced per-diem day rate until compliance with the standard is established
The following is a breakdown of the percentage amounts that will be withheld or deducted for each functional area for 1st offense through 4th offense in deficient and at-risk. As stated in the withholding and deduction criteria, no more than the total weight for each functional area (for example 10% for Administration and Management) will be withheld or deducted on a monthly invoiced per diem day rate. The offenses will be recorded on a 12 month basis.
| Deficient |
| 1st Offense |
| 2nd Offense |
| 3rd Offense |
| 4th Offense |
| Administration & Management |
| 2.50% |
| 5.00% |
| 7.50% |
| 10.00% |
| Personnel |
| 3.75% |
| 7.50% |
| 10.25% |
| 15.00% |
| Background and Clearance |
| 1.25% |
| 2.50% |
| 3.75% |
| 5.00% |
| Training |
| 3.75% |
| 7.50% |
| 10.25% |
| 15.00% |
| Facility Security and Control |
| 5.00% |
| 10.00% |
| 15.00% |
| 20.00% |
| Migrant Rights, Rules, Discipline and Privileges |
| 1.25% |
| 2.50% |
| 3.75% |
| 5.00% |
| Transportation |
| 3.75% |
| 7.50% |
| 10.25% |
| 15.00% |
| Health, Safety, Sanitation, and Emergency Standards |
| 2.50% |
| 5.00% |
| 7.50% |
| 10.00% |
| Property, Equipment, and Supplies |
| 1.25% |
| 2.50% |
| 3.75% |
| 5.00% |
| At-Risk |
| 1st Offense |
| 2nd Offense |
| 3rd Offense |
| 4th Offense |
| Administration & Management |
| 2.50% |
| 5.00% |
| 7.50% |
| 10.00% |
| Personnel |
| 3.75% |
| 7.50% |
| 10.25% |
| 15.00% |
| Background and Clearance |
| 1.25% |
| 2.50% |
| 3.75% |
| 5.00% |
| Training |
| 3.75% |
| 7.50% |
| 10.25% |
| 15.00% |
| Facility Security and Control |
| 5.00% |
| 10.00% |
| 15.00% |
| 20.00% |
| Migrant Rights, Rules, Discipline and Privileges |
| 1.25% |
| 2.50% |
| 3.75% |
| 5.00% |
| Transportation |
| 3.75% |
| 7.50% |
| 10.25% |
| 15.00% |
| Health, Safety, Sanitation, and Emergency Standards |
| 2.50% |
| 5.00% |
| 7.50% |
| 10.00% |
| Property, Equipment, and Supplies |
| 1.25% |
| 2.50% |
| 3.75% |
| 5.00% |
CONTRACT DISCREPANCY REPORT
1. CONTRACT NUMBER
2. TO: (Contractor and Manager Name)
3. FROM: (Name of COTR)
DATES
CONTRACTOR NOTIFICATION
| CONTRACTOR RESPONSE DUE BY |
| RETURNED BY CONTRACTOR |
| ACTION COMPLETE |
4. DISCREPANCY OR PROBLEM (Describe in Detail: Include reference in PWS / Directive: Attach continuation sheet if necessary.)
5. SIGNATURE OF CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)
| 6. TO: (COTR) |
| 7. FROM: (Contractor) |
8. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE. ATTACH CONTINUATION SHEET IF NECESSARY. (Cite applicable Q.A. program procedures or new A.W. procedures.)
9. SIGNATURE OF CONTRACTOR REPRESENTATIVE
10. DATE
11. GOVERNMENT EVALUATION OF CONTRACTOR RESPONSE/RESOLUTION PLAN: (Acceptable response/plan, partial acceptance of response/plan, rejection: attach continuation sheet if necessary
12. GOVERNMENT ACTIONS (Payment withholding, cure notice, show cause, other.)
CLOSE OUT
| NAME AND TITLE |
| SIGNATURE |
| DATE |
CONTRACTOR
NOTIFIED
COTR
CONTRACTING
OFFICER
Attachment C – Performance Monitoring Tool
The contractor shall provide a performance monitoring tool using the sample below that outlines the frequency of inspection of each standard they are going to be held too, the title of each standard, the rating given for each area, deficiencies noted, and a date to rectify the issue.
