RFP_Questions_and_Responses_(Consolidated_5_Sept_2014).docx

HSCEDM-14-R-00010 Attachment 7

UAC Transportation Solicitation HSCEDM-14-R-00010 Mandatory Questions Template

Date: August 26, 2014

PLEASE NOTE: Offerors are instructed to enter only one (1) question per numbered table below.

1.

Section/Subsection Number:

Attachment 3- Proposal Submission Instructions & Evaluation Factors; Volume III – Past Performance

Question: This section states that POCs providing past/current contract references for the Offeror must submit completed Past Performance Questionnaires no later than 11am EST on August 28, 2014. In the interest of allowing POC’s an appropriate timeframe to respond to the questionnaire, would ICE consider revising this section to extend the deadline to “no later than September 8, 2014”?

ICE Response: Yes, ICE will revise this section to extend the deadline to “no later than September 10, 2014 at 10:00 am EST.”

2.

Section/Subsection Number:

Attachment 3- Proposal Submission Instructions & Evaluation Factors; Volume III – Past Performance

Question: Will ICE confirm that only three (3) Past Performance Questionnaires which have been completed by different references for different contracts and projects should be submitted?

ICE Response: Offerors shall submit past performance information in accordance with Attachment 3, Proposal Submission Instructions & Evaluation Factor, Volume III (Past Performance).

3.

Section/Subsection Number:

Attachment 3: Proposal Submission Instructions and Evaluation Factors, Volume III – Past Performance

Question: The RFP states that “Each Offeror shall provide the Past Performance Questionnaire to the Government or private sector point-of-contact (POC) responsible for the past/current contract reference. The POCs shall be instructed to electronically complete the questionnaire and e-mail the entire questionnaire to NortheastTeamInbox@ice.dhs.gov.” The RFP states that the Government requires the Past Performance Questionnaires be submitted “not later than 11:00am Eastern Standard Time (EST) on August 28, 2014.” In Attachment 4: Past Performance Questionnaire, one location states that the Government requires the Past Performance Questionnaires be completed and submitted to the Government “no later than 8:00am EST, Thursday, August 28, 2014,” while another location in the attachment states that the questionnaires are due on “the RFP closing date” (which would be September 8). Can the Government clarify the submission due date for the Past Performance Questionnaires?

ICE Response: ICE will revise this section to extend the deadline to “no later than September 10, 2014 at 10:00 am EST.”

4.

Section/Subsection Number:

Attachment 3: Proposal Submission Instructions and Evaluation Factors, Volume III – Past Performance

Question: The RFP states that “Each Offeror shall provide the Past Performance Questionnaire to the Government or private sector point-of-contact (POC) responsible for the past/current contract reference.” Does an offeror need to submit a Past Performance Questionnaire for every past performance we include in Volume III?

ICE Response: The offeror’s reference, not the offeror, shall submit Past Performance Questionnaire for each past performance included in Volume III.

5.

Section/Subsection Number:

Additional Terms, Page 22, para 3, subparas iii,iv,v Detention Services (other than firm fixed price):

(1) Bed day rate;

(2) Resident's/detainee's check-in and check-out dates;

(3) Number of bed days multiplied by the bed day rate;

(4) Name of each detainee;

(5) Resident's/detainee's identification information (iv). Transportation Services (other than firm fixed price):

(1) Monthly billing reports listing transportation services provided; transportation routes provided; and, for reimbursable expenses (e.g. travel expenses, special meals, etc.) copies of all receipts.

(v). Stationary Guard Services (other than firm fixed price):

(1) The itemized monthly invoice shall state the number of hours being billed, the duration of the billing (times and dates) and the name of the resident(s)/detainee(s) that was/were guarded.

Question: Which of the above services listed in these paragraphs are required services for this contract?

ICE Response: Detention services (other than fixed price) are not required services for this contract.

6.

Section/Subsection Number:

Security Requirements; page 27, Information Technology and Information Technology Training

Question: These paragraphs seem to be related to direct access of ICE provided IT systems; will the contractor have such access?

ICE Response: Yes, the contractor will have limited access to these systems.

7.

Section/Subsection Number:

Security Requirements; page 27, Information Technology and Information Technology Training

Question: Will the contractor be notified of transport requirements via email with an attached G-391 form?

ICE Response: Yes, the contractor will be notified according to standard ICE practices.

8.

Section/Subsection Number:

Offeror Reps & Certs page 28:

An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via https://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (o) of this provision.

And Attachment 3, Proposal Instructions, page (unnumbered but follows numbered page 63) Each Offeror shall include a dated and signed statement affirming current SAM (formerly CCR) registration and Online Representations and Certifications Application (ORCA) registration. Each Offeror shall complete (fill-in, date and signatures) the solicitation sections indicated in Offeror Representations and Certifications clause and the certifications required by HSAR 3052.209-70 – Prohibition on Contracts with Corporate Expatriates (JUN 2006) as it is described in the contract clauses portion of this solicitation.

Question: Is the offeror required to fill out the entire Reps & Certs section or only paragraph (b) as stated above on page 28?

ICE Response: The offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via https://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (o) of this provision.

9.

Section/Subsection Number:

Attachment 1 page 1-125

Question: Is the offeror to complete the CLIN tables and submit these tables as its pricing section, or do we use the spreadsheet provided as attachment 8?

