Revised_Q A-_8_19_2014_-_Final_View.pdf

HSCEDM-14-R-00005 Attachment 8

Batavia Solicitation HSCEDM-14-R-00005

Mandatory Questions Template

1.

Section/Subsection Number: C.II.SS1.D.3

Key Personnel

Question: Please confirm the Government is requiring one resume per post for all key personnel positions.

ICE Response: Resumes are required for all key personnel.

2.

Section/Subsection Number: C.II.SS7

Voluntary Detainee Worker Program

Question: Please identify the current Detainee Worker workload and staffing by category of work crew, i.e. – cleaning, painting, laundry, food service, etc.

ICE Response: The current detainee workforce is not indicative of the future detainee workforce. Further, please note that the agency’s voluntary detainee worker program prohibits the use of detainee workers to perform work contracted for by the contractor.

3.

Number: C.II.SS12

Laundry

Question: Will the Government provide additional details for quantities of detergents and floor mats required for a year or provide a plug number for the cost volume?

ICE Response: Amounts vary based on detainee population and turnover in detainee population. Previous in/out data has been provided. The offeror shall make its own determination on a need for floor mats.

4.

Number: C.II.SS12

Laundry

Question: The solicitation specifies that tailoring services are required. Since the laundry primarily handles medical, linens, and detainee clothing the requirement for putting hems on trousers, repairs, replacing buttons and minor adjustments in fit doesn’t seem appropriate to the items processed. Please clarify the tailoring service workload.

ICE Response: Tailoring services are required in accordance with the PWS, but this should not be considered a full-time job, requiring a full FTE. Tailoring services are needed primarily to repair detainee uniforms for re-use, as opposed to discarding and replacing, thus driving down costs to ICE for replacement uniforms.

5.

Number: C.II.SS13

Menu Planning

Question: Will the Government provide the current 35-day “regular” and 14-day “common fare” menu cycles?

ICE Response: No. The offeror shall make this determination.

6.

Number: C.II.SS2.C

Personnel

Question: Medical exams using Standard Form 88 are required for new hires. Is annual re-examination required?

ICE Response: No, annual re-examinations are not required.

7.

Number: C.II.SS2.C

Question: Do incumbent officers retained need to receive a new drug screening at startup?

ICE Response: No, retained incumbent officers do not require a new drug screening at startup.

8.

Number: C.II.SS2.C

Question: Do incumbent officers retained need to receive a new TB test upon hire?

ICE Response: No, incumbent officers retained do not require a new TB test upon hire.

9.

Number: C.II.SS2.C

Personnel

Question: Do incumbent officers retained need to receive a new Physical/medical exam upon hire?

ICE Response: No, incumbent officers retained do not require a new physical/medical exam upon hire.

10.

Number: C.II.SS1.H.4

Vehicles

Question: Is a vehicle for perimeter patrol required?

ICE Response: The offeror shall make this determination. Offerors are reminded that patrol must continue during inclement weather and that the officer must have the ability to quickly respond to any incident on the perimeter road.

11.

Number: C.II.SS1.H.4

Question: If a vehicle for perimeter patrol is required, is it Government or Contractor provided?

ICE Response: ICE will not provide a vehicle for the perimeter patrol. The offeror shall make its own determination on how to patrol the perimeter.

12.

Number: C.II.SS8.A

Disturbances, Safety, and Contract Disturbance Control Team

Question: RFP does not identify quantities of DCT equipment and riot gear needed beyond 26 team members, e.g., - batons and shields for non-DCT members equal to 30% of on duty staff.

Please identify the total equipment requirements for DCT and riot control.

ICE Response: ICE shares its DCT equipment with the incumbent contractor at the same DCT staffing levels. However, ICE cannot guarantee that its current inventory will be a perfect fit for the various sizes of the offeror’s proposed DCT members. Any new DCT equipment required will be the responsibility of the successful contractor.

13.

Number: C.II.SS8.A

Disturbances, Safety, and Contract Disturbance Control Team

Question: RFP states, “Some DCT equipment will be provided by ICE in accordance with Subsection 9;” however, neither subsection 9 nor Attachment 9 (GFE listing) itemize DCT equipment or riot gear that will be provided as GFE. Please identify what equipment will initially be provided and its current condition.

ICE Response: See previous question. DCT equipment is 10+ years old.

14.

Number: C.II.SS8.A

Disturbances, Safety, and Contract Disturbance Control Team

Question: RFP states, “Some DCT equipment will be provided by ICE in accordance with Subsection 9, however, any additional or replacement DCT equipment shall be provided by the contractor at no cost to ICE.” Obviously there is a cost associated with this required equipment that must be charged to ICE. It would seem more appropriate that the CFE must be included within our FFP bid but not separately billed to the Government. Can the Government change the wording accordingly?

ICE Response: No, see response to previous questions on this topic.

15.

Number: L.4

Proposal Submission Instructions

Question: Due to the page limitations, would the Government consider minimizing the text font size from 12 point Times New Roman to 11 point Times New Roman?

ICE Response: No, the listed size limitations will remain.

16.

Number: L.4.B

Separation of Volumes

Question: In order to effectively describe the Contractor’s Equipment and Materials Plan, Quality Control Plan, and Transition Plan, would the Government consider excluding these documents from the 50 page limit?

ICE Response: No, these documents shall be included in the listed page limit.

17.