Enforcement and Removal Operations
Contract Performance Monitoring Tool
Facility Name: ______________ Month/Year: _______
Frequency
DETENTION STANDARD
| Rating A/D/R/NA |
| Corrective Action Required / Comments |
| Due Date |
1. Admission and Release
| A. |
| ICE information is available for initial classification |
| B. |
| Medical screening taking place within timeframes |
| C. |
| Inventory detainee personal effects |
| D. |
| Detainee funds accountability in place for admin/release |
| E. |
| All visual searches documented and are not routine in procedure |
| F. |
| Appropriate clothing and bedding issued |
| G. |
| Orientation material in English, Spanish or most prevalent second language |
2. Detainee Classification System
| A. |
| All detainees classified appropriately upon arrival |
| B. |
| Reassessment and reclassification process in place |
| C. |
| Housing assignments are based upon classification |
| D. |
| Work assignments are based upon classification system |
| E. |
| Detainees are assigned color coded uniforms/wrist bands to reflect classification level |
3. Contraband
| A. |
| Policy in place for handling contraband |
| B. |
| Contraband disposed of properly and documented |
| C. |
| Facility staff make a concerted effort to control contraband |
4. Correspondence and Other Mail
| A. |
| Incoming mail screened and delivered daily |
| B. |
| Outgoing mail screened for contraband |
| C. |
| Legal mail opened in front of detainee |
| D. |
| Incoming funds processed properly |
| E. |
| Rules for correspondence and other mail posted in housing unit or common areas, and detainee handbook |
| F. |
| Facility has a system for detainees to purchase stamps |
| G. |
| SMU has same correspondence privileges as general pop |
5. Detainee Handbook
| A. |
| Staff aware of handbook contents and follow procedures |
| B. |
| Available in both English and Spanish and/or second most prevalent language |
| C. |
| Handbook is updated as necessary |
| D. |
| Orientation material available to illiterate detainees |
6. Detention Files
| A. |
| Detention file created for each new arrival |
| B. |
| Detention files contain documents generated during custody |
| C. |
| Detention files maintained in a secure area |
7. Disciplinary Policy
| A. |
| Rules of conduct/sanctions provided in writing |
| B. |
| Incident reports investigated within 24 hours |
| C. |
| Disciplinary panel adjudicate infractions |
| D. |
| Disciplinary sanctions are in accordance with standards |
| E. |
| Staff representation available |
8. Emergency Plans
| C. |
| Evacuation routes primary and secondary |
| D. |
| A complete set of emergency plans is available |
| E. |
| Staff work stoppage plan is available |
9. Environmental Health and Safety
| A. |
| System for storing/issuing/maintaining hazardous materials |
| B. |
| Complete inventories of hazardous materials maintained |
| C. |
| A complete list of MSDS readily accessible to staff and detainees |
| D. |
| Fire prevention/control/evacuation plan |
| E. |
| Conduct fire/evacuation drills according to schedule/standard |
| F. |
| Staff trained to prevent contact with blood and bodily fluids |
| G. |
| Emergency generators are tested bi-weekly |
| H. |
| Every employee and detainee using flammable, toxic, or caustic materials receives advance training in their use, storage, and disposal |
| I. |
| Safety Office (or officer) maintains files of inspection reports; Including corrective actions taken |
| J. |
| Facility appears clean and well maintained |
| K. |
| All flammable and combustible materials (liquid and aerosol) are stored and used according to label recommendations |
10. Non-Medical Emergency Escorted Trips
| A. |
| The Field Office Director considers and approves, on a case-by-case basis, trips to visit an immediate family member in accordance with standards |
11. Security Inspections
| A. |
| Staff are required to conduct security check of assigned areas |
| B. |
| All visitors officially recorded in a visitor log book |
| C. |
| Front entrance staff inspect ID of everyone entering/exiting |
| D. |
| Maintain a log of all incoming and departing vehicles |
| E. |
| Housing unit searches occur at irregular times |
| F. |
| Area searches documented in log book |
| G. |
| Daily/Monthly fence checks completed and logged |
| H. |
| Facility administrator or designee and department heads visit housing units and activity areas weekly |
| I. |