ICE Response: Either are acceptable submissions.

10.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0001D is labeled Brownsville Airport with no originating location; Is the originating location McAllen BPS (as shown on other 0001 CLINS)?

ICE Response Yes, the originating location is McAllen BPS (as shown on other 0001 CLINS).

11.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: Are the 0001/0002 CLINS to be inclusive of all labor and materials costs such as uniforms, equipment, vehicle maintenance, etc.?

ICE Response Yes, the 0001/0002 CLINS to be inclusive of all labor and materials costs such as uniforms, equipment, vehicle maintenance, etc. No additional monies will be paid for itemized expenses.

12.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: What is the physical address/city location of Fort Brown?

ICE Response:

3305 S. Expressway 83 Brownsville, Texas 78521

13.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 6 appears to cover airline costs for transporting UAC by air. We presume the contractor pays for the tickets and luggage costs, in flight snacks, etc. and then submits a travel voucher (DD 1351) with receipts for reimbursement; is this correct?

ICE Response: Yes, the contractor pays for tickets, luggage costs, in-flight snacks, etc., and then submits a travel voucher (DD 1351) with receipts for reimbursement.

14.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 6 appears to cover airline costs for transporting UAC by air. Since most, if not all airline reservations will be made with little notice, is there any limit imposed on coach fares?

ICE Response: No. However, the contractor will be required to select fares that are most advantageous to the government (i.e. generally lowest price available) and that meet the requirements of transporting the UAC to ORR care within the timeframes prescribed by law.

15.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 6 appears to cover airline costs for transporting UAC by air. Will the contractor be able to book reservations using a “government” traveler fee schedule with the various airlines?

ICE Response: No, the contractor will make their own travel arrangements.

16.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 7 covers the cost of sack lunches. Are sack lunches provided during flights?

ICE Response: “CLIN 7” does not cover sack lunches. CLINs 0006, 1006, 2006, 3006, 4006, and 5006 cover sack lunches. The contractor is required to provide sack lunches. The contractor shall prepare and transport these sack lunches in advance of the flight. Because of airport safety regulations, non-alcoholic, caffeine-free drinks may be purchased (for reimbursement) within the airport or on flights.

17.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 7 covers the cost of sack lunches. For in-fight meals, if no meal is planned by the airline, will the escort be allowed to purchase (for reimbursement) a “to go” meal at an airport food establishment?

ICE Response: The contractor shall provide sack lunches during flights. The contractor shall prepare and transport these sack lunches in advance of the flight. Because of airport safety regulations, non-alcoholic, caffeine-free drinks may be purchased (for reimbursement) within the airport or on flights. If necessary, the contractor may purchase food at the airport for the child and will be reimbursed for this expense.

18.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: Will the contractor be utilizing a Government provided DD-1351 Travel Voucher/Sub-voucher to claim air transportation expenses?

ICE Response: Yes, the contractor will use a government-provided DD-1351 Travel Voucher/Sub-voucher to claim air transportation expenses.

19.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: Will per diem for the escort(s) be calculated by the contractor utilizing JTR procedures for day of travel and day of return?

ICE Response: The contractor must comply with all Federal Travel Regulations to include per diem for travel and non-travel days (should any be necessary).

20.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0009 is titled ODCs for minors. Can the government provide what these ODCs might include?

ICE Response: ODCs for minors may include care items that might be necessary during travel status to include emergency purchase of diapers, clothing, and some limited food/beverage items.

21.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0010 is titled fuel costs. What documentation is required to substantiate fuel expended in this effort?

ICE Response: Receipts for all travel expenses to include fuel must be submitted with all travel vouchers.

22.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0010 is titled fuel costs. Will the contractor be paid for the initial tank of gas provided on day 1 of contract performance or only for refills subsequent to day 1?

ICE Response: The contractor will be reimbursed for all fuel expenses related to the execution of work performed under the contract.

23.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0010 is titled fuel costs. If the contractor fills all vehicle tanks a day or so BEFORE day 1 of performance, will gas receipts dated within a couple of days before performance be payable by the government?

ICE Response: The contractor will be reimbursed only for fuel expenses related to the execution of work performed under this contract.

24.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0010 is titled fuel costs. What sort of mileage reporting/documentation, if any, is required for this contract?

ICE Response: Receipts for all fuel purchases as well as an accounting of mileage covered will be necessary.

25.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0004 is titled “On Demand” mileage. Is the contractor enter only a fuel price for this CLIN?

ICE Response: No, fuel is covered under CLIN 0010.

26.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0004 is titled “On Demand” mileage. If the contractor specifies in its price proposal that it will utilize the JTR mileage rate in effect when billing occurs for this CLIN, (and then fills in the current JTR rate) will the contractor be able to receive either an annual adjustment to the price of this CLIN or bill the actual rate in effect when service occurs?

ICE Response: No, there is no economic price adjustment clause.

27.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0005 is titled Air Escort Hours with a minimum quantity of 100,000 hours. Is the 100,000 minimum guaranteed?

ICE Response: Yes. This is an IDIQ contract that has minimums and maximums identified for the unknown times and quantities. It is also noted that air escort preparation time, advance arrival time at the airport and any other time associated with transporting the children by are accounted for under this line item.