Number:

Attachment 6 – Incumbent CBA; Appendix A Wage Tables

Question: The Officers pay rates are based upon completed years of service and range from $29.42 an hour to $33.92 an hour. Please provide the service dates for the current officers so that contractors can estimate an accurate rate.

ICE Response: ICE will not provide such a list as the offeror makes its own determination on who to hire. The incumbent employees have the following levels of seniority:

15+ years of service= 6% of Officers 10-14 years of service= 25% of Officers 5-9 years of service= 25% of Officers 0-5 years of service= 44% of Officers

18.

Section J, Attachment 6, CBA – Appendix A and Articles 21 and 22

Question: Wages for Detention Officers are based on time in service (as are sick leave and vacation). Offerors have no basis on which to estimate labor, vacation and sick leave costs without a roster of employees and their time in service on the contract. Will the Government provide a seniority roster with time in service dates?

ICE Response. No, please see seniority percentages provided in answer # 17.

19.

Section J, Attachment 6, CBA – Appendix A and Articles 21 and 22

Question: If a roster is not available, will the government provide a basis for estimate to be used by all offerors and allow a price adjustment based on actual seniority at startup? (For example offerors could be instructed to bid base rates of $29.42 wage, 80 hours of vacation and 48 hrs sick leave.)

ICE Response: No, please see seniority percentages provided in answer # 17.

20.

Number:

Site Visit

Question: Since the Contractor will be the Operator of the vehicles and thus be required to carry the necessary insurance, will the Government also require the Contractor to be in possession a valid USDOT number at the time of award and throughout the life of the contract?

ICE Response: ICE will not contractually require possession of a valid USDOT Number.

The contract will, however, place thea risk of compliance with transportation regulations on the contractor. The agency will not indemnify the contractor should the U.S.

Department of Transportation determine that the contractor is not compliant with its regulations.

21.

Number: 2C(8) Site Visit

Question: Since the Contractor will be the Operator of the vehicles and thus be required to carry the necessary insurance, AND since the contract involves interstate transportation (across state lines), will the Government also require the Contractor to be in possession of a valid FMCSA Motor Carrier (MC) number at the time of award and throughout the life of the contract?

ICE Response: ICE will not contractually require possession of a valid FMCSA Motor Carrier (MC) number. The contract will, however, place the risk of compliance with transportation regulations on the contractor. The agency will not indemnify the contractor should the U.S. Department of Transportation determine that the contractor is not compliant with its regulations and/or rules.

22.

Number: 2D

Site Visit

Question: As with most DHS contracts that involve detainee transportation, will the Government require the Contractor to be in possession of a 'Satisfactory' Motor Carrier Safety Rating at the time of award and throughout the life of the contract in order to ensure the safety of the detainees?

ICE Response: It is up to the offeror to make this determination. The contract will, however, place the risk of compliance with transportation regulations on the contractor.

The agency will not indemnify the contractor should the U.S. Department of Transportation determine that the contractor is not compliant with an agency’s regulations and/or rules.

23.

Number:

Site Visit

Question: Since the contractor is required to purchase the food products and pricing is based on diet types, would the government provide a demographic breakdown of the detainee population for menu planning purposes?

ICE Response: It varies from day to day. For June, 2014 the average daily population was 559 and BFDF processed in 320 new detainees and processed out 334 detainees. There is continual turnover in the detainee population and it is not possible to predict future demographics.

24.

Number: 2I

Site Visit

Question: Since the contractor is required to purchase the food products and pricing is based on diet types, would the government provide sample menus for menu planning purposes?

ICE Response. No. The offeror shall make this determination.

25.

Number: SF1447

SF1447 and amendments acknowledgements

Issue: The SF1447 has been reissued 3 times in its entirety to date. Past process has all amendments issued under a SF 33 that are to be signed and submitted with the SF1447.

• None of the amendments have been issued with an SF33 (3 SF1447’s to date – 5 amendments total per the FBO posting system with revised forms)

• There is no amendments acknowledgement section in the SF1447 format

• None of the SF1447’s have been marked with amendment numbers, or the new dates they were issued.

Question: How does the CO want amendments acknowledged in the proposal process and for how many?

ICE Response: The proposal should acknowledge all FBO amendments and reflect the latest version of the RFP and SF 1447’s posted.

26.

PWS II 9 C2

Question: Does the contractor need to provide own frequencies? Is a repeater required within the facility to ensure proper radio communication?

ICE Response: The radio requirements are spelled out in the PWS. Any additional items required for full operation (i.e. a repeater) are an ICE responsibility.

27.

PWS C II 10

Question: What are the computer requirements for the computer needed at the warehouse?

Does the software that ICE is providing for inventory management require PIV or is it standalone software?

ICE Response: The offeror shall make its own determination on warehouse computer requirements. ICE is NOT providing inventory management software. It is a contractor responsibility.

28.

Transportation

Question: Does ICE have a system in place other than the government supplied mobile radios when vehicles are out of range such as cell phones?

ICE Response: Yes, cell phones are currently used as a backup system. However, ICE will not provide cell phones to the successful contractor and it is up to the offeror to determine whether a backup system should be implemented and how it intends on providing the backup

29.

PWS C II 11

Question: If detainee funds are to be kept in an approved banking institution how will the disbursements of funds take place if detainee is released after banking hours?

ICE Response: The offeror shall make this determination.

30.

PWS I, 91 3052.204-7

Question: Two references have been repealed; Computer Security Act of 1987 and the Government Information Security Reform act of 2000 both repealed by Federal information Security Management Act of 2002. Are these repealed acts required by DHS/ICE to be followed?