| Officers monitor all vehicular traffic entering and leaving the facility |
| J. |
| The facility has a written policy and procedures to prevent the introduction of contraband into the facility or any of its components |
| K. |
| Security officer posts located in or immediately adjacent to detainee living areas to permit officers to see or hear and respond promptly to emergency situations. Personal contact and interaction between staff and detainees is required and facilitated |
| L. |
| Daily procedures include: perimeter alarm system tests; physical checks of the perimeter fence; documenting the results |
| M. |
| Tools being taken into the secure area of the facility are inspected and inventoried |
12. Food Service
| A. |
| Appropriate security measures for sharps are in place |
| B. |
| Appropriate food temperatures are maintained for both hot and cold food |
| C. |
| Food Service department maintained at a high level of sanitation |
| D. |
| Detainees receive safety and appropriate equipment training prior to beginning work in department |
| E. |
| A minimum of two hot meals served daily |
| F. |
| Facility has a standard 35 day cycle menu |
| G. |
| A registered dietician conducts nutritional analysis |
| H. |
| All menu changes documented |
| I. |
| Common fare menu for authorized detainees |
| J. |
| Weekly inspections conducted and documented |
13. Funds and Personal Property
| A. |
| Inventory personal property/funds is maintained |
| B. |
| Funds/valuables documented on receipt |
| C. |
| Detainees property searched for contraband |
| D. |
| Staff forward arriving detainees medication to medical staff |
| E. |
| Detainee funds are deposited into the cash box |
| F. |
| Staff secure every container used to store property with a tamper-proof numbered strap |
| G. |
| Quarterly audits of detainee baggage & luggage are conducted, verified, and logged |
14. Detainee Grievance Procedures
| A. |
| Grievance procedures in place |
| B. |
| Staff awareness of procedures for emergency grievances |
| C. |
| Grievance log is utilized |
| D. |
| Staff forward any grievances alleging staff misconduct to ICE |
| E. |
| Informal resolution to a detainee grievance documented in detention file |
15. Hold Rooms in Detention Facilities
| A. |
| Detainees are not held in hold rooms longer than 12 hours |
| B. |
| All detainees pat searched prior to placement in hold room |
| C. |
| Maintain detention log for each detainee in hold room |
| D. |
| Written evacuation plan posted for each hold room |
| E. |
| Hold rooms contain sufficient seating for the number of detainees held |
| F. |
| No bunks/cots/beds or other related make shift sleeping apparatuses are permitted inside hold rooms |
| G. |
| Male and females are segregated from each other at all times |
| H. |
| Detainees are provided with basic personal hygiene items such as water, soap, toilet paper, cups for water, feminine hygiene items, diapers and wipes |
| I. |
| Officers closely supervise the detention hold rooms. Hold rooms are irregularly monitored every 15 minutes |
16. Hunger Strikes
| A. |
| Procedures for referring detainee to medical if verbally refused or observed refusing to eat beyond 72 hours |
| B. |
| Staff receive training in identification of hunger strike |
| C. |
| Process for determining reason for hunger strike |
17. Key and Lock Control
| A. |
| Maintain inventories of all keys/locks/locking devices |
| B. |
| Emergency keys are available for all areas of the facility |
| C. |
| Chit system used to issue security equipment/keys/radios |
| D. |
| Policy regarding restricted keys present and followed by staff |
| E. |
| Facility has a key accountability policy and procedures to ensure key accountability. The keys are physically counted daily |
| F. |
| Locks and locking devices are continually inspected, maintained, and inventoried |
18. Access to Legal Material
| A. |
| Adequate equipment is available for detainees |
| B. |
| Legal materials/law library current and available for detainees |
| C. |
| Detainee access provided to include SMU |
| E. |
| Schedule for use implemented 5 hours weekly per detainee |
| F. |
| Access to legal material within 24 hours of written request |
| G. |
| Indigent detainees provided free stamps/envelopes for legal matters |
19. Group Presentations on Legal Rights
| A. |
| ICE/DRO approved videos played for all incoming detainees |
| B. |
| Posters announcing presentation appear in common areas at least 48 hours prior to presentation |
