Attachment_18_Part_2.pdf

Attachment 18 Part 2 HSCEDM-13-R-00001

1. If the wage rates presented in our BID should conform to the Wage Rates reflected in the

SCA Wage Rates reflected on the table dated 07/20/2013 or the current ‘Collective

Bargaining Agreement’ (Attachment 8) with its Effective dates being August 1, 2011 –

July 31, 2014. Wages should conform to the Collective Bargaining Agreement and the

SCA Wage Determination [Attachment 7(r1) from Amendment 000015] as applicable.

2. If the I.C.E. is aware of any increases the NUSOG may have in negotiations after

07/31/2014. Per the proposed solicitation effective dates, rates may be re-negotiated within 5 months after the transition period of 12/01/2013 – 01/31/2014. No.

3. We are assuming that the Collective Bargaining Agreement supersedes the minimum

SCA rates. NUSOG rates are higher than SCA minimum wages. Please confirm if this assumption is accurate. The Collective Bargaining Agreement (CBA) should be applied to those positions referenced in the CBA. For those position not covered by the CBA, refer to the SCA Wage Determination.

4. Attachment 18 forwarded with Amendment 15 stated in response to Question #23 that

“all officers” are required to take crisis intervention training, and not just those assigned to Larkin. Approximately how many of the incumbent officers have attended this training? As of this writing, about 80.

5. If members of the incumbent staff have not already been trained, is this training expected to be administered during transition or during the first period of performance as part of the contractor’s regular training plan? During the first period of performance as part of the contractor’s regular training plan.

6. In answering Question #24 in Attachment 18, ICE stated that the contractor could expect

10 trips on weekdays and 2 trips on weekends to the 9 different locations listed in the question.

a. Is ICE stating that 10 weekday and 2 weekend trips can be expected to EACH facility? No.

b. Or, is ICE stating that 10 and 2 total trips are expected to all 9 facilities combined? Yes.

7. The response to Question 29 states that a vehicle may be required to be staged at MIA; if so, is this vehicle included in the 6 required vans stated in para 4.3.1; or would an additional vehicle be required? No additional vehicle would be required.

a. If an additional vehicle “may” be required, is the contractor to include this cost in its proposal, or, would ICE make a contract adjustment based on the contractor’s quoted cost for each van proposed? See above.

8. Question 38 states satellite food delivery requirements; are these deliveries all within the confines of Krome? No.

a. If not, where else must the contractor deliver food? Food may have to be delivered to family units at various locations in the Miami area or MIA HUB are known instances.

9. If external locations such as MIA or Larkin are required, is the contractor required to provide the vehicle to transport the food? Each instance requires different responses.

Either ICE or the contractor may deliver satellite meals.

10. In response to question 50, the government states an FTE is equivalent to 2,080 hours per year; is the government stating that 1 FTE = “x” number of productive hours + “y” number of overhead (training, vacation, etc) hours = 2,080? Yes.

11. Is ICE going to incorporate the newly issued Wage Determination in the RFP: WD 05-

2119 Rev 14 of 6/19/13? Amendment 000015 included the updated SCA Wage

Determination [Attachment 7 (r1)].

12. Question 138 and 139: Is ICE stating that the Airport Tax does NOT apply to the contractor? To clarify, Contractors will be expected to pay the Miami-Dade airport tax.

However, the contract will not have a specific line item to address this cost. Therefore, each contractor will have to determine how to address this cost.

13. If later determined by MIA/Tax Authorities that the tax IS applicable, THEN will ICE provide a contract adjustment for this tax? See answer above. The tax is applicable.

Contractors should consider these costs in their proposals.

14. Does the 5 day (M-F) service at MIA include holidays occurring during M-F? Federal

Holidays are treated as weekends for manning and operations.

15. Question 170 indicates that compliance requirements “should not require many new hires”: how are contractors to bid “should not require” response? The author of Question

170 of amendment 18 of the RFP asserts that increased compliance requirements will require many new hires during the transition. ICE is asserting that many new hires should not be required because of increased compliance requirements. Regardless, ICE will work with the awardee during the transition period to ensure proper manning is in place by the end of the transition period.

16. A single “new hire” for 120 hours of training costs $3,120 plus taxes and insurance.

Since the government will not provide a redacted seniority list, what is the current contractor’s current onboard detention officer strength number at Krome, Larkin, MIA, and transport combined? There are currently 406 contract employees approved to work on the active contract.

17. In Question 236 the government’s response was “perhaps” the data lines/phone lines installed by previous contractor will be available for new contract; if the data lines are removed by the current contractor, will the incoming contractor be reimbursed for re-installation by contract modification? Yes.

