Contractor Questions and Answers Due By May 9 2012.pdf

QUESTIONS AND ANSWERS

The following is a list of questions submitted by Contractors by May 9th, 2012. The Government’s responses are in red.

1. The Superintendent of Police (in Puerto Rico) does not issue permits for companies to procure weapons - it only issues out permits for individual licenses. Is there another law or special permit we are not aware of that allows for execution of Par. C.8 of the PWS?

Per the laws of the Commonwealth of Puerto Rico, individuals holding detective licenses are authorized to have weapons and ammunition. Companies wanting to submit proposals for this solicitation shall ensure that each Detention Officer is equipped with a new firearm and ammunition while on duty.

Companies must ensure that their employees are authorized to carry weapons and are armed, as needed, in accordance with these laws and are in accordance with the solicitation by the date of full performance. How companies choose to go about ensuring this is up to each individual company.

Please see the revision made to Section C.8 of the solicitation.

2. In the Continue Sheet is the amount of days, hours, and mileage are correct; if not can could specify?

Yes, the quantities are correct. Some quantities are guaranteed, some are not.

3. How many supervisors and officers are required in total; it’s not specific?

The Contractor is required to provide a Performance Work Statement (PWS) that is based upon the

Contractor’s estimated staff required to deliver the services needed.

4. How many transportation officers are required On-Call?

Please see the answer to question #3.

5. Transportation officials that are On-Call - will they be regular employees or Stand-by employees?

This is a decision to be made by each company.

6. If they are on Stand-by, is the Agency willing to pay a stand-by or waiting salary to the officers, as encourage or required by Puerto Rico labor law.

The Contractor shall decide whether employees are regular or stand-by. The Contractor’s goal is to deliver services to the Government and the Contractor shall determine how to deliver these services.

7. How many officers have to be present in each facility at any given time?

That is up to the Contractor to decide in order to deliver the services required. Please see answers to questions #61 and #65.

8. How many supervisors are required at each facility per day at any given time?

Please see the answer to question #7.

9. How many armed and unarmed officers are required for the service?

Please see the answer to question #7.

10. Section C.8 Fire Arms indicates that the company has to provide firearms to their officers and that they are not allowed to use their personal weapons for the service. Puerto Rico gun control laws don’t allow a private company to purchase or store weapons or ammunition in our facilities. Will the agency helps to provide assistance or a special permit to the company to acquire and store arms and ammunition in the facilities?

No. Please see the answer to question #1.

11. The law stipulated that a company through a duly licensed gunsmith can acquire weapons, ammunition, and would be the stored at the police armory of Puerto Rico at a cost of storage already established by them. If this Arrangement must be made would the Agency pay that cost and could it be added to the proposal?

The Contractor shall include those costs it determines to be necessary to provide the services required and shall include these costs in the existing contract line item structure.

12. And what would be the maximum cost allowed?

Please see the answer to question #11. This is not a cost type contract.

13. Team to transport the food will be provided by the Agency. If the answer is "No", please indicate the required equipment standards; to provide food for the Agency?

No. The Contractor shall provide and deliver food. Please refer to ICE 2000 National Detention

Standards (NDS) for further information.

14. What specific mechanical systems is the contractor required to do maintenance in Aguadilla? Can the govt. provide the equipment type serial number and manufacturer recommended maintenance? Is the govt. responsible for all repairs or replacement costs?

Please refer to Attachment #1 to the RFP for information available regarding equipment to be maintained at the Aguadilla facility. With regard to maintenance, all maintenance costs shall be covered under CLINS 0014, 1014, 2014, 3014, and 4014. Emergency repair costs shall be covered and reimbursed in accordance with CLINS 0016, 0017, 1016, 1017, 2016, 2017, 3016, 3017, 4016, and

4017.

15. Parking lot repair, fence / building sanding and painting all will need to be performed over the next five

(5) years. Can the government provide building and parking lot diagrams with sizes for the contractor to price?

The Contractor is not expected to include cost to cover parking lot repair, fence / building sanding and painting. No diagrams will be provided.

16. The guards at the GSA building are not required to be armed. But when they are used in transporting detainees they are required to be armed. Will guards with proper training and qualifications be able to posses firearms at these locations? Would the government prefer the use of a safe or lock box for the weapons at the perimeter when these guards are on post?