28.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: CLIN 0005 is titled Air Escort Hours with a minimum quantity of 100,000 hours. If these are guaranteed hours, will the contractor bill 1/12th of them monthly, regardless of use, or bill the difference between actual use and 100,000 at the end of each contract period.

ICE Response: Contractors may only bill hours they incur for each month. At the end of the contract period, any difference between the 100,000 minimum and actual hours incurred must be billed and validated by the COR as being owed. Additionally, see response to question 27 for efforts included in the Air Escort hour determinations.

29.

Section/Subsection Number:

Attachment 8 Min & Max Ordering Amounts

Question: Is any historical data, other than that provided for average transport number of passengers, that the government can provide to bidders that with regard to its own employees performance (such as labor hours) of these services?

ICE Response. Refer to the RFP for historical averages.

30.

Section/Subsection Number:

Statement of Work (SOW) Introduction

Question: Will any UAC escort be required to cross an international border/ travel to a foreign country?

ICE Response: No, UAC escort will not be required to cross an international border or travel to a foreign country. The contract covers domestic travel only.

31.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #1 & #3

Question: Who is responsible for providing UAC transportation from the destination airport to the HHS facility?

ICE Response: The contractor must coordinate with the local HHS shelter to coordinate travel upon arrival at the destination airport. Generally, the contractor will be required to transport the child to the physical address of the HHS shelter. In some locations, HHS may be able/willing to conduct a meet-and-greet at the airport.

32.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #1 & #3

Question: If the UAC is responsible for providing UAC transportation from the destination airport to the HHS facility, under which CLIN are these costs recoverable (such as taxi to the HHS facility)?

ICE Response: These costs would be associated with the ODC for minors if they are required to transport to a location. These costs must be supported by receipts when presenting to the government for reimbursement.

33.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #5

Question: We question the CLIN structure with respect to sack lunches. PBNDS requires sack lunches for ground transport if the transport occurs more than a specified length of time or if certain other circumstances exist (such as children or pregnant females are traveling); since these expenses are occurring during travel, and since various nutritional commercial food purveyors exist along routes, in airports, etc.; would it not be more feasible to provide these lunches utilizing such resources instead of putting a transport company in the food supply business?

ICE Response: The contractor must provide sack lunches.

34.

Section/Subsection Number:

Statement of Work (SOW)

Question: With the exception of snack bars and water, would it not be more efficient to claim the cost of in-transit meals (with perhaps a limit of $4 for breakfast meal, $8 for lunch meal, and $12 for a dinner meal) on a travel voucher?

ICE Response: The contractor must provide sack lunches.

35.

Section/Subsection Number:

Statement of Work (SOW)

Question: Sack lunches are subject to spoilage. Can the contractor bill for spoilage under the sack lunch CLIN?

ICE Response: No, the contractor cannot bill for spoilage under the sack lunch CLIN. The contractor may prepare foods appropriately to reduce risk of spoilage.

36.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #6

Question: What items of clothing is the contractor expected to provide to UACs?

ICE Response: Generally, children will have sufficient clothing following processing by Border Patrol and/or ICE. Due to emergency situations it may be necessary for the contractor to purchase clothing for the UAC that could include diapers, underwear, t-shirt, pants, shirts, sweat shirts. Depending on the season and weather in the origin and destination locations cold or warm weather clothing may be required.

37.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #6

Question: Since provision of clothing is vastly uncertain, can these emergent costs be billable either under a separate CLIN or under Airline costs CLIN?

ICE Response: ODC’s for minors is the appropriate CLIN.

38.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #7

Question: If an UAC being transported by air becomes ill at an intermediate stop, is the contractor to provide a hospital escort from among the air escorts assigned to the flight?

ICE Response : If a UAC being transported by air becomes ill at an intermediate stop, the contractor is required to provide a hospital escort, either from among the air escorts assigned to the flight, or from other, alternate staffing, or is relieved by ICE.

39.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #7

Question: If a UAC being transported by ground becomes ill while in route, does the contractor provide a hospital escort from the transport crew and continue the trip (with less than the mandatory number of escorts), or what?

ICE Response: If a UAC being transported by ground becomes ill while en route, the contractor is required to provide a hospital escort, either from among the escorts assigned to the transport (so long as mandatory ratios are maintained) or from other, alternate staffing, or is relieved by ICE. Required ratios should be maintained at all times.

40.

Section/Subsection Number:

Statement of Work (SOW) Para B “Need) page 6 itemized list #11

Question: If an air trip is disrupted by emergent circumstances such as weather, and the UACs and transports have to remain overnight in an intermediate location, are expenses for hotels and meals fully reimbursable under the Airline costs CLINs?

ICE Response: Yes, if an air trip is disrupted by emergent circumstances such as weather, and the UAC and transports must remain overnight in an intermediate location, reasonable expenses for hotels and meals are fully reimbursable under the Airline costs CLINs.

41.

Section/Subsection Number:

Statement of Work (SOW)

Question: If a ground trip is disrupted by emergent circumstances such as weather, and the UACs and transports have to seek shelter under what CLIN would these emergent expenses be covered?

ICE Response: Yes, if a ground trip is disrupted by emergent circumstances such as weather, and the UAC and transports must seek shelter, reasonable expenses for hotels and meals are fully reimbursable under the Ground transport costs CLINs.