ICE Response: Any repealed or obsolete acts are not to be followed.

31.

PWS I 91 Section E

Question: Requires the IT Security Plan be accredited according to the criteria of DHS Sensitive Systems Policy Directive 4300-A version 2.1 or subsequent replacement document.

What is the current version of Directive 4300-A (there is a version 8.0 dated March 14, 2011)?

ICE Response: The offeror shall make this determination. The most current Directive shall be followed.

32.

Question: Will contractor have access to the ICE provided mobile radio communication system or will ICE maintain the radio watch?

ICE Response: ICE is responsible for providing and maintaining the mobile radio communication system. The successful contractor will use ICE radios when operating ICE vehicles.

33.

Commercial Detainee Population Management System, IT Software

Question: Will detainee processing be done on DHS/ICE computers and software? If done on DHS/ICE systems what information can be duplicated on the COTS provided contractor software?

ICE Response: The contractor will be responsible for processing on ICE computers and ICE software. The COTS contractor provided system shall contain similar information to what is inputted into the ICE system. However, the required information for the COTS contractor system are outlined on PWS page 86.

34.

Commercial Detainee Population Management System, IT Software

Question: What features/modules are required on the COTS system (processing, housing, detainee movement, property management, grievances, barcodes, biometrics, commissary (including meals and detainee purchases), etc.?

ICE Response: See PWS requirements on page 86 of the RFP for the minimum requirements.

35.

Commercial Detainee Population Management System, IT Hardware

Question: For security purposes do the computers have to be thin clients (no hard drive, basic Linux system to be able to get to Internet only) or can they be full clients?

36.

Commercial Detainee Population Management System, DHS/ICE Data

Question: Will the contractor be required to use DHS/ICE computers and software? If so, what systems will be required to be used? Will PIV (Personal Identity verification) cards be incorporated on the DHS/ICE computers and if so, will the PIV cards that ICE is issuing the contractor personnel work on those systems?

ICE Response: Yes. The contractor will be required to use the ICE EARM (ENFORCE) system and other local systems and will be familiarized with the system after award. Yes, PIV card usage will be required and cards will be issued accordingly.

37.

Detainee records

Question: The Contractor shall create and update detainee records and the Government will store the records. All records will remain the property of the U.S. Government. – Is this on Government computers and software? If this is on contractor computers and software how is the Government storing the data?

ICE Response: There are two systems, federal government and the contractor’s system. The information (electronic or hard copy reports) is turned over to ICE during contractor’s performance. The contractor system shall be purged (or wiped clean) upon contract completion.

38.

Firearms

Question: Are new firearms required?

ICE Response. Yes

39.

Question: What are the caliber requirements?

ICE Response: The offeror shall make this determination in accordance with the ICE Firearms Policy.

40.

Question: Are there any specific brand or model?

41.

Body Armor

Question: What level of protection is the minimum level required?

42.

RFP Page 51 -Contractor’s Employees Union/Collective Bargaining Agreement – the labor agreement between the contractor and it bargaining unit employees. CBA Wage rates will be processed by the Contracting Officer annually.

Question: Do the CBA wage increases to be processed annually as described above include the “seniority pay” increases called for in the CBA?

ICE Response: Increases will be processed as stated in the RFP.

43.

M.2 Award Selection

Question: Will the source selection team perform a cost reasonableness evaluation in accordance with FAR 15.404-1(d) (3) when considering the impact of proposed discounts from proposed staffing prices?

ICE Response: Evaluation of price will be conducted in accordance with the RFP.

44.

Financial Capability

Question: Will the source selection team perform a financial capability to perform assessment, FAR 9.104-1(a) to protect ICE from accepting a low cost offer that will increase the offeror’s contract performance risk?

ICE Response: Evaluation of proposals will be conducted in accordance with the RFP.

45.

Facility

Question: Are there any existing physical plant/policy issues which will preclude the Contractor from meeting optimum PBNDS?

ICE Response: Yes. Law library does not allow for optimal access, as defined in PBNDS.

46.

Facility

Question: What is the percentage of detainees (level 1, 2, and 3) breakdown?

ICE Response: The number varies from month-to-month. As of July 1, 2014 the classifications were as follows: L’s: 249, ML’s: 95, MH’s: 90: H’s: 116

47.

Detention Management

Question: What is the average weekday (Monday through Friday) daily detained population at the Batavia Detention Center? What is the average weekend (Saturday and Sunday) and holiday daily detainee population at Batavia?

ICE Response: The number varies. The average daily population for June, 2014 was 559.

But this is not an indication of future population.

48.

Management of Detainee Property and Supplies

Question: Please clarify detainee’s property? Max allowed cubic feet per detainee, number of items, how are the detainees property packaged? Bag, box, weatherproof container?

ICE Response: 40lbs maximum, the property is stored in boxes, and the property room was toured during the site visit.

49.

Staffing plan and facility posts

Question: Would ICE agree to working with the contractor to incorporate technology such as additional cameras, video monitors, DVRs and control board in the facility that can be linked to ICE current configuration to reduce man hours?

ICE Response: Offerors cannot tap in to the existing ICE camera/monitoring system. As a reminder, ICE operates under a policy of direct supervision. That said, the offeror shall make its own determination on what technology, if any, it needs to complete the requirements of the PWS.

50.