18. The answer to Question 428 appears to conflict with the answer to Question 186;

a. in 186 it states the contractor must develop new post orders;

b. in 428 it indicates current post orders will be provided to the new contractor;

c. is the correct interpretation to the post order questions that the new contractor will be provided with current post orders and then be required to update and republish them as necessary? Yes. However, it should be noted that proposals should not limit themselves to the existing posts to meet the requirements of this RFP.

19. In various responses to questions concerning the Airport Tax, the government has stated that contractors are NOT to include this tax in their proposals, and yet elsewhere has stated we are to contact MIA regarding the tax; the MIA attachment specifically states the tax is required. Can we get an equitable adjustment for the tax if indeed it is applicable?

To clarify, Contractors will be expected to pay the Miami-Dade airport tax. However, the contract will not have a specific line item to explicitly address this cost. Therefore, each contractor will have to determine how to address this cost.

20. Does the government currently possess a “waiver” for the Airport Tax that would apply to the contractor’s operations? No.

21. Section B Clin xxx5A states in the description that “Hours shall not exceed 10,000.

Contractor shall be reimbursed on the award document for hours as incurred. 10,000 miles will be used for the purposes of evaluation only.”

a. Should the second sentence also read 10,000 “hours” vs “miles”? Yes. This change has been noted in all XXX5A CLINs.

22. Page 142 of the revised RPF states “The total price for fixed transportation guard services

(CLIN 0005A)…” Since these services are no longer “fixed” but instead hourly, will the government correct page 142 to state “The total price for hourly transportation guard services…” Yes. This change has been noted in the RFP.

23. In the Q&A it stated for Question 442 that the Clin xxx7 hours were reduced to 4,500 hours for both base and option years; however, Attachment 10 still provides for 47,500 hours for the base year; will ICE please correct Attachment 10 hours for Clin 0007. Yes.

This has been corrected on Attachment 10 (r4).

a. CLIN xxx5A is now an hourly rate; are contractors to interpret this as all transport hours are now separately billed as performed; (like stationary guards)? Yes.

24. Since the Transportation Guards CLIN xxx5A is now an hourly CLIN, we are trying to ascertain whether the schedule prevails for transport hours billing and not actual route driving hours performed on any given day.

a. Is the contractor going to be allowed to bill per its daily schedule (including supervisor hours)? Yes.

b. In other words, if the contractor schedules 16 officers x 8 hours per day (128 hours) and 3 supervisors (24 hours), is the total hours billable for the day 152, even if actual driving time is less than 152 hours? Yes.

25. Question: On the mail room clerk, if this is a “civilian” so to speak (overhead); who actually passes out the mail? If it’s the overhead person, they will have to have an unescorted clearance to pass out the mail to the dorms. Krome currently has a contracted mail room clerk working all Krome mail operations from Building 1. This clerk does not require an escort. One of the duties of the contractor is to collect and distribute detainee mail.

26. Response to question 383 states in regard to interactive training that the contractor can bill these hours separately; it also states that most of these trainings involve the DCT.

Para 4.10 of the RPF mandates that DCT members attend 8 hours per month training in addition to the 40 hours of annual DCT training required; Can ICE confirm that the DCT

8-hours-per-month training is separately billable as indicated in response to Q383? No.

Contractors should consider and price the known training requirements outlined in the

RFP. However, during the course of the contract, new and/or different training requirements will probably come up that are neither addressed in nor required by the

RFP. The costs associated with those trainings will have to be negotiated with ICE at that time and should not be considered or priced in a proposal.

27. Page 89 of Section C (Amend 15 version) “Firearms” states in the last bullet that the

Contractor shall provide an ICE approved intermediate weapon. Q&A #103 states that neither the baton or OC are required.

a. What, if any, intermediate weapons are required? None

b. If none are “required” may the contractor still choose to provide such? At this time, no. ICE is currently developing appropriate policies for introducing intermediate weapons into current operations.

28. With respect to the use of the gun lockers mentioned in Q&A #213, is the contractor able to use (on a “reserved basis”) a certain number of these lockers daily; such as for storage of a weapon for each of the front gate officers and the perimeter guard (3 weapons)? No.

a. If so, is there a weapons clearing area near the lockers with a clearing barrel that could be used by contractor personnel when passing these weapons?

29. If the total price for CLIN xxx2 and xxx3 is $324,200,000 over the 118 month price, why is the base price for these clins not 2,747,457 x 10 months or $27,474,576 instead of

$25.1M.

The price of CLIN xxx2 and xxx3 is $25.1M for the 10 month base year. The $324.2M value of the total contract assumes an escalation factor of 2% for the out-year calculations from the base year (if it was actually 12 months), which this questions doesn’t take into account. Please see table below for further clarification.

