ICE_Response_to_RFP_Questions_-_HSCEDM-15-R-00011.pdf

ICE Responses to RFP Questions HSCEDM-15-R-00011

ICE Solicitation HSCEDM-15-R-00011 [MIA]

ICE Response to RFP Questions

Notes:

Questions have been addressed and arranged in the order for which they were received. Only questions received by the time specified in the solicitation at Section L.7

“Questions or Clarifications” shall be addressed. ICE Responses to Offeror questions appear in red font.

1.

Solicitation Section/Subsection Number: L.7 (General Administrative Question)

Question: This requirement has been released as five separate solicitations that are virtually identical except for the geographic areas covered. Is it permissible for bidders to submit questions that will apply to all five of the solicitations? Or should the same questions be submitted in five separate documents?

ICE Response (For ICE use only)

There are five (5) separate solicitations for Family Case Management Services, each for various regions. All solicitations shall be handled as five (5) separate, stand-alone procurements. Accordingly, Offeror proposal submissions (including all required attachments and related documentation) shall also be handled as five (5) separate, stand-alone procurements. There shall be no provisions for any documentation to be blended with multiple solicitations. All documentation submitted in response to these solicitations must use the applicable templates provided in the solicitation which indicate the solicitation number for which it applies. The Government shall make no assumptions that Offeror proposal documentation submitted in response to these solicitations applies to more than one solicitation.

2.

Solicitation Section/Subsection Number:

L.4.2 (General Administrative Question)

Question: This requirement has been released as five separate solicitations that are virtually identical except for the geographic areas covered. For the Past Performance Questionnaires, we wish to minimize the inconvenience to our customers completing the questionnaire. We would prefer not to impose on them by asking to generate five identical copies of the same form. If a company is bidding on more than one of the RFPs, is it acceptable to ask our reference to submit a single questionnaire that would be applicable to each of the proposals?

ICE Response

(For ICE use only)

Please refer to the ICE Response to Question #1.

3.

Solicitation Section/Subsection Number: Section C/C.2

Question: Will COMPREHENSIVE FAMILY CASE MANAGEMENT PROGRAM participants be placed on a special Department of Justice's Executive Office for Immigration Review (EOIR) immigration court docket, or will they be placed on the local (service area) non-detained docket for the duration of the removal process?

ICE is not in a position to comment on the dockets of other agencies.

4.

Solicitation Section/Subsection Number: Section C/C.4

Question: How is the geographic service area defined; does it correspond to ICE ERO Areas of Responsibility (AOR), municipal boundaries, or can the offeror define the proposed service area?

ICE Response (For ICE use only)

The geographic service area is defined as the center city and the contiguous suburban cities and counties surrounding the city of Miami.

5.

Solicitation Section/Subsection Number: Attachment 3 - Transition CLIN

Question: There may be considerable costs for a contractor to lease, furnish, and set up offices during the transition period. Would ICE consider establishing a one-time transition CLIN to cover these upfront costs that will be incurred?

A Transition CLIN shall be incorporated in a forthcoming amendment.

Solicitation Section/Subsection Number: Attachment 3 - CLIN 0001 Definition

6.

Question: CLIN 0001 (as well as the comparable CLIN for each Option Year) asks for a fixed monthly price for 0-40 Heads of Households. Please confirm that this monthly amount is guaranteed. In other words, that the monthly amount is billable each month under all enrollment scenarios.

Yes, but only to the extent that funding is made available.

7.

Attachment 3 – Period of Performance

Question: The base year period of performance is shown as 06/01/2015 – 5/31/2016. However, given the proposal due date and the fact that the contractor will have 90 days to begin service, it is not possible to begin productive service by 6/1/2015. At the time of award, will the base year be adjusted to reflect a full twelve months of performance? Or will the base year be shortened and continue to end on 5/31/16?

This will be addressed in a forthcoming amendment.

8.

Attachment 3 – Monthly Billing Process for Each CLIN

Question: Each CLIN calls for a single monthly price based on a range of enrollment levels. For example, bidders will provide a monthly price for CLIN 0002 which covers 41-80 Heads of Household. In reality, however, the enrollment numbers in the program may change daily with new additions and deletions. It is unclear how the monthly price for CLIN 0002 will be billed. For example:

• During the month, the average HoH enrollment number is 48 (CLIN 0002), the lowest daily total is 36 (CLIN 0001), and the highest daily total is 90 (CLIN 0003).

• During the month, the average daily HoH enrollment number is 35 (CLIN 0001), the lowest daily total is 30 (CLIN 0001), and the highest daily total is

55 (CLIN 0002).

• During the month, the average daily HoH enrollment number is 84 (CLIN 003), the lowest daily total is 60 (CLIN 0001), and the highest daily total is

110 (CLIN 0003).

