RFPQuestions_and_AnswersPartI.pdf

Questions and Answers Part I

HSCEDM-15-R-00004

Question 1

Section/Subsection Number: M.2 Award Selection

Question:

Will there definitely be a Best and Final Offer requirement?

Answer 1

The Government reserves the right to award on initial offers.

Question 2

Section/Subsection Number:

Section B, Option B (CLIN 0001)

CLIN 0001 uses a day multiple of 1,461 days to calculate the total quantity. However, this CLIN is based on a period of 5/1/17 – 2/28/21 (3 years and 10 months – or 1,400 days). Should the

QTY column for the base period then be 1,050,000 (750 beds x 1,400 days)?

Answer 2

Yes, this was corrected with Amendment 5, dated August 28, 2015.

Question 3

Section B, Option B (CLIN 0002)

CLIN 0002 uses a day multiple of 1,461 days to calculate the total quantity. However, this CLIN is based on a period of 5/1/17 – 2/28/21 (3 years and 10 months – or 1,400 days). Should the

QTY column for the “Above Guarantee Minimum” then be 350,000 (250 beds x 1,400 days)?

Answer 3

Yes, this was corrected with Amendment 5, dated August 28, 2015.

Question 4

Section B, Option B (CLIN 0004, 0005, 0006)

CLINs 0004, 0005, and 0006 uses an annual multiple of 4 years. Should the Transportation

(0004), Detainee Volunteer Wages (0005) and On Call Post/Guard Service (0006) have an annual multiple that excludes the transition period? Therefore, the multiple would be 3 years and

10 months, not 4 years? Therefore the quantities of each CLIN would be:

0004 QTY: 310,000 (100,000 x 3.1 years)

0005 QTY: 124,000 ($1 per day x 40,000 detainees x 3.1 years)

0006 QTY: 31,000 (10,000 hours x 3.1 years)

Answer 4

Yes. This is reflected in the updated Section B.

Question 5

Section B; Section

Question: Do you agree that the Transition Period includes the time to recruit and train staff, complete background checks by ICE, install all necessary FFE, finalize standard operating procedures, etc.; all to be completed within the 60-day Transition Period?

Answer 5

Yes, all of these activities are to be completed within the 60-day Transition Period.

Question 6

Section B; Section

Question: Contract term for both Option A and Option B identifies a 60-day transition period with full performance beginning May 1, 2017. Can ICE please confirm that detainee intake will begin May 1, 2017?

Answer 6

All dates are subject to change due to procurement delays. Detainee intake will begin at the end of the transition period.

Question 7

Section/Subsection Number: Section C (PWS) II B.1 - Pg.14

Question: The ICE RFP requiring housing for 1,000 general population beds, medical area, ICE offices, court rooms and other support areas will necessitate a substantial physical plant renovated or newly constructed requiring up to 16 months to complete. Will ICE assure that 16 months of time is available following contract award for such renovation/new construction?

Answer 7

Yes, a realistic construction schedule and contract commencement date will be firmed up at time of the contract award.

Question 11

Section/Subsection Number: Section C (PWS) II B.1 – Pg. 15

Question: Does the use of non-institutional clothing apply to all classification levels?

Answer 11

Yes, to the extent consistent with any safety or security concerns for detainees of High classification levels. Detainees could be provided with khakis or other non-institutional pants along with color-coded shirts designating the classification level.

Question 12

Section C (PWS) II.B.1 Detention Services – Pg. 15

Section C (PWS) II.B.4.5

Question:

This section states “Upon discovery that a detainee may be a juvenile, the Contractor shall immediately notify the COR or ICE designee and follow the instructions of the COR or ICE designee.”

Section II.B.4.5 states that “There shall be a juvenile holding area that will be sight and sound separated within the ICE processing area…”

Is it the intention of ICE to place the juvenile within the holding area after the “discovery that a detainee may be a juvenile” or is this holding unit intended for another purpose?

Answer 12

Yes, ICE will hold the juvenile in the juvenile holding area until transportation and temporary juvenile housing can be acquired.

Question 13

Section/Subsection Number: Section C (PWS) II B.2 Armed Transportation Services – Pg.

Question: How many transportation teams does the government envision being available each 8-hour shift? What are the passenger loads are expected for each run under groups A,B,C, and D?

The average, minimum and maximum number of transports will dictate the number and type of vehicle needed. How often, per day or week, are detainees been released are expected to be transported to a bus station, taxi stand etc.? What numbers are expected?

Answer 13

Current demands require approximately 20 transportation teams total to cover a 24 hour period. Passenger loads, Groups A-C average 10 or less daily, Group D is approximately

50 daily. Medical appointments are approximately 80 per month.