42.

Section/Subsection Number:

Statement of Work (SOW)

Question: If a ground trip is disrupted by a vehicle breakdown or accident (minor with no injuries), what action is the contractor expected to take to resume the trip?

ICE Response: Escorts shall seek direction from their supervisor. Notice must also be provided to the JFRMU COR immediately should an accident occur while in transit.

43.

Section/Subsection Number:

Statement of Work (SOW)

Question: If a delay in a ground transport or air transport is experienced en route due to circumstances beyond the control of the contractor, under which CLINs would reimbursement for “unusual expenses” be paid (such as extra labor hours for staff, meals, hotel rooms, etc?

ICE Response: These expenses would be captured under the Ground Transport CLIN.

44.

Section/Subsection Number:

Statement of Work (SOW) Table on Page 8 of 125 Ave UAC per Trip

Question: Due to average UAC per trip information provided, are any buses required to be provided?

ICE Response: Buses or other vehicles which can accommodate groups of UAC may be used (i.e. vans, airporters). The contractor may provide buses, or may use existing commercial services such as Greyhound.

45.

Section/Subsection Number:

Statement of Work (SOW) Table on Page 8 of 125 Ave UAC per Trip

Question: If buses are not required, and not provided, if a contractor must utilize 3 vans to take a group of UACs to an airport to board a specified flight, would the contractor be paid for all three trips?

ICE Response: Yes the contractor will be reimbursed for all expenses related to transporting UAC to the airport.

46.

Section/Subsection Number:

Statement of Work (SOW) Table on Page 8 of 125 Ave UAC per Trip

Question: Is there a minimum number of vans to be provided?

ICE Response: No. However, the contractor must have sufficient capacity so as not to delay transport of UAC within the timeframes required by law.

47.

Section/Subsection Number:

Statement of Work (SOW) Table on Page 8 of 125 Ave UAC per Trip

Question: Are all vehicles to be “secure detention configured” per PBNDS?

ICE Response: Generally, children and families should not be transported in caged vehicles. Minors being transported to an HHS shelter should not be a security risk. Transport of children placed in a secure setting will be the responsibility of ICE.

48.

Section/Subsection Number:

Statement of Work (SOW) Tables on Page 8 of 125: Ave UAC per Trip

Question: May non detention configured sedans/SUVs be utilized for transport 1 to 6 UACs?

ICE Response: UAC may be transported via sedan, van, airporter, bus, etc.

49.

Section/Subsection Number:

Statement of Work (SOW) Tables on Page 8 of 125: Ave Staff per Trip

Question: Is the average staff per trip pertaining only to ground transport or air transport as well?

ICE Response: The average staff per trip pertains to ground transport and air transport.

50.

Section/Subsection Number:

Statement of Work (SOW) Tables on Page 8 of 125: Ave Staff per Trip

Question: If this table does not apply to air transport escort average per trip, what is the minimum number of escorts required for 1 UAC on an aircraft (presuming UAC/escort are same gender)?

ICE Response Refer to question 49.

51.

Section/Subsection Number:

Statement of Work (SOW) Paragraph V, second subpara on page 9 of 125

Question: Very few flights are non-stop; does the requirement for transporting children with special needs (such as wheel chair bound) require the contractor to provide ground transport to a major airline hub (such as Houston or Dallas) in order to get a non-stop flight?

ICE Response: The contractor is required to complete travel arrangements that are in the best interest of the child. If transport via ground to a hub airport is not overly burdensome and does not increase the overall length of time necessary for the child to be in transit, this would be acceptable but is not necessarily required.

52.

Section/Subsection Number:

Statement of Work (SOW) Paragraph V, second subpara on page 9 of 125

Question: Very few flights are non-stop; does the requirement for transporting children with special needs (such as wheel chair bound) require the contractor to provide ground transport from the destination major airline hub (such as Chicago O’Hare, Atlanta, etc) to a receiving facility?

ICE Response: Yes, the contractor must provide ground transportation to the HHS facility. Contractor should coordinate with the local HHS shelter in each circumstance.

53.

Section/Subsection Number:

Statement of Work (SOW) Paragraph V, second subpara on page 9 of 125

Question: If the answer is that the contractor provides portal to portal services, are all these costs covered under Airline Cost CLIN?

ICE Response: Air and Ground transport costs should be captured in their appropriate CLIN.

54.

Section/Subsection Number:

Statement of Work (SOW) Paragraph V

Question: Are all flights met by HHS staff at destination airports?

ICE Response: No, but this may be a possibility in some locations.

55.

Section/Subsection Number:

Statement of Work (SOW) Paragraph V

Question: Where does custody exchange occur at destination airports?

ICE Response: Generally custody exchange should take place at the HHS shelter but may occur at the airport.

56.

Section/Subsection Number:

Statement of Work (SOW) Paragraph VIII Policy, A.1

Question: Can ICE explain how the CBP SW Border Transportation Contract, the ICE SNA Transportation Contract and this contract intersect/interact?

(That is where do the other two contracts “leave off” and this contract begin?)

ICE Response: Generally, those contracts will continue to support operations as they currently do. BP and ICE will continue to resolve most local transports with these contracts. The ICE SNA contract is focused on transporting UAC long-distances—those that have been placed by HHS in locations outside a 4-6 hour drive of the Ft. Brown location.