Base

Year

(10

Months)

Option

Year 1

Option

Year 2

Option

Year 3

Option

Year 4

Option

Year 5

Option

Year 6

Option

Year 7

Option

Year 8

Option

Year 9

Total

$25.1M $30.7M $31.3M $31.9M $32.5M $33.2M $33.9M $34.5M $35.2M $35.9M $324.2M

30. In light of the additional questions, would the government please move the due date so as to properly incorporate the answers into the proposal? It has been moved to August 30 th

2013.

31. If members of the incumbent staff have not already been trained, is this training expected to be administered during transition or during the first period of performance as part of the contractor’s regular training plan? As part of the contractor’s regular training plan.

32. Question 42; can the contractor provide this on-line training as part of the 40 hour annual refresher training? Question 42 of Attachment 18 of the Amendment 13 of the RFP is in regards to the annual IT security awareness training required for all individuals with access to Government information systems. No, this on-line training should not be part of the annual refresher training. The problem is timing. Each contract employee has a

ICE mandated deadline to complete the class.

33. Answer to Question 45 is ambiguous. Does the Government want the contractor to provide a specific caliber of semi-automatic pistol? Contractors have to meet both the

Federal and State requirements. From a practical standpoint, these statues, regulations, and policies will limit contractors to .9mm semi-automatic pistols.

a. If so, what caliber? See above

34. Can the government please list any “new” training requirements that are not currently required? All training requirements are outlined in the Section C of the RFP

35. Specifically, is Crisis Intervention Training a “new” requirement? Yes, if “new” means it is not part of the required training of the current contract guards.

36. Is ICE going to incorporate the newly issued Wage Determination in the RFP: WD 05-

2119 Rev 14 of 6/19/13? It was incorporated in Amendment 000015, Attachment 7 (r1).

37. Just to be sure, in the response to Question 231, ICE stated that 8-hour interactive training costs that “may” be ordered by the COTR are reimbursable and NOT to be included in our pricing? ICE is indicating that if the contractor is directed to participate in these interactive trainings, the costs would be reimbursed separately.

38. Which routes indicated in the “Transportation Routes” table are typically operated by bus versus vans? None of the routes are typically operated by bus. Historically, the routes to the MIA HUB, Glades county, or Monroe county are the most likely routes to utilize a bus.

39. Revision 9 (May2013) of Section C-M omitted Routes 19 and 20. These two routes accounted for nearly 60% of all estimated miles – decreasing the annual projections from

~520,000 miles to only 200,000 miles. Is it correct that routes 19 and 20 are no longer operated by the Krome contractor, and should not be factored into estimated mileage planning? That is correct.

40. If only 200,000 miles are estimated based on the “Transportation Routes” table, then why is pricing based on 500,000 miles? This has been changed to 250,000 miles.

41. Please provide miles operated by the Krome vehicles (both contractor and government) in the Month? 2QFY13 and 3QFY13? Or in whatever timeframe provides a meaningful and accurate understanding of recent vehicle usage? This information is not available.

42. It seems very clear that a “guaranteed miles” CLIN will not be considered. However, if mileage and routes continue to diminish in the future, then why would the contractor be obligated to provide the fleet indicated in paragraph 4.3.1 Contractor Provided Vehicles

(Section C-M)? ICE cannot predict if transportation needs will continue to fluctuate up or down. The RFP is attempting to cover the Governments need at this time.

43. Cost for Airport Taxes. The answers to questions appear to be different on this topic.

For example, Question 138 states that “The Contractor shall not include any cost for

Airport Tax”. However, Question 319 advises that bidders should contact MIA directly to get complete and accurate information regarding the fees and taxes required by them.

Would you please clarify how offerors should handle this issue. To clarify, Contractors will be expected to pay the Miami-Dade airport tax. However, the contract will not have a specific line item to address this cost. Therefore, each contractor will have to determine how to address this cost.

44. Discrepancy regarding hours – CLIN 0007. Section B shows 4500 hours for CLIN

0007. However, the Attachment 10 summary shows 47,500 hours. It appears that the

Attachment 10 number is incorrect. Would you please clarify. This has been corrected.

See Attachment 10 (r4).

45. Commissary – Question 294. Can you provide the expected operating hours of the commissary. Currently, the commissary operates during café and recreation hours.

46. Staffing Plan Rubric –Proposal Instructions, Question 49, and Section C.11.

Applying the Government’s answer to Question 49 to the original staffing plan template provided in the proposal instructions, the resulting template would look as such:

Position

Non- Shift (9:00am 5:00pm)

Day Shift

(5:45am 2:00pm)

Swing Shift

(1:45pm 10:00pm)

Grave Shift

(9:45pm 6:00am)

Posts

Days

FTE

Example Detention Officer

5 Day

However, this template still differs from the one the Government provides in its sample staffing plan found in Section C. 11:

Position

Non- Shift (9:00am 5:00pm)

Day

Shift

(5:45am 2:00pm)

Swing

Shift

(1:45pm 10:00pm)

Grave

Shift

(9:45pm 6:00am)

Posts

Days

CLIN

Example Detention Officer

5 Day

Could the Government please confirm what information it wants the contractor to put in its staffing plan charts? ICE, at a minimum, will need the position title, number of

“posts” for each day for each shift. The templates provided are examples. The

Contractor’s staffing plan should have enough information for the Government to reasonably review it for competency.

