Attachment_11_-_Draft_Solicitation_Questions_and_Answers_(r2).pdf

Attachment #11

The Government’s answers to questions received are in green.

1. Contract Period of Performance: Would DHS consider aligning the contract dates with the major

CBA dates as defined in the supplemental: NUSOG – Doyon-Akal Agreements for Supervisors, Officers, & Guards? (i.e., 08/01/13 – 07/31/14) Albeit that would require the government to entertain a 60-day extension to the incumbent contractor it would reduce the government’s administrative costs in later years. No.

2. 450 bed days – Flat rate versus day. Does the government want a day rate based on a 30-day month? No. The Government has requested a bed day rate based on the number of days in the base or option years. For example, CLIN 0002 requests a bed day rate unit price. This price will be multiplied by 137,250 which is the sum of 450 detainees times 305 days or the number of days in the base period. The option years are based on 365 or 366 days (leap year).

3. Detainee Work Program – Quantity = EA. Please clarify - Does EA (each) = per day? Each Offeror shall submit pricing for this line that is already populated in Attachment #10.

4. Section 1.1 Krome SPC – Facility has a 581 person capacity. Previous year’s (2008) RFP had a person capacity of 1,100 detainees. What is the person capacity for the facility? The solicitation will be revised to state that the SPC has a “574 person capacity with the possibility of increasing beds from 574 to 800.”

5. Pg. 36, bullet 10-There seems to be a conflict with the requirement of this bullet versus the staffing ladder. The staffing ladder only staff’s this post from 5:45am-2:00pm. Will ICE restrict vehicular traffic / deliveries to these times? Please see the answer to question #14.

6. Pg. 36 The Contractor shall provide surveillance to ensure the facility and assets are protected from damage, unauthorized removal, and unauthorized entry/exit. ICE currently has control of all facility surveillance. Please confirm that the Contractor will provide. If so please define parameters. Surveillance, in this case, means human (and not electronic or remote) surveillance.

Several posts do have monitors to provide additional surveillance. Each officer, while on post, is expected to protect the facility and assets from damage and theft as well as ensuring no unauthorized entry/exit occurs in and on camp.

7. Pg. 37 The Contractor shall develop Post Orders for all proposed post assignments, in accordance with Section C.5. (Page 55). Please confirm that the Contractor will develop as this has historically been done by ICE. This will been done by the Contractor and approved by ICE.

8. Pg. 57-7.6 Control of Contraband-this paragraph indicates searches to be conducted “at least twice monthly”. Is this duration (twice monthly) accurate? No. The solicitation will be changed to read “at least twice weekly.”

9. Pg. 64- Minimum Personnel Requirements - There is no requirement for a security class “D” license. Is this an oversight? The RFP states that companies will be required to meet all local, state, and Federal requirements for security guards. Florida statutes require security guards obtain a class “D” license to work as a security guard in Florida.

10. Section 4.2.4 Disturbance Control Teams (DCTs) The Contractor shall provide for a Disturbance

Control Team (DCT) consisting of at least twelve (12) people and shall be managed by a member of the supervisor staff. In providing for these teams, the Contractors shall: Provide protective clothing and equipment for each team and at least 30% of the additional facility Detention

Officers. Is this 30% of the SHIFT population or the GUARD population? Shift.

11. Pg. 65 – Section 10.3 General Health Requirements: Requirements do not include the Hepatitis B series, which contractors are supposed to make available to their workforce. The Hepatitis B requirement is an OSHA requirement. Per the solicitation, the Contractor must be in accordance with all OSHA requirements.

12. There is no position in the staffing ladder for off-site medical post supervisor. Is that accurate based on future year’s hospital requirements? Please see the answer to question #14.

13. Will Building 10 require a supervisor? None listed in staffing ladder. Please see the answer to question #14.

14. Contractor will adhere to PBNDS 2011 (Optimal); however, staffing ladder for various posts does not reflect accordingly. (e.g., Rec Yard) Please clarify. The Staffing Ladder will be updated to address these issues.

15. 52.204-7 – Central Contracting Registry – Contractors must now use the consolidated system

System for Award Management (SAM), FAR 52.204-99. Request DHS change FAR reference

52.204-99 in lieu of 52.204-7 since this clause is retired. This change will be noted in Section I.