57.

Section/ Subsection Number:

Statement of Work (SOW) Paragraph VIII, B.3 and C.1a and 1b B . Additional Age-Dependent Policies

3. Any alien child below the age of 5 requires an additional escort, as he or she cannot be cared for by the Transport Specialist (TS) assigned to the mission according to the detainee-to-guard ratio assigned to the aircraft.

1. Escort-to-UAC Ratios

0. The Contractor shall maintain the following Escort-to-UAC ratios:

0. UAC from ages 10 – 17:

0. Two officers for the first 6 UAC and/or family members;

0. An additional escort shall be required for increment of six (6) groups of UAC exceeding six (6) (i.e. 25 UAC equals six (6) escorts).

0. A female escort must accompany groups of UAC containing female UAC.

0. In the event of an emergency, any opposite gender escorts require an additional level of supervisory review and reporting during transport.

0. UAC under age 10:

0. A minimum of two staff for up to 8 UAC

0. A minimum of three staff for more than 8 UAC, up to 15 UAC.

Question: To clarify the above staffing requirements for a given group of UACs, if a group of 9 UACs was being transported including both males and females, and the ages of the UACs were one 12 year old male, one 11 year old female, five 7 to 10 year old males, and one four year old female and one four year old male, the transport team would require 1 male and 1 female (for first 6 UAC), plus 1 additional escort for group exceeding 6 people, plus 1 male or female escort for the 4 yr old male and 1 female escort for the 4 yr old female or a total of 5 escorts; is this correct (assuming they are all in same vehicle/flight)?

ICE Response: Yes.

58.

Section/

Statement of Work (SOW) Paragraph VIII, B.3 and C.1a and 1b

Question: When transporting UACs to the same airport for different flights, is there a maximum time frame between outbound flights that must be observed to reduce the number of ground transports to the airport? (That is, could the same group of UACs be transported to an Airport at the same time for flights occurring within 2-3 hours of each other?)

ICE Response: Yes.

59.

Section/

Statement of Work (SOW) Para XI, Scope, subpara A Service Plan:

1. The Contractor shall develop and implement a service plan and perform services in accordance with the requirements of this SOW at ERO locations within the San Antonio and Houston Areas Of Responsibilities (AORs) The current ERO locations, AORs and Regions are shown in Attachment 11.

Question: Attachment 11 lists many cities in the SNA/Houston AORs that are not listed on Attachment 8; are attachment 8 locations the only locations requiring ground transport from point or origin to the airports listed in attachment 8?

ICE Response: Yes

60.

Section/

Statement of Work (SOW) Para XI, Scope, subpara A Service Plan:

1. The Contractor shall develop and implement a service plan and perform services in accordance with the requirements of this SOW at ERO locations within the San Antonio and Houston Areas Of Responsibilities (AORs) The current ERO locations, AORs and Regions are shown in Attachment 11.

Question: If the answer to question above is “no”, then can ICE modify attachment 8 so that it reflects all of the locations between which ground transport to airports is provided?

ICE Response: N/A. The answer to the previous question is yes.

61.

Section/

Statement of Work (SOW) Para XI, B.3.b Temporary Staging

Question: Is the UAC Transport contractor expected to provide temporary staging facilities?

ICE Response: Yes, the UAC Transport contractor is expected to provide temporary staging facilities.

62.

Section/

Statement of Work (SOW)

Question: If required to be provided, under what CLIN are these facilities billed?

ICE Response: CLIN 0009 ODC’s for Minors and On Demand (several CLINs may be necessary—work with the COR to determine billing and appropriate reimbursement).

63.

Section/

Statement of Work (SOW)

Question: Can this tasking be added to Attachment 8?

ICE Response: CLIN 0009 ODC’s for Minors and On Demand (several CLINs may be necessary—work with the COR to determine billing and appropriate reimbursement.).

64.

Section/

Statement of Work (SOW) Para XI, B.3.b.iii Temporary Staging/criminal UACs

Question: Will the contractor be transporting criminal UACs?

ICE Response. No.

65.

Section/

Statement of Work (SOW) Para XI, B.3.c.i Temporary Staging/Hotels

Question: Is the contractor to provide stationary escorts at hotels utilized by the government to house UACs?

ICE Response: Yes, if necessary.

66.

Section/

Statement of Work (SOW)

Question: If required to provide stationary escorts at hotels, under which CLIN would this be reimbursed?

ICE Response: CLIN 0009 ODC’s for Minors and On Demand (several CLINs may be necessary—work with the COR to determine billing and appropriate reimbursement).

67.

Section/

Statement of Work (SOW)

Question: If applicable, can this tasking be added to Attachment 8?

ICE Response: Yes.

68.

Section/

Statement of Work (SOW) Para XI, B.4, Searches

Question: Where/when are these searches required to be conducted?

ICE Response: A search of physical items should be conducted at time of custody transfer from BP/ICE. This does not include a pat down search but may include screening for metal.

69.

Section/

Statement of Work (SOW)

Question: Does the carry on and stowed baggage search suffice for “searches” of luggage when boarding flights, or is the contractor to pre-search prior to departure from ICE/ERO facility or contractor staging area (if applicable)?

ICE Response: No, a search should be conducted at time of custody transfer from BP/ICE. This does not include a pat down search but may include screening for metal.