| C. |
| Detainees in SMU receive separate presentation |
| D. |
| Facility ensures adequate presentations so all detainees wanting to attend have the opportunity |
20. Marriage Requests
| A. |
| Marriage written requests approved by FOD |
21. Medical Care
| A. |
| Intake process includes medical and mental health screening |
| B. |
| Sick call procedures established |
| C. |
| Adequate medical staff available proportionate to population |
| D. |
| Pharmaceuticals stored in a secure area |
| E. |
| All detainees receive physical examination/assessment within 14 days of arrival |
| F. |
| Sick call slips available in English, Spanish and/or most prevalent second language |
| G. |
| The facility has a written plan for 24 hour emergency health care when no medical staff are on-duty or when immediate outside medical attention is required |
| H. |
| Medical records are available and transferred with the detainee |
| I. |
| Records are maintained of medication distribution |
| J. |
| All sharps are under strict control and accountability |
| K. |
| A sharps container is used to dispose of used sharps |
| L. |
| The medical department is maintained at a high level of sanitation |
22. Issuance and Exchange of Clothing, Bedding, and Towels
| A. |
| Clothing provided upon intake and exchanged weekly |
| B. |
| Sheets and towels exchanged weekly |
| C. |
| Climate appropriate clothing issued and maintained in good repair |
| D. |
| Facility provides and replenishes personal hygiene items as needed, at no cost to detainee |
| E. |
| Showers operate between 100 degrees and 120 degrees |
| F. |
| Showers meet ADA standards and requirements |
| G. |
| Food Service detainee volunteers exchange garments daily |
23. Population Counts
| A. |
| Staff conduct formal count at least once per 8 hour shift/ 3x per day |
| B. |
| At least two officers participate in count for each area |
| C. |
| Recount conducted when incorrect count is reported |
| D. |
| Face to photo count conducted as necessary |
| E. |
| Each detainee positively identified during count |
24. Post Orders
| A. |
| Every post has a post order, current & signed by the facility administrator |
| B. |
| Housing unit officers record all detainee activity in a log |
| C. |
| Supervisor visits each housing area once per shift |
| D. |
| Staff sign post orders, regardless of whether the assignment is temporary, permanent, or due to an emergency |
| E. |
| Anyone assigned to an armed post qualifies with the post weapons before assuming post duty |
25. Recreation
| A. |
| Outdoor/indoor recreation is provided |
| B. |
| Access to recreation activities 1 hour x 5 days |
| C. |
| Staff conduct daily searches of recreation areas |
| D. |
| In unit sedentary activities are available |
26. Religious Practices
| A. |
| Detainees are allowed to engage in religious services |
| B. |
| Authorized religious items are allowed in detainee possession |
27. Special Management Unit (Administrative Segregation)
| A. |
| Written order accompany detainee placed in SMU |
| B. |
| SMU reviews are conducted in a timely manner (3,7,14,30,60) |
| C. |
| Detainees in SMU have access to legal materials |
| D. |
| Detainees in SMU retain visiting privileges |
| E. |
| Maintain a permanent log regarding detainee related activities |
| F. |
| SMU phone access same as general pop unless exception is made |
| G. |
| Detainees in SMUs may shave and shower three times weekly and receive other basic services (laundry, hair care, barbering, clothing, bedding, linen) on the same basis as the general population |
| H. |
| The facility administrator (or designee) visits each SMU daily |
| I. |
| A health care provider visits every detainee in a SMU at least 3x week, and detainees are provided any medications prescribed for them |
| J. |
| Detainees in the SMU are offered at least one hour of recreation per day, scheduled at a reasonable time, at least five days per week. Where cover is not provided to mitigate inclement weather, detainees are provided weather-appropriate equipment and attire |
| K. |
| When a detainee has been held in Admin Segregation for more than 30 days, the facility administrator notifies the Field Office Director, who notifies the ICE/DRO Deputy Assistant Director, Detention Management Division |
28. Special Management Unit (Disciplinary Segregation)
| A. |
| Written order accompany detainee placed in SMU |
| B. |
| SMU reviews are conducted in a timely manner (3,7,14,30,60) |