Question 14

Section/Subsection Number: Section C (PWS) II.B4 ICE Administrative Space – Pg. 21

Question: What is the estimated breakdown of male and female staff that would be expected to use the lockers? Do the lockers need to be full size or could they be half size or a mix of them?

What are the numbers of each type?

Answer 14

Equal space for either gender shall be provided due to the fact the ICE staffing levels vary.

The ICE-CDF Design Guide shows a photograph of the type and size of locker ICE intends for the contractor to procure – page 4.176

Question 16

Section C (PWS), II.B.4 Provide ICE Administrative Space –

Pg. 22-23

Question: The PWS refers “approximately 23 employees” for EOIR; however, 26 positions are listed on page 23. Should the Contractor estimate space for more than 26 employees?

Answer 16

Space shall be provided for 26 employees.

Question 20

Section C (PWS), II.L Facility Staffing and Personnel – Pg 30

Question: This section states, “Failure to fill any individual position within 60 days of the vacancy may result in an equitable adjustment by the CO from the monthly invoice.”

Will ICE take into consideration mitigating circumstances for delays in approving a position that are not within the vendor’s control?

Answer 20

The ICE CO will be reasonable in their considerations, but regardless, the contractor will need to show valiant efforts for getting the vacancy filled.

Question 21

Section C (PWS), II.L.3 Key Personnel, Item F, Pg. 32

Question: The PWS identifies as key personnel the position Corporate Security Officer. May this position be a collateral duty?

Answer 21

Yes.

Question 22

Section C (PWS) II.O - Pg. 33

Question: Subsection O is entitled, “Housing, Health, and Medical Care, Transportation, and

Stationary Guards”. However, there is no information detailed in the section contents for

Stationary Guards. Can the department please confirm that contractor’s response to this service should be included at the end of section O?

Answer 22

The PWS has been updated to include language regarding the Stationary Guard services.

Question 23

Section/Subsection Number: Section C (PWS) II.O.2 Health and Medical Care – Pg. 34

Question: How many guard/escort staff will IHSC require to support their operations?

Answer 23

2 per shift for 3 shifts.

Question 25

PWS SECTION III.M. Manage a Detainee Work Program

Question: The PWS states, in SECTION III.M, “Detainee laborers shall be paid in accordance with ICE 2011 PBNDS and this cost shall not be reimbursed by ICE.” The CLIN table in

SECTION B3 CLIN STUCTURE, however, includes CLIN 0005 Detainee Volunteer Wages, which is included in Total Base Period price. Will detainee wages, therefore, be reimbursed by

ICE?

Answer 25

ICE will only reimburse for $1 per day but Offerors are encouraged to offer more than $1 per day.

Question 26

Section/Subsection Number: Section C (PWS) III.M Work Program – Pg. 39

Question: What duties are detainees authorized to perform while performing voluntary kitchen work?

Answer 26

Duties shall be in accordance with the voluntary work programs guidelines. Detainees cannot be supervisors or perform management rolls.

Question 27

Section C (PWS) VIII.A Detainee Clothing, Linens, and

Bedding – Pg. 47

Question: Does the requirement for issuing (3) new sets of undergarments after 90 days mean the contractor cannot re-use undergarments that are in good condition, have been sanitized and used for less than 90 days?

Answer 27

Correct. Reuse is not permitted.

Question 28

Section C (PWS), X Background and Clearance Procedures, Item C, Pg. 65

Question: The PWS states “Lawful Permanent Residents will be permitted in the performance of this contract.” Section H, Special Contraction Requirements, Item H.2.3, Background

Investigations, states “The use of Non-U.S. citizens, including Lawful Permanent Residents

(LPRs), is not permitted in the performance of this contract for any position that involves access to DHS /ICE IT systems and the information contained therein, to include, the development and / or maintenance of DHS/ICE IT systems; or access to information contained in and / or derived from any DHS/ICE IT system.” Is the use of LPR’s permitted and only restricted from positions with access to IT systems?

Answer 28

Every contract employee and its subcontract applicants must gain a security clearance though ICE PSU before being accepted to perform work under the contract. LPRs that get security clearances can be employed provided they do not access DHS/IT systems.

Question 29

Section J: Attachment C. Past Performance Summary Sheet

Question: Since contracts often vary in length, and many IGSAs do not have a total contract value, will the government allow Offerors to provide the Annual Contract Value in place of Total

Contract Value?

Answer 29

Yes. This must be clearly stated in the submission.

Question 30

Section J: Attachment D. Subcontracting Plan Outline

Question: A copy of the subcontracting plan was provided with the solicitation documents;

however, a location within the proposal submission was not identified in Section L. Can the government confirm that Offerors should provide the subcontracting plan in Volume III.