70.

Section/

Statement of Work (SOW)

TSs shall inspect parcels, bags, bundles, boxes, and other property. UAC and families’ property shall be kept outside the hold area, out of reach of the UAC

Question: One in the terminal waiting for a flight, are carry-on items allowed to be in the immediate possession of the UAC?

ICE Response: Generally, yes assuming all items have been cleared at custody transfer.

71.

Section/

Statement of Work (SOW)

TSs shall inspect parcels, bags, bundles, boxes, and other property. UAC and families’ property shall be kept outside the hold area, out of reach of the UAC

Question: If not, who is expected to carry “carry on” luggage from check in location through security to the airline gate?

ICE Response: Escorts may have the alien carry their own items.

72.

Section/

Statement of Work (SOW) Para XI, B.4, Searches/Legal Contraband

Question: In an airport situation, is the escort required to carry all forms of UAC identification such as passports?

ICE Response: Yes.

73.

Section/

Statement of Work (SOW) Para XI, C Translation Service

Question: Can ICE provide the most common languages that are required for this contract?

ICE Response: Spanish, English, Mandarin. Contractor must provide sufficient access to translation.

74.

Section/

Statement of Work (SOW) Para XI, E.2 General Guidelines

Question: If additional Hubs are added/required during the course of the contract, will the contractor be allowed to adjust its pricing to include these overhead costs?

ICE Response: Yes, only if directed by the government.

75.

Section/

Statement of Work (SOW) Para XI, E.2 Hubs

Question: Based on the General Guidelines and the SOW, it appears that the contractor’s hub will have to include space for vehicles, holding room(s), administrative space; property storage space is this correct?

ICE Response: Yes.

76.

Section/

Statement of Work (SOW) Para XI, E.2 Hubs

Question: Attachment 8 lists trips from McAllen to Harlingen; if the contractor’s Hub is in Harlingen (which is required) would reimbursable mileage for “on demand” (CLIN 0004) trips begin at Harlingen and end at Harlingen?

ICE Response: Reimbursement will be provided for the location where the UAC is first picked up and end at the HUB on the return trip.

77.

Section/

Statement of Work (SOW) Para XI, E.4.c Communications Gear

Question: Is an encrypted radio to be provided on each transport vehicle?

ICE Response: No. The FRS Transportation Standard states in paragraph M, Vehicle Communication that “every vehicle shall be equipped with a functioning two-way radio. Every crew shall carry at least one portable, so the staff can maintain contact if one or more has to leave the vehicle. The vehicle’s communications systems shall include a cellular phone that can counteract certain problems associated with radio transmittals, such as dead zones, different frequencies, etc.”

78.

Section/

Statement of Work (SOW) Para XI, E.4.c Communications Gear

Question: If encryption is required, who will provide encrypting service for contractor radios or does the contractor provide a specific number of radios (and how many would be provide) to local ICE staff in Harlingen?

ICE Response: Not applicable. Reference question #77.

79.

Section/

Statement of Work (SOW) Para XI, E.4.e.iii Driver’s License

Question: USDOT/Texas DOT does not require drivers who drive vans with less than 15 passengers to have a CDL; if vans are driven with a rated capacity of less than 15 passengers, are drivers required to have a CDL for this contract?

ICE Response: The contractor should follow the state licensing requirements of the state where travel is being conducted.

80.

Section/

Statement of Work (SOW) Para XI, E.4.i “Time limits for transporting females by bus”

Question: Is there a time limit for transporting females by vans?

ICE Response: Contractor should follow the time limits identified for bus transport, ground transportation limits are imposed to ensure UAC have access to sufficient breaks and restrooms.

81.

Section/

Statement of Work (SOW) Para XI, E.4.n.vii Staff shall travel directly to and from the destination, making no detours or extra stops.

Question: If a gas station is along the direct route in returning to the Hub, can the driver stop for gas?

ICE Response: Yes so long as sufficient supervision is provided for all occupants.

82.

Section/

Statement of Work (SOW) Para XI, E.4.n.vii Staff shall travel directly to and from the destination, making no detours or extra stops

Question: If a long duration transport is required, are stops for restroom breaks and or to pick up snacks/meals for UACs (such as at a drive thru restaurant) authorized?

ICE Response: Yes, stops for restroom breaks are authorized; meals must be provided via sack lunches provided by the contractor.

83.

Section/

Statement of Work (SOW) Para XI, E.5.f.iii Obtaining special equipment for the boarding and deplaning of special needs passengers.

Question: If costs accrue to the contractor for special needs UAC, would these costs be billed to CLIN 0009 ODCs for Minors?

ICE Response. Yes.

84.

Section/

Statement of Work (SOW) Para XI, F Meals and Snacks

Question: Do meals procured from commercial vendors such as fast food or other restaurants and/or airport dining establishments (provided they have adequate nutritional value) suffice for the meals and snacks required by this contract?

ICE Response: The contractor will provide sack lunches.

85.

Section/

Statement of Work (SOW) Para XI, F Meals and Snacks

Question: In what instances would a meal procured from a commercial provider not be satisfactory?

ICE Response: The contractor will provide sack lunches; with the exception of emergency situations.

86.