| C. |
| Admin SMU detainees enjoy same privileges as gen pop |
| D. |
| Detainees in SMU have access to legal materials |
| E. |
| Detainees in SMU retain visiting privileges |
| F. |
| Maintain a permanent log regarding detainee related activities |
| G. |
| Written order accompany detainee placed in disciplinary SMU |
| H. |
| Detainees in disciplinary SMU have access to legal materials |
| I. |
| Detainees in disciplinary SMU retain visiting privileges |
| J. |
| Disciplinary SMU phone access limited to legal/consular calls |
| K. |
| Detainees in SMUs may shave and shower three times weekly and receive other basic services (laundry, hair care, barbering, clothing, bedding, linen) on the same basis as the general population |
| L. |
| The facility administrator (or designee) visits each SMU daily |
| M. |
| A health care provider visits every detainee in a SMU at least 3x week, and detainees are provided any medications prescribed for them |
| N. |
| Detainees in the SMU are offered at least one hour of recreation per day, scheduled at a reasonable time, at least five days per week. Where cover is not provided to mitigate inclement weather, detainees are provided weather-appropriate equipment and attire |
29. Staff-Detainee Communication
| A. |
| Housing unit rounds conducted daily by security staff |
| B. |
| Housing unit rounds conducted daily by Deportation Staff |
| C. |
| Detainee requests answered within 72 hours |
| D. |
| ICE SDC visit schedules are posted in housing unit |
| E. |
| Request forms are available to detainees |
| F. |
| There is a secure box available for detainees to place requests in for ICE staff that is checked on a daily basis |
| G. |
| Unannounced ICE staff housing unit visits occur weekly |
| H. |
| Visiting staff observe, document and communicate current climate and conditions of confinement |
30. Suicide Prevention and Intervention
| A. |
| The facility has a written suicide prevention and intervention program approved and signed by the health authority and facility administrator which is reviewed annually |
| B. |
| Every new staff member receives suicide-prevention training. Suicide-prevention training occurs during the employee orientation program and annually thereafter |
| C. |
| The facility has a designated and approved isolation room for evaluation and treatment |
| D. |
| Staff observes and documents the status of a suicide-watch detainee at least once every 15 minutes |
31. Telephone Access
| A. |
| Upon intake, detainees are made aware of phone policies |
| B. |
| Out of order phones reported to service provider |
| C. |
| Telephones inspected regularly by staff |
| D. |
| Telephone access rules posted in each housing unit |
| E. |
| The number for the ICE OIG is posted in housing units |
| F. |
| The pro bono list is posted in housing units |
| G. |
| Emergency phone call messages delivered to detainees |
| H. |
| Special access calls are available to detainees |
| I. |
| Notification of telephone monitoring posted by unit phones |
32. Terminal Illness, Advanced Directives, and Death
| A. |
| Detainees who are chronically or terminally ill are transferred to an appropriate off-site facility |
| B. |
| The facility has written plans for addressing organ donations |
| C. |
| There is a policy addressing Do Not Resuscitate Orders |
| D. |
| The facility has written procedures detailing the proper notifications |
33. Tool Control
| A. |
| Tool inventories conducted as specified |
| B. |
| Tools marked and readily identifiable |
| C. |
| Procedures for issuance of tools to staff and detainees |
| D. |
| Inventory made of all tools by contractors prior to enter & exit |
| E. |
| There is an individual who is responsible for developing a tool control procedure and an inspection system to insure accountability |
| F. |
| A metal or plastic chit is taken in exchange for all tools issued, and when a tool is issued from a shadow board the receipt chit shall be visible on the shadow board |
| G. |
| Broken or worn out tools are surveyed and disposed of in an appropriate and secure manner |
| H. |
| Department heads are responsible for implementing proper tool control procedures as described in the standard |
34. Detainee Transfer
| A. |
| Detainee provided with detainee transfer notification form |
| B. |
| Health records/transfer summary accompany detainee |
| C. |
| Funds and personal property accompany detainee |
| D. |