Price/Cost Proposal?

Answer 30

Question 32

Section L.6.5 Pricing/Cost Proposal

Question: Can ICE confirm that pricing under Option A should be submitted on the SF1447 form and Option B pricing submitted on the supplied form on pages B-1 through B-7?

Answer 32

Question 34

II. Performance Work Statement B. TASKS B.1 Detention

Services – “The facility shall have 100% auxiliary power and be constructed to withstand a category five Hurricane.”

Question: No required or referred to standards or building codes listed within the RFP have a wind load/speed design for a category five Hurricane. Is it the intention to have the successful contractor to provide an “essential facility” which would be in compliance with The International

Code Council (ICC) 500, which is for storm shelters, in which the facility would be designed to a

160 mph wind speed (ICC 500, 2008, page 12, Figure 304.2(2) Shelter Design wind speeds for

Hurricanes-Western Gulf of Mexico) instead of the 2009 IBC building code wind speed of 100 mph required for the greater Houston area?

Answer 34

The building should meet the ICC 500 standard.

Question 35

Section/Subsection Number: Section C (PWS) II B.1 - Pg.13;

Section C (PWS) II B.4 - Pg.23;

Addendum A – IHSC Design Standards

Question:

The Performance Work Statement requires the contractor to provide “all equipment…necessary for performance of all aspects of the contract.” The PWS also states “All furniture and case goods shall be furnished by the Contractor in accordance with ICE and EOIR Design Standards.”

Addendum A provides a design layout for a teleradiology room and other specifications for medical equipment. Are contractors required to provide the medical equipment for the IHSC?

Answer 35

Medical equipment will be provided by the Government. The contractor is required to provide all office equipment.

Question 36

L.4 Proposal Submission Instructions

Question: Would the Department consider a two (2) week extension of the current submission deadline?

Answer 36

The current deadline has already been extended to December 4, 2015, per Amendment 7 dated October 15, 2015.

Question 37

Performance Work Statement, II., Section O.

Question: How many negative air pressure rooms are needed or required in the medical area?

Answer 37

6 negative pressure rooms are required.

Question 38

Question: Do we need to have a juvenile medical bed?

Answer 38

No.

Question 39

Performance Work Statement, VIII., Section E.

Question: If it is cheaper to use our present phone provider will we still be required to use

TALON?

Answer 39

Talton is currently the required service provider for detainee phone systems. The Offeror will be required to use the current detainee phone service provider contracted by ICE.

Question 40

Question: Will ICE provide prescription drugs?

Answer 40

ICE will provide all medication via IHSC Doctor’s orders if required.

Question 41

Question: Will ICE provide OTC drugs?

Answer 41

ICE will provide all medication via IHSC Doctor’s orders if required.

Question 42

Performance Work Statement, IV., Sections A. and C.

Question: What is the expected number of level 3’s, 2’s, 1.5’s and 1’s?

Answer 42

Low Risk (Level 1) detainees are expected to make up well over half the detainee population with High (Level 3) Medium High (Level 2) and Medium Low (Level 1.5) combined making up less than half of the expected populations. Populations do fluctuate.

Question 47

Section C, Performance Work Statement, Detention Services, Houston Contract Detention Facility, Page 13, B. TASKS, B.1

Detention Services

Question: There are numerous ownership/financing structures that can have a dramatic effect on the cost of delivering services to ICE. In the interest of assuring the most competitive and cost effective responses to your Solicitation HSCEDM-15-R-00004 we respectfully request that under:

Section C, Performance Work Statement, Detention Services, Houston Contract Detention

Facility, Page 13, B. TASKS, B.1 Detention Services

This Performance Work Statement (PWS) sets forth the contract performance requirements for the management and operation of a Contractor-owned/Contractor-operated detention facility for federal detainees.

be changed from “Contractor-owned/Contractor-operated detention facility” to “Contractor-owned/Contractor-leased, Contractor-operated detention facility”.

Answer 47

ICE would consider this to be a sub-contracted solution. A formal sub-contracting plan would have to be included with the Offerors proposal.

Question 48

Section L/L.6 Proposal Preparation Instructions

Question: Section L.6 (Proposal Preparation Instructions) indicates responses should follow the

PWS to the extent practicable. The instructions provided under Factor 1 Demonstrated

Technical/Management Capability do not appear to require that each section of the PWS be specifically addressed, just that the offeror articulate its understanding of the PWS and articulate how it specifically plans to help the ERO achieve the PWS through its design solution. Please confirm that it is not necessary to address each section of the PWS specifically.

Answer 48

The Offeror will be expected to articulate its understanding of the PWS. The offeror will articulate how it will help ERO achieve the PWS through its design solution.