Section/

Statement of Work (SOW)

Question: Can ICE change the “sack lunch” CLIN to a reimbursable CLIN with an established ceiling price like it has done with Airline costs and ODCs for minors?

ICE Response: No.

87.

Section/

Statement of Work (SOW)

Question: If a contractor bids $7.00 for each “sack lunch” provided but at times provides commercially procured meals at restaurants, is the contractor paid $7.00 regardless of the price of the meal which could be less than $7.00?

ICE Response: No, contractor should bill for the cost of the actual meal and will be reimbursed for the actual cost. In emergency situations and to purchase non-caffeinated beverages, these meals would be billed at cost under ODC.

88.

Section/

Statement of Work (SOW)

Question: Is the purpose of the sack lunch CLIN for food provided during ground transport only?

ICE Response: No.

89.

Section/

Statement of Work (SOW)

Question: Would meals provided in the terminal prior to flights be charged to the Airline Costs CLIN?

ICE Response: No, to ODCs for Minors.

90.

Section/

Statement of Work (SOW) Para XI, F.5.a Meals and Snacks In transit, the food shall be store and serve food at required temperatures, maintain personal hygiene, and meet all sanitation requirements.

Question: From Attachment 8 list of trips (other than on demand) it appears the longest “trip” duration might be McAllen to Houston (5.5 hours per Mapquest). If the contractor procures meals along the way does this satisfy this requirement?

ICE Response: The contractor must provide a sack lunch.

91.

Section/

Statement of Work (SOW) Para XI, E, Travel Coordination

Question: May the contractor elect “mixed mode” transport? For example for the McAllen to Houston trip, is it within the contractor’s purview to drive UACs from McAllen to Harlingen and then utilize air travel for Harlingen to Houston leg, and then further commercial ground transport in Houston to the Juvenile Holding Facility, or must this be a ground transport all the way?

ICE Response: Yes, mixed mode transport will be authorized when it is advantageous to the government.

92.

Section/

Statement of Work (SOW) Para XI, F, UAC Clothing

Question: Can ICE provide some historical data on the issuance of clothing?

ICE Response: UAC must have clothing that is appropriate for the weather in the destination city. Some UAC may not have sufficient cold weather clothing. The contractor may be required to provide sweat shirts or other cold weather clothing.

93.

Section/

Statement of Work (SOW) Para XI, G, UAC Clothing & Other Items

Question: Are all items listed in this paragraph billable to ODCs for Minors CLIN?

ICE Response: Yes.

94.

Section/

Statement of Work (SOW) Para XI, G, UAC Clothing & Other Items

Question: If items listed in this paragraph are not chargeable to OCs for Minors, under which CLIN are these costs chargeable?

ICE Response: Bill to ODC for Minors.

95.

Section/

Statement of Work (SOW) Para XI, H4

Question: Are UAC’s permitted to spend their personal cash (that they may carry per paragraph XI, H4) to make purchases in airline terminals for souvenirs or other items?

ICE Response: No.

96.

Section/

Statement of Work (SOW) Para XI, H4

Question: If purchases are allowed, does a property receipt need to be prepared to document the expenditure by the UAC?

ICE Response: Minors are not allowed to make purchases.

97.

Section/

Statement of Work (SOW) Para XI, H

Question: If a UAC is required to take medication during transport, is the escort allowed to dispense the medication (such as an inhaler, pills). (In other words, what does the TS do when IHSC staff are not available?)

ICE Response: Keep On erson (KOP) medication can be administered. All other medications must be administered by medical staff.

98.

Section/

Statement of Work (SOW) Para XI, H and K2(a) and K2(k)

Question: If a “tender age” UAC is not accompanied by an adult family member and is a diabetic taking injected insulin periodically, what would the TS be expected to do if the injection was required during transit or during a delayed airline departure? (In other words, what does the TS do when IHSC staff are not available?)

ICE Response: Yes. The FRS Transportation Standard states:

2. Items Residents May Keep in Their Possession Ordinarily, residents in transport may keep the following in their possession: jewelry, cash, eyeglasses, prescription medicines, and receipts for property and money (G-589, 1-77); however, if the transporting staff determine that any of these items would compromise staff or resident safety, it shall be removed from the resident's possession and placed in an appropriate storage area.

In some instances, the vehicle crew shall safeguard and dispense prescription medicines, noting the resident's name, A-number, and date and time(s) dispensed, and by whom. These notes shall be attached to the resident's medical record or A-fife. In any instance where a vehicle crew may be required to dispense medication; documentation showing those staff are properly trained must be on file.

99.

Section/

Statement of Work (SOW) Para XI, I Office Sites

Question: May the contractor provide a combined Hub/Office Site?

ICE Response: Yes.

100.

Section/

Statement of Work (SOW) Para XI, I Office Sites

Question: This section of the SOW appears to have been transcribed from the ISAP III solicitation; can ICE please remove the information that is not pertinent to this solicitation from this solicitation?

ICE Response: This has been revised.

101.

Section/

Statement of Work (SOW) Para XI, I Office Sites, sub para f Each Contractor site must have at least one (1) Contractor available to resolve alerts, violations, and assist in enrollments at all times according to contractual limitations and agreed-upon distances.

Question: How does this subparagraph relate to this contract?

ICE Response: It does not and it will be removed from the SOW.

102.