No unarmed detention officers shall possess firearms at the Luis Munoz Marin International Airport or the San Juan GSA building and all transportation detention officers shall be armed. Therefore, while a Contractor employee may serve in either position, the Contractor must ensure that there is no overlap between these two roles in the performance of the duties. In doing so, no unarmed detention officer at the airport or GSA building will perform a transportation function at the same time. With regard to safes/vaults, this requirement has been eliminated from the Section C.8.

17. Can the government provide a list of approved vendors / subcontractors currently used on the contract?

The Government does not have a list of approved vendors / subcontractors currently used on the contract. The incumbent is MVM, Inc.

18. Please clarify – Soft copy – Does this mean a PDF copy will accompany the hard copy? PDF to be emailed or placed on CD?

Please place your softcopy on a CD and submit the CD(s) with your proposal.

19. How will these auxiliary services, such as maintenance & repairs be billed? Cost Plus, or actual cost?

Please see the answer to question #14.

20. Billing per mile may not cover the transportation costs? The identified billing for transportation only covers per mile rate to cover fuel, oil? In order to provide appropriate accommodations based on the

PWS, the contractor would have to already own the vehicles described. Vehicles observed at site survey did not meet your specifications. Is there room for modification? How does contractor who doesn’t already own the named asset recover cost for leasing in order meet PWS requirement?

Billing per mile should be priced so that it covers your expenses. Please price accordingly.

21. What will be the requested complement of guards and supervisors at the San Juan GSA and

Guaynabo facilities?

Please see the answer to question #3 and #7.

22. Is there a list of hotel facilities that are pre-approved by the Government?

Please see Amendment 2, which was posted to FBO on Thursday May 3rd, 2012.

23. Does the government have a list of pre-approved food vendors for each location?

No.

24. Does the government have a minimum dietary requirement for each detainee?

Please refer to ICE 2000 NDS.

25. How often are transportation officers used per day?

Use of transportation officers is based upon need as it arises.

26. Will the government provide a transportation schedule for contractor in advance with dates, times and location detainee will need to be transported? If so please give a brief description of how the transportation schedule will be managed via government and contractors communication.

No.

27. What will be the minimum number of detention transport officers require per transportation?

Please see the answer to question #3.

28. Would it be required that detention transportation officers be on duty 24 hours per day? Two per each vehicle assigned to this contract.

Please see the answers to questions #3 and #7.

29. Will the contractor be required to purchase all radio communication equipment? This includes repeaters, antenna and frequency? If so what are the current radios models being used? Please give a complete description of handheld and stationary models.

Please see answer to question #95.

30. Please provide names of all snack and food service providers already approved by immigrations for this contract location, Puerto Rico. Please include locally approved vendors.

The Government does not have such a list.

31. How large is the storage area for emergency food and water?

There is no storage area for emergency food and water.

32. Since it is the responsibility of contractor to provide landscaping service. Please give a brief detail description of how many times per month should lawn maintenance should be trimmed and maintained per the required location?

Please see the answer to question #7.

33. Will the security network be the responsibility of the contractor? The purchase or replacement of computers, routers, printers, software maintenance and Internet access, etc. If so please describe the condition, age, health and welfare of your current infrastructure network. Per DOD/DHS Laws directives and Regulation.

No. Please see answers to questions #99 and #101.

34. Any equipment owned by the government that is found by the contractor to be faulty, unsafe and may be the cause of a possible escape shall be reported immediately. Will the replacement or repairs be the contractor’s expense?

No. Repairs are reimbursed in accordance with CLINs 0016, 0017, 1016, 1017, 2016, 2017, 3016, 3017, 4016, and 4017.

35. What will be the primary and secondary approved locations of all women children and juvenile detainees?

Children, juveniles and families shall be placed in temporary housing. Please see the answer to question #22 for additional information. Women shall be detained at the San Juan GSA facility.

36. What will be the total amount of all unarmed detention guard hours per week? Briefly describe the responsibility of each post, location and times of operation.

The Government does not specify the number of hours. The Contractor shall include the cost of the hours in CLINs 0003, 0004, 0005, 0006, 1003, 1004, 1005, 1006, 2003, 2004, 2005, 2006, 3003, 3004, 3005, 3006, 4003, 4004, 4005, and 4006. Please see the answers to questions #3 and #7.

37. What will be the total amount of all armed transport officers hours per week?

Please see the answers to questions #3, #7, and #25.