16. 52.216-2 Economic Price Adjustment—Standard Supplies. – Can this clause be added to the solicitation to accommodate future escalation of commodities that typically go up in value (i.e., ammunition, fuel, etc?) No. Please review the Contingency Pricing information listed in Section

L.6.

17. Attachment 10 shows guaranteed transportation hours to be priced (CLIN XX04A) – 48,000 base year and 57,600 for each option year. Page 41, C.43 shows requirements for 13 teams of Monday through Friday and three (3) teams of two (2) on weekend days and Federal holidays. The staffing ladder (page 73) agrees with the staff levels on page 41. However, these staff levels at eight (8) hours per day per post equate to 49,227 hours for ten (10) months and 59,072 hours for a full year. These figures exclude those related to the required Captain posts. Hours for Captains per the staffing ladder = 7,280 for ten (10) months and 8,736 for a full year. Will the guaranteed

Transportation hours under CLINXX04A be adjusted to reflect the required staff? Are the Captains hours to be priced in CLINXX04A? If not, where (CLINXX04)? These hours will be changed to reflect 56,510 hours for the base year (CLIN 0004A) and 67,810 hours for the corresponding option years. These hours include the Captains hours. The unit quantity will be changed from hours (HR) to lot (LT) for the guaranteed hours only.

18. Please clarify the pricing structure for Transportation Costs. The RFP requests a rate per mile for guaranteed miles – 100,000 miles for the base year and 120,000 for each option year (CLINXX04).

CLIN 004B stipulates a rate of $0.555 per mile for miles exceeding 100,000 in the base year and

120,000 in option years (with no increase). This rate will not cover even fuel and Repairs at the current costs.

The rate put into the solicitation is an automobile personal reimburse rate versus a commercial vehicle $0.555 IRS rate for business miles used for an automobile as defined by the IRS:

(http://www.irs.gov/uac/IRS-Increases-Mileage-Rate-to-55.5-Cents-per-Mile). How can this translate for reimbursement of a mileage rate for buses and vans?

Given the situation above, all fixed and semi fixed costs related to the vehicles will have to be priced in the mileage rate in CLINXX04. (This could result in the Government paying for all of the

Fixed and Semi Fixed Vehicle related costs in the first few months of a year.) Additionally, miles over the guarantee would be at a loss to the Contractor. A provision to cover these losses would have to be estimated and added to the guaranteed mileage rate discussed above. This rate of

$0.555 per mile will be removed. Contractors will be permitted to propose their own rate per mile.

19. CLINS XX04E and XX07A request the Contractor to propose a markup rate that will be added to reimbursable costs. Attachment 10 requires the Contractor to price 100,000 units per year in each

CLIN. The units are “PM”. Please define the acronym PM. This unit quantity has been replaced with one (1) lot and the provision of a markup rate has been removed. Contractors shall use the quantity of $100,000 for both of these CLINs for evaluation purposes.

http://www.irs.gov/uac/IRS-Increases-Mileage-Rate-to-55.5-Cents-per-Mile

20. Will the incumbent (Doyon – Akal JV) participate in the new RFP? Is the incumbent an 8(a) certified company? How long have they been providing services to KSPC? The incumbent will be present during the transition period. The incumbent qualified to bid under the competitive 8(a) program when the contract was solicited and awarded. The contract that is set to expire was awarded in 2008.

21. What percentage of the incumbent’s employees could the awardee retain? There is no percentage stipulated.

22. Could the bidders have access to a copy of the current contract with the incumbent? HSCEDM-08-

D-00003.

23. Will the awardee have full access and knowledge of all current Post Orders, SOPs, and regular forms, norms and procedures? Please provide copies along with the RFP, if possible. The Post

Orders and Standard Operating Procedures are documents created by the incumbent and are not publicly furnished. Post Orders and SOPs for the new contract will be due after award and are listed on the deliverables list. All interested vendors can learn more about current procedures by partaking in Industry Day and the mandatory site visit. As for regular forms and norms, all documents that can be provided are attached to the draft solicitation.

24. What (and how many) hardware and computer-based software does the incumbent have in place in KSPC? As a reference, can bidders obtain a list of equipment and quantities that they currently have to provide the services? Does the awardee provide equipment such as Metal Detectors, etc.?