Overview

Question: Are existing additional data lines/phone lines installed by previous contractors available for use?

ICE Response:

Yes. The lines are available but the successful contractor has to set up its own service or run new lines if needed.

51.

Key Personnel…Resume submission

Question: This section states that Offerors are to provide resumes for key personnel and goes on to list requirements. It states that “one resume” is required for each key “person.” There are currently over 60 “persons” in key personnel positions listed in the RFP. If a two page resume is submitted for each “person” that would consume 120 pages. If the meaning of the paragraph is one resume per key “position” that would involve ten resumes and about 20 pages.

Can ICE clarify this requirement as to “each person” or “each position?”

Can resumes be excluded from the page count?

ICE Response: The RFP is clear on who ICE considers Key Personnel. Reference the PWS on page 62 – 63. The offeror shall provide a resume for each key personnel position. Per the RFP: “Cover letter, table of contents, and resumes are excluded from the overall page limit”.

52.

Section D, Facility Staffing Plan and Key Personnel and Attachment 2:

Sample Staffing Plan

Question: Section D provides a list of Key Personnel (a – h) required. The sample staffing plan lists Key Personnel Posts that differ somewhat from those listed in Section D. (For example, a Grievance Officer is listed in the sample staffing plan.) For the purpose of our proposal response, we assume that our Key Personnel Resumes should match the instructions in Section D, and not the sample staffing plan. Please confirm.

ICE Response: Section D is accurate and resumes are required for each key person required in Section D. The sample staffing plan also suggests a Grievance Officer as key, but contractor shall make its own determination on whether to submit a resume for a proposed Grievance officer.

53.

Number: 2C

Health Requirements

Question: Please confirm that “all” detention officers (including all incumbents) require a new physical within 30 days of contract award?

ICE Response: Incumbent employees do not require physical exams – only new employees require physical exams.

54.

Number: 2C(8)

TB Tests

Question: Are all incumbent detention staff to have a fresh TB test during transition, or only “new hires” to the contract?

ICE Response: Reference PWS page 73, item 8. All employees are required to have a TB test annually. For new hires, TB results are due within 30 days of contract award. For new employees hired thereafter, a TB test is required prior to entry on duty.

55.

Number: 2D

Random Drug Screening

Question: What is the required percentage of employees who must be annually random drug screened?

ICE Response: It is up to the offeror to establish a random drug screening program. ICE does not have a minimum requirement.

56.

Number: 2D

Random Drug Screening

Question: Are transportation officers subject to USDOT 50% random drug screening requirements?

ICE Response: The offeror shall make this determination. The contract will, however place the risk of compliance with transportation regulations on the contractor. The agency will not indemnify the contractor should the U.S. Department of Transportation determine that the contractor is not compliant with an agency’s regulations and/or rules.

57.

Number: 2I

Post Relief

Question: Are “roving” posts (Rover 1,2,3,4) required to have physical reliefs or may they “self-relieve” as coordinated by the supervisor?

ICE Response: Yes, the Rover posts are required to have physical relief like any other detention post. The offeror shall make its own determination on when and how to provide relief.

58.

Number: 2I

Post Relief

Question: Are Rover 1,2,3,4 posts used to relieve stationary posts?

ICE Response: Rovers may be used to provide relief of officers working at BFDF. The Stationary Guard CLIN is normally reserved for detainees admitted to hospitals. Rovers cannot provide relief for officers working at hospitals.

59.

Number: 2I

Post Relief

Question: Do court officers take their lunch break coincident to established lunch recesses of the court?

ICE Response: It is up to the offeror to make this determination.

60.

Number: K-1

Uniforms

Question: Are cloth “badges”, name tags, and rank insignia preferred/required?

ICE Response: See page 76 – 77 for uniform requirements. ICE reserves the right to approve uniforms after contract is awarded.

There were multiple questions posed regarding uniforms; it may be a good idea to provide a more detailed description of the type of uniform that would be approved.

61.

Number: K-1

Uniforms

Question: What does the phrase “new at start of duty” mean?

ICE Response: The uniform shall be new (i.e. not used; never worn before).

62.

Number: 2N(6)

Hospitalization of Detainees

Question: Are all escort hours for detainee hospitalization billed under the Stationary Guard Service CLIN?

ICE Response: The Stationary Guard CLIN is triggered upon detainee admission to the hospital. Up until that point, transport officers are utilized until relief is provided by the Stationary Guard.

63.

Number: 2N(6)

Hospitalization of Detainees

Question: How many detention officers are required per detainee at a hospital?

ICE Response: Normally two officers. One exception is the ECMC 9th Floor (see PWS page 70) where only one unarmed officer is required.

64.

Number: 2N(6)

Hospitalization of Detainees

Question: If a transport team delivers a detainee to the hospital, how long does the contractor have to relieve the team with a stationary guard(s)?

ICE Response: It is up to the contractor to make this determination. Usually the decision to admit is known in advance of admission and relief can be provided within 60 minutes of admission.

65.

Number: 2-N(6)

Hospitalization of Detainees

Question: Does the sample staffing chart provide staffing for off-site stationary guard assignments through allowable “post diversion” (for example using a post requirement at the facility to cover a hospital post requirement)?

ICE Response: No staffing plan does not include stationary guard posts as these posts are not predictable and are filled on demand. Further, posts cannot be diverted. Hospital posts should be considered and filled completely separate and independent from the posts at the facility.

66.