38. Please list all government approved janitorial, housekeeping, landscaping and food service provider companies that are currently conducting services described for this contract.

The Government does not have such a list.

39. Please provide maintenance logs showing last inspection dates, repairs, age, health and welfare of all items listed in attachment 1. Please describe the current condition of items listed in attachment 1.

Example: Good, Fair, New, Excellent condition.

The Government is not in a position to provide maintenance logs or to provide the current condition of the items listed on Attachment #1.

40. Will proof of company’s agency security license and authority to do business in Puerto Rico be required to be submitted with proposal at the time of submission?

Yes.

41. Will it be the company’s responsibility to maintain the function of the cameras at GSA in San Juan?

No.

42. Are the uniforms requiring to be embroidered without metal security badges issued?

The Contractor is responsible for providing their employees with uniforms that meet the requirements stipulated in the Statement of Objectives (SOO).

43. Quantities for CLINs 0004 – 0006 and 0007 – 0010 – the quantities for these base period CLINs appear be the same as their 12-month Option Year CLINs. Will the government decrease the 3650 bed days and 20,000 hours and guaranteed miles be changed to reflect the 11 month base period of performance?

Yes. Please see the revision made to Section B of the solicitation. The quantities for CLINs 0004-

0006 shall be changed to 3,340. The quantities for CLINs 0007 – 0010 shall remain unchanged. The quantities for CLINs 0013 and 0013A shall be changed to 18,301. Please see the revisions to Section

B.

44. Billing of the guaranteed minimum miles – will CLINs 0013, 1013, 2013, 3013, and 4013 be billed per mile each option period until the 20,000 minimum is reached? If the minimum is reached, the contractor will bill CLIN 0014, 1014, etc. and if it’s not reached at the end of the period, the contractor will bill the difference of 20,000 and option period to date billed?

Yes to both questions.

45. Mileage rate – should fuel should be included in the per-mile rate or does the government plan to reimburse fuel separately?

Fuel should be included in the per-mile rate.

46. Puerto Rico mandatory Christmas Bonus – The current bonus amount for Puerto Rico is $600/person working over 700 hours. If this amount increases for December 2012 and beyond, will the government allow an equitable adjustment to the contractor(s) for the difference?

Yes.

47. In Section B CLINs 0004, 1004, 2004, 3004 and 4004 the government provides a CLIN for Bed Days with a population of 1-10 detainees. The Government also lists this CLIN as Guaranteed. We take this to mean that the CLIN is valid even if the facility is empty. Is this correct, and will the government consider changing the CLIN designation to (0-10 detainees)?

Yes, the CLIN is valid even if the facility is empty. The Government will revise the CLIN to read 0-10 detainees. Please see Section B.

48. It is our understanding that the Commonwealth of Puerto Rico requires individuals to own their firearm in order to obtain the requisite licensing and certifications. This seems to contradict the government’s instruction in C.8 - At armed posts, the Contractor shall provide new firearms and ammunition to equip each Detention Officer with a weapon while on duty. Firearms shall be licensed by the Commonwealth of Puerto Rico prior to performance. Personal firearms shall not be used. Is it acceptable for the contractor to procure all firearms, and then to resell the firearms to the Detention Officers, in order to comply with Commonwealth of Puerto Rico regulations?

Please see the answer to question #1 and the revision made to Section C.8.

49. Section B – Is the Quantity for base year services correct for CLINs 0004, 0005, and 0006? These seem to based on 365 days instead of the 11 month period from July 24, 2012 – June 23, 2013 which is 334 days. 334 days times 10 detainees would be 3,340. Is this correct?

Please the answer to question #43.

50. Section B – CLINs 0007, 0008, 0009. Are these CLINs also based on 10 per times number of days in performance period? If so, would these quantities be 3,340?

The quantities on the RFP remain unchanged.

51. Section B – CLINs xxx4, xxx5, xxx6, xxx7,xxx8,and xxx9. Would all of these CLINS be 3,650 for 365 day years and 3,660 for the 2016 leap year? (Option 3)

The quantities associated with CLINS 3004, 3005, and 3006 (leap year CLINS) will be corrected to reflect 366 days. 366 days times 10 detainees per CLIN would be 3,660.

52. Section B – CLIN xxx4: Do these “bed days” refer only to the San Juan GSA facility?

The bed days referred to on CLINS 0004 – 0006 and the corresponding option year CLINS are only at the San Juan GSA facility.