| A-File/work folder accompany detainee |
35. Transportation (Land Transportation)
| A. |
| Documentation indicating safety repairs are completed immediately and vehicles are not used until they have been repaired and inspected, is available for review |
| B. |
| Officers use a checklist during every vehicle inspection |
| C. |
| Transporting officers limit driving time to 10 hours in any 15 hour period when transporting detainees |
| D. |
| Officers with valid Commercial Drivers Licenses, (CDL’s) are required in any bus transporting detainees. |
| E. |
| Policies and procedures are in place addressing the use of restraining equipment on transportation vehicles |
| F. |
| Vehicles have 2 way radios, cellular telephones, equipment boxes in accordance with the Use of Force standard |
| G. |
| Vehicles have written contingency plans on board |
36. Use of Force
| A. |
| Policy governing immediate/calculated use of force |
| B. |
| All use of force incidents documented and reviewed |
| C. |
| Video tapes of incidents preserved/catalogued for 2 1/2 yrs |
| D. |
| Detainee is seen by medical immediately after incident |
| E. |
| Facility subscribes to prescribed confrontation avoidance procedures |
| F. |
| Staff trained in use of force techniques |
| G. |
| Appropriate procedures in place for using 4 point restraints |
| H. |
| Medical staff consulted prior to deploying OC spray in calculated use of force situations |
| I. |
| All electronic stun devices inventoried and used by facility must be approved by ICE National Firearms and Tactical Training Unit |
37. Visitation
| A. |
| Written visitation schedule posted and accessible to the public |
| B. |
| General visitation log book maintained |
| C. |
| Visitor dress code enforced |
| D. |
| Legal visitation available 7 days a week |
| E. |
| Facility complies with visitation schedule |
| F. |
| Visitors are searched and identified per standards |
| G. |
| Current list of Pro Bono services posted in detainee housing |
38. Voluntary Work Program
| A. |
| Facility has a voluntary work program |
| B. |
| Maintain a written chart with work assignments/classification level |
| C. |
| Facility complies with work hour and pay requirements for detainees |
| D. |
| Detainees are medically screened to participate |
| E. |
| Detainees receive proper training and safety equipment |
| F. |
| Detainee housekeeping meets standards for neatness, cleanliness and sanitation |
| Section Reference |
| COTR SUMMARY / COMMENTS |
Contract Type: ___________
| Submitted by COTR Name |
| Date |
Sample QAP Contract Performance Monitoring Instrument
– Key Indicators
| Monthly Key Operational Indicators |
| Current Month |
| Previous Month |
| Difference |
Average Daily Population
Average Daily Population- Facility
Average Daily Population- Facility
Average Days in Custody
# Detainees Received
# Detainees Transferred
Classification
Detainee Classification # Level 1 End of Month (EOM)
Detainee Classification # Level 2 EOM
Detainee Classification # Level 3 EOM
Special Management
Special Housing: # Placed AS
Special Housing: # Placed DS
# Temporary Beds in Use
Detainee Behavior - Number of Incidents
Assaults - Detainee-on-Detainee
Assaults - Detainee-on-Staff
Drug- or Alcohol-related
Disturbances
Hunger Strikes
Escape Attempts*
Escapes*
Suicide Attempts*
Deaths (Suicide, homicide, natural causes)*
Incidents of sexual abuse or assault
Gang related incidents
Hard contraband attach a summary report on types & quantities recovered
Number of Detainee Grievances
Allegations of staff misconduct
Conditions of confinement
Food
Medical
Discipline
Group Grievances
Number of Use of Force Incidents
Immediate
Calculated
# Uses of Chemical Agents
# Uses of Non-Lethal Weapons
# Uses of 4/5 Point Restraints
Personnel
Number Authorized Positions (all)
Number Employees on Board (all)
Number Authorized Positions - Security/Custody Staff
Number Security/Custody Staff on Board
Other
Have there been any interviews by reporters, other news media representatives, academics and others? Attach supplemental info
Has there been any positive or negative facility or detainee media coverage? Attach supplemental info
There are weekly meetings between key ICE and facility staff Y/N
Facility Quality Control Plan is in place Y/N. Attach comments if necessary
When the facility houses males and females complete a separate Operational Indicators section for each gender.
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