47. Page 89 of the SOO states “The Contractor shall provide safes/vaults for storage of firearms and ammunition, for each location where firearms are issued or exchanged, which meet agency requirements and are approved for the storage of firearms and ammunition. Further, Q&A #46 states “Required armed posts currently include transportation guards, front gate officers, the perimeter guard, and on-call guards.”

a. There is a conflict between the SOO and the following:

b. Q&A #101 “Can firearms and ammunition be stored and issued on site at the

Krome SPC?” Response “No.”

c. On the discussion of weapons storage, Q&A #179 asks “Is a space for the contractor’s gun safe(s) available at the facility? Response “No.”

d. Q&A #180 asks “Is the contractor allowed to store guns/ammunition on site? Response “No.”

To clarify. Contractors are expected to store and issue firearms and ammunition off site. Gun lockers are provided for temporary storage for transportation and stationary guards when on camp.

48. How is the current contractor storing guns and ammunition, required for armed posts?

Offsite. Q&A #13 states “Is an open rack suitable or not? Must it be contained inside the vehicle?” Response “No.” To deter confusion, would the Department please respond to both questions separately? Is an open rack suitable or not? No. Must it be contained inside the vehicle?” Yes.

49. Q&A #203 asks “Are juvenile detainees or families supervised by the contractor at any off site location?” Response “Yes.” Where? Generally, juveniles and families are housed at a local hotel (paid by the Government). However, due to other circumstances, ICE has also required this type of supervision at hospitals, clinics, or airports.

50. Q&A #233, along with several other questions, reiterates that weapon storage is not allowed nor provided. Gun lockers are provided but these are usually for temporary storage only. Would the Department allow construction of “permanent” storage just outside the Main Gate, to be guarded by the Main Gate Officer? If necessary, said structure could be surrounded by a chain-link with security grade locks. No.

51. Q&A #235 Response states “See answer for question 118.” However, the response for question 118 is “N/A”. To deter confusion, would the Department clarify the answer to question 235 separately? Question 235 asked if would not be better if, in C.17 of the

SOW clarified that hand restraints, leg restraints, and belly chains should be provided based on number of detainees. The answer should have read, “see answer for question

115”. Section C.17 has been revised to clarify this requirement.

52. Q&A #373 asks “Are BDU style uniform trousers permissible for transport officers?” Response states “See answer to question 217.” The answer to question 217 refers to “library hours” rather than transport uniforms. Which question and answer should we refer to alternatively? The answer should have read “see answer to question

214. Employee Uniforms must be approved by ICE prior to usage.

53. Will ICE provide a more detailed architectural schematic of the Krome SPC facility which identifies building measurements, functions, rated/total capacities, general security details, contractor occupied space, relevant government furnished equipment (e.g., food service), etc. via amendment to the RFP prior to the proposal due date? Currently, only the incumbent contractor has access to this information. No. This Government held a mandatory site visit and optional Industry Day which permitted companies with an opportunity to view the facility.

54. Amendment 12 to the RFP (issued on 05/16/13) included revisions to Sections B, C-

M(r8). However, the amendment did not include a track changes version of the revised document, despite "significant" changes. All other revisions to Sections B, C-M of the

Statement of Objectives have included a track changes version. Will ICE please publish a track changes version of Sections B, C-M(r8), incorporated by Amendment 12 of the

RFP, prior to the proposal due date? No. This version replaced all previous versions.

55. Can the Government provide additional information relative to the transportation routes with respect to which are predominantly van runs and which are predominantly bus runs?

56. Which routes require the use of a 55 passenger bus? There is no set requirement to utilize the bus on a specific route.

57. What days of the week do the routes stating two and three times per week occur?

Staggered weekdays subject to change as operations change.

58. What is the rationale behind why only the bus and two (2) contractor vans require cage segregation and not all contractor vehicles? As Krome is an all-adult, all-male facility.

Historically, there are limited transportation requirements of females and/or minors.

59. How many supervisor positions are authorized specific to transport operations? ICE is not dictating positions or posts required in proposals. ICE’s transportation operations are conducted 24 hours, 7 days a week with the majority of activity during the day on weekdays.

60. Clins 3003, 4003, 5003, 7003, 8003 and 9003 are 58,675 in Attachment 10 and 58,765 in

Section B? This has been corrected.