53. Section B – CLINs xx12/xx13: Is the contractor to include vehicle overhead under CLIN xx12 and fuel under CLIN xx13?

Costs associated with vehicles (overhead, fuel, depreciation, etc.) shall be included under 0013, 0013A and all the corresponding option year CLINs.

54. General Question. Should all references to PBNDS 2000 be PBNDS 2008 or 2011?

PBNDS does not apply to this contract. ICE 2000 National Detention Standards (NDS) applies.

55. Para C1.1, C1.2, C1.3; do PBND Standards apply to the security provide at all 3 facilities or only the facilities where detainees are supervised?

No. ICE 2000 NDS applies to all three facilities.

56. Are detention guard services going to be required at any time at the Aguadilla facility?

Detainees are not housed at the Aguadilla facility.

57. Or, is this facility security guard service only?

Yes.

58. Is “processing” a “contractor” post requirement at the airport?

No.

59. How often are both hold rooms utilized at the airport?

The hold rooms should be manned sixteen (16) hours a day, seven (7) days a week whether there are detainees or not.

60. How often are the 2 housing units and 2 temp holding areas utilized simultaneously at the GSA facility;

ie, is there an “average” population of male/female detainees per day?

The population fluctuates considerably.

61. Since this is performance based, if the contractor staffs all 4 units each day, can these officers be utilized for transport duties as necessary, presuming their unit has no occupants?

Presently, at the San Juan GSA facility, we have two permanent detention officer posts and two roving posts to cover the in-processing of detainees, the guarding of detainees or the transportation of detainees. Assuming eight (8) hour shifts, this would equate to twelve (12) positions. The addition of a supervisor and a control post detention officer would increase the total number of positions from twelve

(12) to eighteen (18), assuming eight hour shifts.

62. If there were 7-10 females detained, would the contractor have the option to house all 7-10 in the

“temporary” housing unit, and not using the 6-female unit, thus not having to staff both units?

Temporary housing is to be used for children, juveniles and families.

63. Para 4.2.1 describes the security requirements for Aguadilla facility. Is the control center operational insofar as perimeter cameras are concerned?

Yes.

64. Although this is a performance based contract, and staffing is up to the contractor to determine, is there a “minimum” of security guards at this facility that is desired/required by the government?

No.

65. Is there a minimum number of posts that must be staffed?

No, but for informational purposes only, there currently two (2) armed detention officers are utilized at the Aguadilla site twenty-four (24) hours a day, seven (7) days a week. One detention officer covers the main gate and one covers security. Assuming eight (8) hour shifts, this would represent six (6) positions.

At the airport there two unarmed detention officers are utilized sixteen (16) hours a day, seven (7) days a week. Assuming eight (8) hour shifts, this would equate to four (4) positions.

66. Para 4.2.2 describes “on call” transport services and states that “vehicles provided must conform to

PBNDS 2000; should this read 2008 or even 2011?

ICE 2000 NDS applies.

67. Para 4.2.3. Was this paragraph omitted in error?

Yes.

68. Para 4.2.4. Are contractors to provide all meals at its temporary detention facility?

See answer to question #69.

69. Are these meals, if provided, part of the detention facility rate, or are they billable under the meals

CLINs (xxx7,xxx8,xxx9)?

All food is upon request and will be ordered via the food CLINS (e.g. 0007 – 0010 and corresponding option year CLINs). This includes temporary housing. The SOO will be modified to reflect this.

70. Para 4.2.6 through 4.2.8 “Maintenance”: Are the air conditioning units within the facility “on” all day every day, or are they secured when not-occupied?

The air conditioning units are on continuously.

71. If the contractor provides a small lockable “Butler-type” portable building at the Aguadilla facility for the storage of maintenance supplies and equipment and grounds keeping equipment, would this be acceptable/authorized and is there space available for such?

Yes.

72. How often (such as annually, bi-annually) and are the buildings at Aguadilla “required” to be repainted?

See amended SOO. No painting will be required.

73. Are the buildings currently in need of repainting?

No.

74. Or, is the contractor simply required to “repair/repaint” when wooden surfaces are peeling?

No.

75. Are the interiors of buildings also required to be repainted?

No.

76. What is the required periodicity for repainting interior walls?

Not applicable.

77. What is the estimated square footage of exterior building surfaces requiring repainting?

Not applicable.