Number: 2-N(6)

Hospitalization of Detainees

Question: If not, in order to compute the number of FTE required for off-site guard post assignments, can the government provide data as to how many hours of staffing were required for these posts in the last 12 months?

ICE Response: The number varies and is unpredictable. In FY13 there were 894 stationary guard hours. For the first 7 months of FY14 there were 2,025 hours.

67.

Number: 3D

Initial Drug Tests

Question: Do all incumbent detention staff require a fresh drug screen during transition?

ICE Response: No only new employees. However, incumbent employees shall be subject to the random drug testing.

68.

Number: 4

Training

Question: Are all incumbent detention staff considered current in all training requirements for the new contract?

ICE Response: Yes, however, their training expires on different dates, so the successful contractor should be prepared to begin annual refresher training (PWS page 82) on Day 1 of contractor performance.

69.

Number: 4

Training

Question: If incumbents are not considered “current” in all training for this contract, how many hours of remedial/additional training will be required during transition?

ICE Response: See question 16, for proposal purposes incumbent employees should be considered current.

70.

Number: 4A(4)

Additional first year training

Question: Can the additional 40 hours training during first year be completed immediately after “basic” training or OJT training in order to complete all required training before entry on duty?

ICE Response: Yes, but the offeror shall make this determination.

71.

Number: 4A(6)

DCT Training

Question: The RFP states 8 hours every other month as DCT training requirement plus 8 hour joint exercise every year. Is there any “basic” DCT training administered to newly selected DCT members, and if so, how many hours are required?

ICE Response: “Basic” DCT is covered in employee Basic Training (PWS page 81 – 82).

There is no additional requirement for “basic” training separate from the training outlined on PWS page 83.

72.

Number: 4A(2)

Annual Refresher Training

Question: Please confirm that a new employee would attend annual ART for the first time during the employee’s 2nd year of service. For example, an employee who goes through 160 hours of training from 3/1/15 through 3/31/15, would then attend ART in April 2016 or thereabouts, but NOT during the first year period?

ICE Response: Correct. ART would not be required until 2nd year of service.

73.

Number: 4A(1)

Basic Training

Question: Is item “c” on the basic training list the 8 hour class required by PBNDS 4.6?

ICE Response: Yes

74.

Number: 4A(1)

IT Security Awareness Training

Question: Is this training administered by ICE?

ICE Response: Yes, the training is administered by ICE.

75.

Number: 4A(1)

IT Security Awareness Training

Question: How many hours is this training?

ICE Response: Approximately 1 hour, it is only required for employees with ICE computer access, and can be accomplished during regular work hours.

76.

Number: 4

Facility Training Room/Area

Question: How many students can the ICE provided training room/area accommodate in one class?

ICE Response: 20 – 25 students.

77.

Number: 4

On site training

Question: Can all required training be conducted on-site?

ICE Response: Classroom training can be completed on-site as ICE will provide classrooms. Firearms training will need to take place off-site at a range determined by the offeror. Non-classroom DCT Training will need to take place off-site as well.

78.

Number: 5-E

Records and Reports

Question: This paragraph calls for provision of a commercial software to provide a daily population report; can the government provide an example of such software?

79.

Number: 8-A

DCT Team

Question: Are the 23 members and 3 supervisors to be distributed to each shift or may they work any shift?

ICE Response: The Disturbance Control Team will only be deployed when needed and those hours are billable to the DCT CLIN.

80.

Number: 8-A

DCT Team

Question: Is the contractor to provide cell phones to each DCT member for the purpose of 24/7 recall?

ICE Response: No, but successful contractor shall have a plan to recall DCT members.

81.

Number: 9-D

Contractor provided equipment

Question: Are “individual” firearms required, or may they be passed from shift to shift?

ICE Response: Individual firearms are required.

82.

Number: 9-D

Contractor provided equipment

Question: Are clearing barrels contractor provided?

ICE Response: Yes, they are contractor provided.

83.

Number: 9-D

Contractor provided equipment

Question: Is sufficient space for installation of required gun lockers/safes provided at the facility?

ICE Response: Yes, space is available.

84.

Number: 9-D

Contractor provided equipment

Question: What secondary weapons are required to be issued?

85.

Number: 11

Commissary Services and Detainee Health & Welfare Fund

Question: Are any upfront deposits or funding required to be provided by a new contractor at the start of the contract for commissary items or the DHWF?

ICE Response: Incumbent detainee commissary accounts/funds will be transferred to the successful contractor during the transition period. The Detainee Health and Welfare Fund will begin with a balance of $0 on Day 1 of contractor performance. No initial funding will be required.

86.

Number: N/A

Seniority List

Question: Can ICE provide a name-redacted seniority list of incumbent staff by classification (manager, supervisor, detention, transportation, kitchen staff, laundry staff, warehouse staff, etc) for the computation of CBA and SCA vacation entitlements, CBA wages for seniority pay, CBA wages for sick leave, jury and bereavement leave?

ICE Response: No. It is up to the offeror to determine the number of employees needed to perform the PWS. For planning purposes, the incumbent employees have the following levels of seniority:

15+ years of service= 6% of Officers 10-14 years of service= 25% of Officers

87.

Number:

Staff Listing

Question: No “dedicated” training officer position is included; is this a required position?

ICE Response: No it is not required. It is up to the offeror to make this determination on whether to propose a Training Officer.

88.