Please clarify. The Government provides computers for the operational work performed by the

Contractor. Computers are not provided by the Government for the management and administrative functions performed by the Contractor. The Government is not available to comment on the software programs that the incumbent provides for themselves and uses.

25. Could an 8(a) certified Florida security licensed companies, with no experience in “detention management services”, form a Joint Venture with experienced Food Services and Transportation corporations, in order to participate in the bid? Vendors may partner, subcontract or create joint ventures. However, the prime contractor must be a certified 8(a) company and this company must perform at least 50% of the work.

26. Could bidders obtain a sample of the Detainees’ Record Keeping files? No.

27. Could bidders have access to the statistics and occurrences of detainees’ disturbances, escapes, incidents, etc., during the last three years? No.

28. Could you please define the awardee’s distribution and laundering function (linen and similar) to be performed? How is the cost of that service going to be included in the price? Linens will be provided by the Government. It is the Contractor’s responsibility to launder such items as sheets, pillow cases, towels and blankets. It is the Contractor’s responsibility to determine how to account for the costs associated with this function and the personnel required. The laundry facility on site is for detainee use only.

29. Our understanding is that the RFP calls for thirteen (13) permanent Transportation Officer Teams, and that each one of said “teams” are composed of twelve (12) detention officers, that is, a total of 156 detention officers. Is that correct? Could you please define and clarify the subject? Per 4.3 of the solicitation, the Contractor shall assign at a minimum two (2) transportation officers as a team and on a daily basis. Thirteen (13) teams are required Monday – Friday and three (3) teams are required on the weekends and Federal Holidays. This is reflected in the recommended

Staffing Plan from Section C.11.

30. How is the current provider billing the transportation services? Based on “actual” amount of miles performed, times the agreed on “price per mile” ($/mile), on a periodic (weekly or monthly) basis? Will it continue to be billed this way? The current contract reimburses for transportation based upon actual miles and is reimbursed at the GSA rate.

31. Does the awardee have to include in their price estimation the provision of MIA’s SIDA Badges of the detention and transportation officers that have to access the MIA Airport? Is it a reimbursable cost? Any cost that the Contractor wants to be reimbursed for shall be included in the price proposal. The Contractor will not be reimbursed for those expenses that it does not account for.

32. Could you define the quantities and what is considered a “SNACK service”, in order to estimate the cost? All food is ordered by the Contractor but these orders are reviewed, amended, approved, paid and provided for by the Government. Contractors should not include the cost of food or snacks in their proposal. The quantities of snacks required will be determined as needed.

33. Does the incumbent provide, themselves, all of the detention, food and transportation services, or do they “subcontract” the food and/or transportation services to other third parties? The prime contractor may subcontract any portion of the services required provided that the prime 8(a) subcontractor performs at least 50% of the work required and contracted for.

34. Do working detainees in the current contract (food services) get paid by the incumbent, or is their equivalent salary (income) deducted from the billing process? Could you please explain how it is done? The Contractor credits the detainees’ accounts for work performed through this program.

Consequently, there is a contract line item set up to specifically to reimburse the contractor for all funds credited to detainees paid under the voluntary work program.

35. How is the cost of “office supplies” accounted for in the billing process? As examples: Is the current billing of (variable) printed copies the “actual amount of weekly/monthly copies”, times the estimated price per unit ($/unit) of each copy? How is the cost of finger printing service accounted for in the billing price? Any cost that the Contractor wants to be reimbursed for shall be included in the price proposal. The Contractor will not be reimbursed for those expenses that it does not account for in its firm fixed price.

36. How many “additional” hand cuffs, waist and leg restraints, back-up radios, additional equipment, etc., must be kept in storage? It is the Contractor’s responsibility to determine the amount of equipment to keep in storage in order to remain in compliance with the contract at all times.

Mobile radios are provided by the Government and are not to be supplied by the Contractor.

37. Could the awardee offer to explore the possibility of retaining the current Project Manager, Assistant Project Manager, Trainer, and other key performers? Could bidders have access to their names and resumes? Contractors may explore retaining incumbent personnel however the

Government will not provide this information nor does it encourage Contractors to pursue such information in a manner that would interfere with the performance of the incumbent Contractors work.