78. What is the estimated square footage of interior walls requiring repainting?

Not applicable.

79. Are all light fixtures standard fluorescent type lights?

All are fluorescent, with the exception of the emergency exits which are LED.

80. What size fluorescent bulbs (such as 24”, 32”) are required?

The Aguadilla site currently utilize 34 Watt (4 foot) T12 fluorescent two or four lamp fixtures with magnetic ballasts. There are also a handful of 20 Watt (2 foot) linear T12 fluorescent two lamp fixtures on site, as well as two 40 Watt (2 foot) U-bend T12 fluorescent two lamp fixtures. The following is an extensive list of the light bulbs utilized at the Aguadilla facility.

Fixture Counts Building Served

Existing Fixture Number of Fixtures

Administration Building 4' (4 lamp) 34 Watt T12 9

Laundry Building 4' (2 lamp) 34 Watt T12 40

Detention Services

Building

4' (4 lamp) 34 Watt T12 42

4' (2 lamp) 34 Watt T12 67

2' (2 lamp) 20 Watt T12 10

2' (2 lamp) 40 Watt U-Bend T12 2

81. How many light fixtures are there?

See answer to question #80.

82. What is the current state with regards to pest infestation of the Aguadilla facility?

The current state is typical for Puerto Rico.

83. Is any data available with respect to this requirement insofar as how much insect control chemicals are utilized annually?

The Contractor shall furnish a pest control plan for achieving long term, environmentally sound pest suppression through the use of a variety of management practices, all supervision, labor, materials and equipment necessary to accomplish the monitoring, trapping, chemical control methods and pest removal components of the pest control program. The Contractor shall also provide site-specific recommendations for structural and procedural modifications to aid in pest prevention.

The service provider shall adequately suppress the following pests on a monthly basis: indoor populations of rats, mice, cockroaches, ants, flies, spiders and other arthropod pests not specifically excluded from the service. The service provider shall, additionally, suppress the populations of the aforementioned pests (including termite swarmers emerging indoors) outside of the buildings but within the facility property. The Aguadilla facility currently has seven (7) to ten (10) rodent bait stations in use.

Additionally, the Contractor shall suppress rats, mice, cockroaches, ants, flies, spiders and other arthropod pests from ICE Vehicle Fleet (10-15 vehicles).

84. Para 4.3.1 Luis Munoz Airport. This paragraph requires compliance with PBNDS health standards. Is the contractor in any way responsible for providing health services to detainees (other than standard

CPR/1st /Aid)?

See ICE 2000 NDS.

85. Para 4.3.2 Transportation. Transportation is designated as “on call” with a 2 hour response time. The charts on page 34 and the statement under the chart indicate that these trips are only performed 1-2 times per week. If the Aguadilla facility is not housing detainees, what is the purpose of the trip from the airport facility to the Aguadilla facility?

To return the vehicle to Aguadilla.

86. If detainees are required to be housed at Aguadilla, would the contractor be reimbursed under CLIN xx12 Transportation Guard Services?

We do not anticipate housing any detainees at Aguadilla now or in the future.

87. Para 4.4.2 Transportation Services. Are transport officers required to have a CDL?

No.

88. Is the contractor required to have a USDOT number (which is displayed on vehicles)?

No.

89. Is there government provided parking space available at no cost to the contractor at the LMA facility and/or the GSA Facility?

No space will be provided at the airport, however there will be two spaces made available at the GSA

Facility.

90. Paras 4.3.2 and 4.4.2 indicate that 2 vehicles are currently utilized? Is this 4 vehicles “total” (2 at each facility) or 2 vehicles total for both facilities.

Two (2) vehicles are required at Aguadilla and two (2) vehicles at GSA building.

91. Para C-10 “Guard Equipment” and PBNDS requires vehicles to be equipped with radios. Will transport officers be required to communicate with ICE/law enforcement via radio or would a cell phone be sufficient for communications purposes?

Vehicles are not required to be equipped with radios. A cell phone would be sufficient to communicate when detainees are being transported.

92. Para C-10 also states that each guard will have leg restraints and belly chains. Does this requirement only pertain to transport officers or must all officers “carry” this gear?

This requirement pertains to only armed transportation detention officer. The Contractor shall ensure that transportation detention officers have available to them sufficient leg restraints and belly chains.

93. Are flexi-cuffs utilized or required?

No.