Number:

Pricing Option B

Question: Normally an REA adjustment is authorized from year to year as CBA or SCA rates change; under Option B’s 5 year based and one 5 year option periods, will annual REA’s for CBA/SCA changes still be authorized?

ICE Response: Yes, annual REA’s for CBA/SCA updates are required by law and are authorized.

89.

Number:

SF 1449

Question: The SF 1449 and/or Section L does not contain information concerning the date/time the bid is due. What is the proposal response due date/time (since FBO postings are not binding)?

ICE Response: See the most recent solicitation posted to FBO for the updated proposal due date and time.

90.

Number: L

Proposal Instructions – Past Performance

Question: Would the government consider making the page count for this section 3 pages per reference or 15 pages vs 10? The 10 page limit is very constrictive if a contractor has 5 references as the required information takes ½ page per reference and the inferred additional information could well take more than a page and a half to present.

ICE Response: No, the stated limitations will remain unchanged.

91.

Number: L

Price Ceiling

Question: Can ICE confirm that the base 12 month period + the Transition CLIN limit is $25,683,304.57? This is less than 10% of the total price limit and includes 14 months expense.

ICE Response: The amounts are correct. During the transition the incumbent contractor is still performing day-to-day operations. Offeror expenses during the transition should be relatively low.

92.

Number:

Pricing

Question: Is all labor for transport supervisors and officers, and all overhead costs associated with transportation to be included in the transportation CLIN?

ICE Response: “Key personnel” (i.e. transportation supervisors) should be included under the bed day CLIN and transport hours are on a separate transportation CLIN.

93.

Number:

CLIN Pricing

Question: The Transportation CLIN is estimated at 48,256 hours per year, however, the supervisor hours appear to be 2,088 x 2 (261 days x 8 hours x 2) or 4,176 and 48,160 for transport officers for a total of 52,336. Realizing that the quantity is an estimate in the CLIN pricing, is the contractor going to be paid for each hour scheduled and performed, whether by a supervisor or a transport officer, without regard to the estimated quantity in the CLIN price?

ICE Response: Transport supervisory hours were not included in this total amount. The successful contractor will be paid for each transport officer hour worked in accordance with the staffing plan schedule.

94.

Number:

Staffing Chart

Question: Is the Grievance Officer a Union position subject to the CBA or an overhead position?

ICE Response: The Grievance Officer falls under “Key Personnel,” therefore it should be considered a management position.

95.

Number:

Staffing Chart - Laundry

Question: How many hours per day and what days of the week is the laundry in operation?

96.

Number:

Staffing Chart - Warehouse

Question: How many days per week (and what days) does the warehouse take deliveries?

ICE Response: Monday through Friday during business hours.

97.

Number:

Staffing Chart – Commissary Lead

Question: How many days per week (and what days) is the Commissary in operation?

98.

Number:

Staffing Chart – Outer Perimeter Patrol

Question: Is this a foot patrol or vehicle (such as golf cart) mounted patrol?

99.

Number:

Staffing Chart

Question: Below the DCT entry the word “training” appears; does this refer to DCT training, or all training?

ICE Response: This item was included in the staffing plan to remind offerors they are responsible to pay employees in “training” status in accordance with the CBA.

100.

Number:

Staffing Chart

Question: Below the DCT entry the word “training” appears; does this refer to training hours only or is the contractor to add vacation, sick leave, relief in computing overhead hours?

ICE Response: See above response.

101.

Number:

CBA/Uniforms

Question: Does ICE approve of, or prefer, that officers wear “5.11” style trousers?

ICE Response: The offeror shall make this determination. Uniforms will be determined/approved after award is made.

102.

Number:

CBA

Question: The CBA lists the start/end time of A, B, C Tours (with some exceptions) as:

A – 2345-0815; B – 0745-1615; C – 1545-0015, with a one half hour deduction for unpaid lunch breaks; is this correct?

ICE Response: Correct.

103.

Number: 2-I

Personnel – Post Relief

Question: If all posts are physically relieved for ½ hour for lunch, then utilizing 8.5 hours x each post would result in total “post and relief” hours required to be charged; is this correct?

104.

Number: 2-I

Personnel – Post Relief

Question: Do transportation posts require “physical relief” or can they self- relieve between transports?

ICE Response: The offeror shall make this determination. Relief may or may not be possible during official transport.

105.

Number:

Staffing Chart

Question: Do transportation officers routinely conduct “relief” or other duties “inside” the facility when not transporting?

ICE Response: The offeror shall make this determination, but it is possible.

106.

Number:

Staffing Chart

Question: If they do not routinely provide “relief” or other duties “inside” the facility when not transporting, can they?

ICE Response: The offeror shall make this determination, but it is possible.

107.

Number:

Staffing Chart

Question: In computing post hours, is a post that does not work weekends or holidays considered to work 251 days per year or 2,008 hours?

ICE Response: The offeror shall make this determination. ICE recommended the hours of post coverage in its staffing plan.

108.

Number:

Staffing Chart

Question: In computing post hours, is a post that does not work weekends but does work holidays considered to work 261 days per year or 2,088 hours?

ICE Response: The offeror shall make this determination. ICE recommended the hours of post coverage in its staffing plan.

109.

Number: 2-I.5

Off Site Guard Services

Question: The RFP states that unarmed guards are used on the 9th floor of the Erie Medical Center in Buffalo (a distance of about 50 miles one way from Batavia); it does on to state the transportation is not reimbursed for the round trip taken by guards from Batavia to Buffalo and return; since the contractor must estimate the number of times this requirement might occur in order to estimate the cost of employee reimbursement for mileage, can ICE provide the estimated number times per week, month or year, that this requirement occurs?