38. Could bidders have access to samples of after- training tests and examinations, currently used by the incumbent? Could bidders have full access to all of the training materials? No.

39. Could bidders have access to actual samples of the DELIVERABLES (Section E)? No.

40. What was the past experience of the incumbent, when they were awarded the original contract?

How long have they been providing the service? Are they still an 8(a) certified company? How many years of optional years did they serve? Is the current optional year the last possible optional year of their contract, and thus the new bidding is required? How was their overall performance?

The period of performance for the current contract is 08/04/2008-07/31/2013. This contract included four option years. For any additional information, please contact the incumbent.

41. Could the bidders have access to the last three years’ statistics regarding contractual

“withholdings” and “discounts”? No.

42. For the buses and vans, is there a baseline price for fuel and standard fuel escalation/ de-de-escalation clause for the contractor’s pricing proposal? No.

43. Because the operating costs of buses versus vans are significantly different, will the routes indicated in the table in the draft, page 43 of Section C, be identified by Bus or Van? The number of detainees on each route dictates whether the Contractor utilizes a bus or van. Historically, 20% of the MIA Airport runs, 10% of the Monroe runs (10%), and 90% of the Orlando runs are the only routes that utilize buses.

44. The transportation CLIN 4 indicates 100,000 miles guaranteed, however the table in the draft, page 43 of Section C indicates approximately 550,000 miles annually based on the frequency and round trip miles. Will the CLIN 4 “Guaranteed” be adjusted to accurately reflect the projected annual miles? The table referenced includes the most frequent routes and the estimated number of trips for each route. These routes and the frequency of the trips vary.

45. CLIN 4C states “the contractor shall propose $0.555 (GSA rate), which is greater than the variable costs related to operating our buses per mile. What is the intent of requiring pricing below our variable cost, or will this be amended to allow bidders to propose additional miles at competitive prices for both vans and buses? Please see the answer to question #18.

46. On page 42 of the section C, it states that all vehicles shall be equipped with GPS tracking devices.

Are these GPS devices government furnished? No.

47. What are current contract details in terms of contractor, contract number, award date and period of performance, and contract type (Firm Fixed Price, IDIQ, etc)? Contract HSCEDM-08-D-00003 was awarded as a firm fixed price IDIQ Requirements type contract with the incumbent Doyon

Akal JV I. This contract included a sixty day transition period, base year and four, one year options.

48. What is the projected start date of this contract? The period of performance for the Transition

Period is June 2, 2013-July 31, 2013. The Base Period would begin August 1, 2013.

49. P 38, 4.2.1- last bullet

The draft RFP says that “the Contractor shall… ensure… that the facility remains clean and pest free.” At the same time, on page 52 section 4.4.9 last bullet of the draft RFP says that the

Government provides janitorial and Pest Control. What, if any janitorial and pest control is the

Contractor to provide? If it is responsible for these services, please provide contact information on the contractor currently providing these services? The last bullet from 4.2.1 is not applicable and will be removed.

50. P 38, 4.2.2- 6th bullet

How many languages are spoken and how are these directions provided to detainees in their own language today? Typically, the detainees speak one of three languages: English, Spanish or Creole.

ICE provides a telephonic interpretive service that is available for Spanish and Creole, in addition to, all other languages.

51. P 41, 4.3- 2nd bullet on page

The draft PWS says “snacks shall be provided when transport exceeds 6 hours.” How often did this occur in the last 12 months? Is this cost billable under CLINs like 0008? All food will be provided for and paid for by the Government. No exact number is available regarding the food that is provided by ICE. It follows that no additional costs were billed in the last twelve (12) months and the cost for meals and snacks should not be accounted for in any CLIN.

52. P 60, 7.16

Is this OJT paid for by the Government? The ICE annual Security Awareness Training is provided on-line. Contractors shall incorporate the cost of all training into the appropriate rates requested.

With all training, the Contractor must determine for itself how it will incorporate the cost of training into its rates. No separate CLIN will be provided for training.

53. P 74, 11,1- 3rd paragraph

How long does a typical candidate wait to be processed through the ICE vetting system?

The time frames vary dramatically based on each candidate’s history and responses. A “clean” candidate (one with no negative background/history) can be vetted in less than thirty (30) days.