94. If radios are required in vehicles, will encryption be required? If encryption is required, will ICE provide its encryption key to the contractor’s radio vendor for encryption purposes?

Radios are not required in the vehicles.

95. If officers (static posts or transport) are equipped with push to talk cell phones or “walkie-talkie” type radios is this sufficient to meet the requirements for inter-guard force communication for this contract?

The use of cellular phones is not permitted while on statics posts. Cellular phone use is authorized as a method of communications while performing transport duties. Radios used in static posts shall be of a similar characteristic of the Motorola CP200 (currently used).

96. Is an FCC license required or will ICE provide the radios frequencies (apart from ICE frequencies)?

No.

97. If radios are required, are repeaters available at the facilities?

Not applicable.

98. Is equipping each guard on post with a cell phone (instead of a radio) with push to talk capability considered a “plus” by ICE despite the additional cost?

99. Will ICE provide an office space for the contractor’s project manager/clerical staff?

100. Will ICE provide space for training?

No.

101. Will ICE provide any telephone lines, data lines or internet service and copy machines?

Yes, to comply with the operational needs of ICE, e.g. copying of detainee files, documents required to be given to the detainees, incoming telephone calls to the service.

102. Para 4.4.4 says meals will be purchased from local approved vendors. Para C-11 describes a full food service operation (presuming at the GSA facility) and states that “food” will be purchased from an approved local vendor (the difference interpreted to mean that a “meal” is a final product while

“food” refers to ingredients/entrees that make up the “meal.” The additional “meal” CLINs maximum is 3,750 meals per year “in addition to those included in the bed day rate”. That would factor out to about a maximum of 90 meals per day (for up to 30 detainees).

Can all meals be purchased as necessary from a local vendor as long as the vendor is approved by ICE or must the kitchen be utilized by the contractor?

Per C 11.7, the Contractor shall provide preassembled meals. OAQ will procure all meals via the food CLINs.

103. Para C.13.7. Is the contractor responsible for janitorial services at the detention sites in

LMA/GSA?

No.

104. Are detainees available for work details/kitchen details (if Kitchen is utilized)? Are detainees paid for this work, and if so, under what CLIN?

Not applicable.

105. Para 15.9 sets a 12 hour limit to the work day; does this apply to transport where USDOT regulations permit a 15 hour day with no more than 10 hours of drive time?

There is a twelve (12) hour limit.

106. Is there an air conditioned guard shack at the entrance to the Aguadilla facility?

Yes.

107. If so, would this post be required to be staffed 24/7?

Yes.

108. Is the contractor required to provide any detainee supplies such as clothing, bedding, personal hygiene supplies?

No.

109. If the contractor elects to use the kitchen, is the contractor required to provide all utensils, pots, pans, food service trays, etc.?

Not applicable.

110. Is the kitchen operable and up to “code” standards?

Not applicable.

111. Are all ovens, dish washing machines, etc., operable?

Not applicable.

112. Do incumbent employees require new physicals for this contract?

Yes.

113. Do incumbents require new TB tests for this contract or at expiration of current periodicity?

Yes.

114. Do incumbents require redetermination of suitability (contractor background checks) for this contract?

Yes.

115. Do incumbents require redetermination of suitability (DHS-ICE) for this contract?

Yes.

116. In Aguadilla, Is the contractor responsible for HVAC and diesel generator replacement or only maintenance of the systems?

The Contractor is only responsible for maintenance.

117. In Aguadilla, in the event of a hurricane that destroys equipment or buildings, is the contractor in any way liable for replacement of equipment/buildings?

No.

118. In Aguadilla, is the contractor responsible for flood damage repair in the event of storm surge?

No.

119. Para C.1.3 describes 4 housing units as 16 males/6 females and two temp hold rooms accommodating 10 males and 10 females; where are the 2 temp hold rooms in physical relationship to the regular male/female hold rooms?

These room are located in the same hallway.

120. Would PBNDS be violated by having only 1 officer for the male housing/hold rooms and 1 officer for the female housing/hold rooms?

One (1) male officer for the male housing, one (1) male officer for the hold rooms, one (1) female officer for the female housing and one (1) female officer for the / hold rooms would be sufficient.

121. Or are 4 officers required when all rooms are occupied?

See answer to question #120.

122. In view of the fact that the bid is due in only a few days, is an extension to the due date contemplated.

No. The due date remains the same.