Section/

Statement of Work (SOW) Para XI, I Office Sites, sub para i C-Site staffing ratios for shall be based on the active UAC and family populations utilizing a 30-day moving average based on written data provided by the COR when requested by the Contractor.

Question: What does this paragraph mean in relation to this contract?

ICE Response: Contractor staffing plans should be based on historical averages over a 30 day period.

103.

Section/

Statement of Work (SOW)

C-Site staffing ratios for shall be based on the active UAC and family populations utilizing a 30-day moving average based on written data provided by the COR when requested by the Contractor.

Question: Isn’t staffing for this contract based on the minimum number of trips and minimum air escort hours estimated on Attachment 8 rather than in this paragraph?

ICE Response. Yes, however, the contractor may provide a staging location and would need to provide sufficient staffing to accommodate the population staged.

104.

Section/

Statement of Work (SOW)

C-Site staffing ratios for shall be based on the active UAC and family populations utilizing a 30-day moving average based on written data provided by the COR when requested by the Contractor.

Question: Can ICE provide the data above for the past 12 to 24 months?

ICE Response: Refer to average apprehensions and transfers data contained in the SOW.

105.

Section/

Statement of Work (SOW) Para XI, Subpara L When accessing information and applications behind the DHS and ICE firewalls, the Contractor shall ensure that its operations under the ERO contract comply with all applicable DHS and ICE OCIO requirements.

Question: What information and applications will the contractor have access to?

ICE Response: Enforce Alien Booking Module (EABM). It is a system that has all pertinent information related to the UAC.

106.

Section/

Statement of Work (SOW) Introduction Section

Question: The Charts on page 5 of 125 of the SOW show the top cities of origin and cities of destination; can ICE confirm that services required for this contract could include air escort services from ONLY cities in the SNA/HOU AOR’s to ANY city in the U.S.?

ICE Response: Correct. Escorts will originate in the SNA AOR and destinations will include any U.S. city.

107.

Section/

Statement of Work (SOW) Introduction Section

Question: If an air escort service requirement originates from the Houston ERO office for a flight from Houston to New York City, and the contractor’s required Hub is in Harlingen, under what CLIN would the cost of mileage from Harlingen to Houston (for escort(s)) be charged if the contractor does not propose to position on call staff in Houston?

ICE Response: Ground transport.

108.

Section/

Statement of Work (SOW) Section 1 para F

Question: The charts on page 7 of 125 of the SOW illustrate the number of “contractor led” UAC transports and number of UACs transported. Is there a current contract for these services?

ICE Response: No.

109.

Section/

Statement of Work (SOW) Section 1 para F

Number of Contractor-Led Ground Transports with UAC

Total

Number of UAC Transported

Total

Question: The charts on page 7 of 125 of the SOW illustrate the number of “contractor led” UAC transports and number of UACs transported. Attachment 8 estimates regular transports (CLINS 0001/0002 A/B/C/D) to be between 400 (min) and 3,744 (max). Are minimums “guaranteed”?

ICE Response: Yes.

110.

Section/

Statement of Work (SOW) Section 1, Para F

Question: Is ICE going to continue to conduct UAC transports/escorts during the term of this contract or will these duties be exclusive to the contractor?

ICE Response: ICE will conduct some limited UAC transports to include for UAC requiring secure placement. ICE will continue to conduct escorts for UAC apprehended in areas outside SNA. Depending on pace of UAC apprehensions ICE may continue to conduct some UAC escorts which originate in SNA.

111.

Section/

Statement of Work (SOW) Section 1, Para F

Question: If ICE is not planning to continue doing UAC transport/escort duties due to this contract, then the number of transports conducted by ICE and escort hours performed is essential in determining the potential workload for this contract. Can the ICE conducted transport/escort data be provided in a format similar to the charts on page 7 of 125?

ICE Response: This information is not available at this time.

112.

Section/

Statement of Work (SOW) (in general)

Question: Is the contractor expected to staff this contract with a daily “core” staffing of 1 or 2 transport teams at its Hub per shift with the remainder of staff “on call” for services as needed?

ICE Response. The contractor can propose any staffing model feasibility to meet the need.

113.

Section/

Statement of Work (SOW) (in general)

Question: Can ICE estimate the number of vans required for this contract or provide the number of vans it regularly uses for this purpose?

ICE Response: This is a new requirement and this data is not available.

114.

Section/

Statement of Work (SOW) (Page 7 of 25 charts)

Question: Can ICE provide data on the number of special needs UACs transported in the past two fiscal years?

ICE Response: An average of .5% of all apprehensions can be used.

115.

Section/

Statement of Work (SOW) (in general)

Question: Can ICE estimate the number of wheel-chair capable vans that are needed for this contract?

ICE Response: Refer to question 114.

116.

Section/

Statement of Work (SOW) Regulations

Question: Since the Contractor will be Owner/Operator of the vehicles as well as the manager of the transportation operation, will the Government 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: Yes.

117.

Section/

Statement of Work (SOW) Regulations

Question: Since the Contractor will be Owner/Operator of the vehicles as well as the manager of the transportation operation, will the Government also require the Contractor to be in possession of a valid TXDMV number at the time of award and throughout the life of the contract?

ICE Response: Yes.

118.

Section/

Statement of Work (SOW)

Question: The CBP SW Border Alien…