Question 49

Performance Work Statement/IV – Z. Maintain a Surveillance

Program

Question:

Section Z, page 46 of the PWS requires surveillance videos to be kept for the duration of the project period. Please clarify what is meant by the duration of the project period. Typically systems are designed to retain 90 days of recorded video.

Answer 49

The Government requires six month retention of recorded video.

Question 50

Section L/L.6 Proposal Preparation Instructions

Question: The first paragraph of 4. Past Performance requires contractors and subcontractors to provide contract information separate from the Past Performance Questionnaires for any and all recent and relevant contracts for the same or similar services which were held within the past five years. The second paragraph of this section says contractors are encouraged to submit past performance information for any major subcontractors being proposed for this effort for at least one recent and relevant contract. Please clarify if contractors should submit information on any and all recent and relevant subcontractor contracts or at least one such contract.

Answer 50

The government would like to review no more than three relevant subcontracts.

Question 52

PWS/B.5 Parking Spaces at the Contract Detention Facility

PWS, Section B.5, page 26, provides that the Contractor shall allow and provide space for an emergency fuel tank. Will the emergency fuel tank be provided at ICE's sole expense and subject to all applicable laws, rules, regulations, ordinances and codes? Will ICE agree to indemnify and reimburse the contractor for any damages, costs, claims or liability arising from or related to the Fuel Tank or Storage Container to the extent allowed by law?

Additionally, will the contractor have access to the Fuel Tank and Storage Container in the event of an emergency?

Answer 52

It is the intention of ICE to contract separately for emergency fuel service during the annual hurricane season. The Government requires the Offeror to make space available for a Government supplied fuel tank in support of emergency operations. Due to the temporary nature of the of the mobile fuel service, no permitting/codes/ordinances are required. No, ICE will not indemnify or reimburse the contractor for this temporary fuel storage container. No, the contractor will not have access to the fuel storage container in an emergency, as the product is intended to be used for government vehicles.

Question 53

PWS/C. General

PWS, Section C, page 27, requires the Contractor to notify the CO in writing of all litigation pertaining to this contract and provide pleadings filed or said litigation within five working days of the filing. In most instances, the Contractor is not served with litigation within five days of the litigation being filed. Accordingly, would ICE agree to revise this sentence to require the Contractor to notify the CO within five days of being served such litigation?

Answer 53

Yes. This has been changed in the amended Section C.

Question 55

PWS/L. Facility Staffing Plan and Key Personnel

PWS, Section L, page 31, provides that a failure to fill any individual position within 60 days of the vacancy may result in an equitable adjustment by the CO for the monthly invoice.

Does this mean that a deduction based on the salary and benefits of the vacant position will apply? If not, please clarify what equitable adjustment means in this context.

Answer 55

The equitable adjustment is at the sole discretion of the Contracting Officer, but it would be based on the “vacant services” not being provided.

Question 56

PWS/L. Facility Staffing Plan and Key Personnel

PWS, Section L, page 31, provides a deduction of up to 20% of the monthly invoice if staffing levels fall below 95% or if a Key Personnel position is vacant for over five working days and the contractor does not provide an acting position to backfill. Below are two questions:

Attachment A – Performance Requirements Summary in the area of Workforce

Integrity provides a deduction of up to 10% of the monthly invoice for staffing pattern compliance. This appears to conflict with the 20% deduction noted above.

Please clarify.

Attachment A – Performance Requirements Summary in the area of Workforce

Integrity notes staffing pattern compliance within 10% of required (Contract) 4-

ALDF-2A-14. This appears to conflict with the 95% staffing threshold requirement noted above. Please clarify.

Answer 56

Attachment A has been updated to 20%.

Attachment A has been amended to reflect the 95%.

Question 57

PWS/M. Manage a Detainee Work Program

PWS, Section M, page 39, provides that detainee laborers shall be paid in accordance with

ICE 2011 PBNDS and this cost shall not be reimbursed by ICE. However, page 3 of 11 of the

Standard Form 1447 has a CLIN for Detainee Volunteer Wages ($1.00 per day). Will the

Contractor be reimbursed for detainee wages?

Answer 57

Yes, up to $1.00 per shift per 24 hour period, however contractors are encouraged to pay more.

Question 59

PWS/VII. Food Service

PWS, Section VII. Food Service, page 47, describes instances where ICE may require the

Contractor to provide sack meals for detainees. The current agreement, includes a requirement for sack lunches for unaccompanied minors at the airport along with certain requirements for providing these lunches and a corresponding CLIN. Does ICE anticipate the Contractor will be continuing this service? If yes, will there be a separate CLIN?

Answer 59

No.