Some of the more complex candidates can take up to 180 days. Currently, the average time for an average candidate is between 45 and 60 days.

54. P 78, 14.1

120 hours of training are non-productive, pre-employment. Are the last 40 hours of OJT billable?

There is not a specific CLIN to address training costs. Training costs should be accounted for under the current CLIN structure.

55. P 80, 14.3 and 14.4

Does the Supervisor receive 40 or 80 hours of refresher training? A minimum of forty (40) hours.

56. P 81, 14.7

Is the Interactive Training, up to 8 hours, billable?

With all training, the Contractor must determine for itself how it will incorporate the cost of training into its rates. No separate CLIN will be provided for training.

57. P 81, C.15

What are the make and model of the weapons currently used on site?

Regardless of what the current incumbent utilizes, the contractor must conform to Chapter 493 of the Florida Statutes:

“(6) In addition to any other firearm approved by the department, a licensee who has been issued a Class "G" license may carry a .38 caliber revolver; or a .380 caliber or 9 millimeter semiautomatic pistol; or a .357 caliber revolver with .38 caliber ammunition only while performing duties authorized under this chapter.”

58. P 82, 8th bullet

How many weapons are currently stored in the safe on site?

This information will not be shared for security reasons. Additionally, this information is not necessary for the purpose of proposal submission.

59. P 132, L.4

Are hard and soft copies due at the same time? Hard and soft copies of the proposal will both be due by the same date.

60. P 132, L.4

Are graphics and tables limited to 12-point font size type? No.

61. P 134, L.6/C

Can updated ORCA be used instead of paper versions of the Reps and Certs? No.

How can the Contractor provide a detailed PWS for the CO to review prior to award, it would seem that only the incumbent would have that specific information? This is a Requirements type contract for which the solicitation is written as a Statement of Objectives (SOO). A Contractor’s proposal written in response to the SOO shall be a Performance Work Statement (PWS). All relevant information necessary to complete the PWS has been and will continue to be shared with the vendor community.

62. P 137, L.7

The draft RFP says a site visit is Mandatory. Will there be another visit beyond the Industry Day? If not, how will contractors assess the requirement at the airport? Industry Day was held in

September and was not a mandatory visit. The Site Visit, which will be mandatory, will be scheduled sometime after the posting of the final solicitation. At this time, the Site Visit will include a visit to the airport.

If the site visit is mandatory and the Industry Day is considered that attendance, can a proposal be submitted by a team if at least one teammate was present at the Industry Day? Industry Day was an optional event. At least one member (and no more than two members) from the prime

Contractor, the 8(a) company, must be present for the Site Visit inclusive of the airport and processing center. One to two additional representatives will be permitted from each of the prime’s subcontractors.

63. P 3142, M-4 Factor 2

What is considered comparable size, scope, and complexity for this effort? If the number of beds is comparable but the number of transport miles is not, will it be considered for past performance? If the Contractor does facilities work at a site but not food service, is it still comparable in complexity? Past Performance does not have to be inclusive of all aspects.

Contractors should submit past performance information they have for any of the services listed in Section L.6.

64. General

Will this be a small business set-aside procurement? If so, what kind (ie: SDVOB, WOB, 8(a), etc.)?

This will be competed as an 8(a) set aside.

65. General

During the walk thru we were shown a large office space that included both contractor and

Government staff. Can the government provide a drawing that show which space and square footage is allocated to the Contractor? No such drawing is available at this time and this information is not necessary for the purpose of proposal submissions.

66. Will the contractor have access at the Krome Facility to dump the lavatory/toilets on the 55 passenger motor coaches? Yes.

67. Will the contractor be provided access to the warehouse and/ or a storage area for routine motor coach and van maintenance? No. All vehicle maintenance is required to be performed off camp.

68. Florida has a comprehensive toll system consisting of bridges, roads and turnpikes. Nearly all of the routes proposed would incur tolls. Are the tolls directly reimbursed to the contractor? Can the contractor circumnavigate the tolls to avoid the costs with slight increases to mileage and/or time? Under the current schedule, tolls are not directly reimbursed to the contractor. The RFP will be updated at 4.3 Transportation Services to include the following bullet: “The transportation shall be accomplished in the most economical manner for the Government.”