ICE Response: The number of detainee admissions to ECMC is uncertain. There is no requirement to reimburse employee mileage - in most cases the commute for Buffalo area employees to ECMC is less than the distance to Batavia.

110.

Number: 2-I.5

Off Site Guard Services

Question: Would the government consider establishing a mileage reimbursable CLIN at the JTR rate for posting unarmed guards in Buffalo and other locations? (A CLIN would protect the government from an overbid if no data can be provided regarding the frequency of such assignments.)

ICE Response: No. ICE is reimbursing labor hours under the stationary guard CLIN. See above response, mileage reimbursement is not needed under this scenario. ICE does not pay mileage for employees to travel to work. In this case the work happens to be at ECMC for unarmed guard services.

111.

Number: 2-I.5

Training

Question: RFP states on page 84 that supervisors receive 24 hours of annual refresher training; ACA requires 40 hours of training for employees who have frequent contact with detainees. Is 40 hours the correct requirement?

ICE Response: 40 hours is the basic requirement for all employees, including supervisors; 24 hours of specific supervisory training is in addition to the 40 hours.

Therefore, total requirement for supervisors is 64 hours.

112.

Number: 2-I.5

Training

Question: RFP does not indicate an annual refresher training requirement for food service staff; since these staff frequently come into contact with detainees is 40 hours training (per ACA) required?

ICE Response. Yes, 40 hours of training is required.

See comment above. The RFP should be amended to ensure that all requirements are clearly stated.

113.

Number: 2-I.5

Training

Question: Are the DCT “Team Leaders” and DCT commander required to be supervisors?

114.

Number: 2-L(1)

Guard Licenses

Question: Is Buffalo Federal Detention Facility considered a Federal “enclave” for the purposes of unarmed guard licensing for guards who do not leave the property during their shifts?

ICE Response: The agency has been unable to make a conclusive determination as to whether the facility is a federal enclave, but it believes the property is likely not a federal enclave. Therefore, the agency directs that offers be priced on the assumption that the facility is not a federal enclave.

115.

Number: 4-C Training

Question: The RFP refers to armed guard training as “per state requirements”; NY state requires armed officers to complete 8 hours per year of refresher training. Is this separate from regular ART?

ICE Response: Yes, the training is separate from regular ART.

116.

Number:

Section D

Page 45 through 53 show CLINS for Minimum 400 Beds/Day and Above Guaranteed Minimum of 401-650. Page 54 B3 states the minimum quantity of beds/day is 650; yet on page 56 the government states BFDF can have emergency circumstances have a maximum population of 834.

Question: In the past 12 months, has BFDF exceeded the operational capacity?

ICE Response: ICE has never exceeded the operational capacity. However to clarify, minimum guarantee is 400 beds; above minimum guarantee is 401-650 beds. In an emergency ICE is prepared to have a maximum capacity of 834.

117.

Page 45 through 53 show CLINS for Minimum 400 Beds/Day and Above Guaranteed Minimum of 401-650. Page 54 B3 states the minimum quantity of beds/day is 650; yet on page 56 the government states BFDF can have emergency circumstances have a maximum population of 834.

Question: In the past 12 months how many days has BFDF exceeded 650 bed/days?

ICE Response: BFDF has not exceeded 650 bed/days in the past 12 months.

118.

Section D states “BFDF operates at an operational capacity of 650 detainees. Under emergency circumstances the maximum population at BFDF is 834.

Question: Does BFDF house females, juveniles or UACs at this facility, if so, how many of each and for how long?

ICE Response: ICE does not house females, juveniles or UACs at BFDF.

119.

Number: 2I

Post Relief

Question: Are Unit Rovers, patrol officers, work detail officers, recreation officers, and inner perimeter patrol officers allowed to provide daily lunch relief to stationary / fixed post officers?

ICE Response: The offeror shall make this determination. However, these officers shall never provide relief for stationary guards under the stationary guard CLIN – stationary guards in this context are off-site posts independent from BFDF posts.

120.

Number:

Page 74 H.3 When patients are housed in the infirmary, an additional CDO shall be posted to the unit at all times.

Question: The sample staffing calls for two CDOs is the government requiring a third CDO when the infirmary has patients?

ICE Response: In this scenario, ICE would order additional hours on an as needed basis under the stationary guard or processing/transport CLINS.

121.

Number:

Section H4 Detainee Property-Contractor may be directed to miscellaneous locations as directed by ICE to retrieve or deliver property.

Question: In the last 12 months, where and how often has this been required?

ICE Response: It varies, but number of times does not matter because ICE is providing the vehicles and paying for the labor.

122.

Number:

Page 87 Subsection 3 A, Prospective contract employees….., as the clearance issued “may” be acceptable to ICE.

Question: Would the government please provide explanation what the criteria is so that pricing may be more accurately determined?

ICE Response: ICE does not believe that offerors pricing will be impacted. ICE is paying for the background check. In the event a prospective employee has already received a similar clearance (i.e. military background check, other federal law enforcement clearance) the successful contractor should make this known to ICE as an additional ICE background check may not be required in order for the employee to enter on duty.

123.

Number:

Subsection 4 Training Page 91 Section 6 Disturbance Control Team Training

Question: In regards to the 48 hours annual training, is it permissible for the contractor to incorporate the 8 hour joint training with ICE into one of the scheduled 8 hours of training?

ICE Response: No, that approach does not meet the training requirement, as listed.

124.

Number:

Subsection 4 Training Page 91 Section 6 Disturbance Control Team Training

Question: Where is this training conducted?

ICE Response: The offeror shall make this determination. However, ICE will provide training rooms and a training location for the one-per-year joint training exercise with the ICE Special Response Team.

125.

Number:

Subsection 4 Training

Question: Where is the training provided and is there a designated schedule that the contractor is designated to use the class room so that they can establish a training schedule.?

ICE Response: ICE will make training rooms available. The classroom schedule is flexible and ICE will be accommodating to the successful contractor.

126.

Number:

Subsection 4 Training

Question: How many students will the classroom accommodate?

ICE Response: 20 - 25

127.

Subsection 4 Training

Question: Does ICE provide the firearms training range?

ICE Response: No, ICE does not provide a training range.

128.

Number:

Subsection 4 Training

Question: Please provide the required caliber and required number of carry rounds for officers on duty.

ICE Response: The offeror shall make this determination in accordance with the ICE Firearms Policy.

129.

Number:

Subsection 5 E Records and Reports

Question: Does ICE have a current list of “approved” computer based detainees population software systems?

ICE Response. No. The offeror shall make this determination. ICE does not have a list of “approved” computer based systems, this shall be an internal decision as the system is independent and not linked to ICE software systems.

130.

Number:

Subsection 6 Voluntary Detainee Worker Program

Question: Laundry work is listed in the areas of work, does the government require a CDO during laundry operations?

ICE Response. A CDO is not required, as it is not part of the minimum staffing plan identified in the RFP/PWS. However it is up to the offeror to determine whether a CDO will be provided as part of the technical proposal to the Government.

131.

Subsection 6 Voluntary Detainee Worker Program The RFP states that the contractor is responsible for providing any cleaning products, etc. etc.

Question: Will the government reimburse these cost?

ICE Response: No. It should be included in the Bed Day CLIN.

132.

Number:

Subsection 8 page 98 Health and Safety “Some DCT equipment will be provided by ICE”

Question: Would the government please provide a list of the equipment that is provided, when the equipment was purchased and where all DCT equipment is stored? This will help in a more accurate price analysis.

ICE Response: The equipment is listed in the GFP attachment. It is 10+ years old. It is stored on-site at BFDF.

133.

Number:

N/A

Question: How many positions are in A, B and C Pods?

ICE Response: See the Staffing Plan Attachment

134.

Detainees are classified as High (Level 3), Medium (Level 2), or Low Risk (Level 1). Contractor shall be responsible for detainee record keeping services and personal property in accordance with Subsection 5 of the PWS.

Question: Please advise the average percentile of each level of detainee classification for the last 12 months.

ICE Response: The number varies from month-to-month. As of July 1, 2014 the classifications were as follows: L’s: 249, ML’s: 95, MH’s: 90: H’s: 116

135.

The Contractor shall provide stationary guard services at hospitals or miscellaneous locations as directed by the COR, and/or an ICE-designated official. Transportation duties shall include, but are not limited to, escorting and guarding detainees to medical or doctor’s appointments, hearings, ICE interviews, and any other location requested by the COR, and/or an ICE-designated official.

Question: Where are these locations?

ICE Response: Any location directed by ICE.

136.

The Government will provide vehicles for contractor use in accordance with the attached sharing and hold harmless agreement. The Government intends to provide the following vehicles, when needed, for the contractor to fulfill the ICE mission:

Question: Will the government please advise where the maintenance is performed on the ICE vehicles?

ICE Response: No. This is an ICE responsibility.

137.

Government intends to provide the following vehicles, when needed, for the contractor to fulfill the ICE mission:

Question: Will the government please advise who performs the maintenance on the vehicles and in the event a vehicle fails a DOT inspection or QA/QC audit who is responsible for the vehicle being repaired?

ICE Response: ICE is responsible for vehicle maintenance.

138.

Government intends to provide the following vehicles, when needed, for the contractor to fulfill the ICE mission:

Question: Will the government please advise who is responsible for recovery of a vehicle in the event they break down while transporting detainees?

ICE Response: The contractor would typically be deployed first in an available ICE vehicle. Depending on the nature of the breakdown ICE may also respond.

139.

Number: Subsection 1, H.4 p. 68

“The Government will provide vehicles for contractor use in accordance with the attached sharing and hold harmless agreement.

The Government intends to provide the following vehicles, when needed, for the contractor to fulfill the ICE mission:”

Question: Will the government please advise the average miles monthly on each type of vehicle?

ICE Response: It varies from month-to-month.

140.

Number:

ICE anticipates normal transportation requirements, other than hospital visits, as follows:

Question: Will the government please advise how many trips were made to each of the locations in the last 12 months?

ICE Response: No. Previous trips are not an indication of future trips.

141.

Number:

Subsection 9b on page 101 states the Government will provide training rooms subject to availability.

Question: If space is not available for scheduled training, would training space offsite, be reimbursable?

ICE Response: No. ICE plans to provide training classrooms. Any additional training space costs should be considered in the development of the bed day rate.

142.

Subsection 9b on page 101 states the Government will provide limited DCT equipment including suits, helmets, gas masks, batons and other tools deemed necessary by ICE.

Question: Will the government please provide an inventory of current…