Could ICE please clarify how the monthly enrollment figure will be calculated for billing purposes?

The monthly enrollment figure will be calculated by determining the average daily HOH enrollment for the month.

9.

Solicitation Section/Subsection Number: Attachment 3 – Structure CLIN

Question: The time and effort needed to initially enroll a family into the program and develop a tailored Family Service Plan will be extensive. Once the initial set up and referrals are complete, ongoing case management for each family unit will require significantly less time per week.

In recognition of this reality, other recent ICE solicitations (such as ISAP III) utilized separate CLINs for the enrollment process and ongoing case management services. For the contractor, an enrollment CLIN protects against the risk of being unable to recapture the cost of the time-consuming orientation process if ICE removes the participant soon after enrollment. For ICE, it ensures that the government pays only for the services it is using, since contractors will not need to build an estimated cost for these time-consuming enrollments into their case management CLIN pricing.

Given this, would ICE consider revising the CLIN structure to create separate CLINs for enrollment and case management?

No.

10.

Solicitation Section/Subsection Number: C.2 Scope or Mission

Question: This section states that the scale of the effort should accommodate a minimum of 40 Heads of Household. However, given the inclusion of CLIN 0001, for 0-40 HoH, it appears that the program could include fewer than 40 Heads of Household. Would ICE please clarify how the minimum HoH it anticipates the program serving?

This question is not clear. However, ICE will respond by stating that the Contractor shall provide all services in accordance with the SOO and any resulting contract, even if the enrolled population is fewer than 40 Heads of Household (HoH).

11.

Solicitation Section/Subsection Number: C.4 Place of Performance

Question: The RFP states that the place of performance will be the Miami metropolitan region. Can you please clarify what is meant by the term “metropolitan region”? Specifically, how large a geography may be covered by the program? Will the contractor be expected to operate more than one office within the region?

ICE Response (For ICE use only)

Please see the ICE Response to Question 4. The contractor will be required to fulfill program obligations for the entire metropolitan area and will have discretion on whether to operate more than one office in that metropolitan area.

12.

Solicitation Section/Subsection Number: C.6 Performance Objectives

Question: This section of the SOO is clear that contract funds may not be used to pay for legal representation, health services, school related expenses, or housing expenses. However, the two references to transportation in this section appear to indicate that the contractor would be expected to pay for transportation services in some cases. Specifically, bullet #1 says that the contractor shall assist individuals in “securing appropriate and cost-effective transportation to their destination”. Bullet #7 states that the contractor should “arrange for transportation in emergency situations where public transportation options are inadequate.”

Could ICE please clarify whether the contractor expected to pay for transportation in certain instances? If so, please describe the circumstances.

ICE Response

Transportation responsibilities will be clarified in a forthcoming amendment.

13.

Solicitation Section/Subsection Number: C.6 Performance Objectives

Question: This section of the SOO is clear that contract funds may not be used to pay for legal representation, health services, school related expenses, or housing expenses. However, the two references to transportation in this section appear to indicate that the contractor would be expected to pay for transportation services in some cases. Specifically, bullet #1 says that the contractor shall assist individuals in “securing appropriate and cost-effective transportation to their destination”. Bullet #7 states that the contractor should “arrange for transportation in emergency situations where public transportation options are inadequate.”

From this language we assume the contractor is expected to arrange and pay for certain participant transportation expenses. However, there is no CLIN for the contractor to bill for reimbursement of these expenses.

Would ICE consider adding a CLIN to allow for reimbursement of these types of direct costs incurred by the contractor in support of the transportation needs for program participants?

Please see the ICE response to Question 12.

14.

Solicitation Section/Subsection Number: C.9 Operating Constraints

Question: This section states that “the size of the program will range from a minimum of 40 Heads of Household…” Is it the government’s intent that the Contractor only operate if there are a minimum of 40 HoH enrolled in the service area? We assume that this is not the government’s intention, given the inclusion of a CLIN for 0-40 HoH.

Could ICE please clarify?

Please see the ICE Response to Question 10.

15.

Solicitation Section/Subsection Number: G.3 Invoice Requirements

Question: The section on documentation requirements for Fixed Unit Price Items (page 26), has a long list of items including such terms as Bed day rate, Stationary Guard services, etc. This appears to be inadvertently taken from a detention center RFP. Can you please review and revise as needed?

ICE Response

Section G.3 will be revised in a forthcoming amendment.

16.

Section I, 52.216-19 – Order Limitations

Question: This section states that the Government is not obligated to purchase and the Contractor is not obligated to furnish services in an amount less than 300 Heads of Household.

This appears to be a typo, since 300 HoH is the maximum number of family units to be serviced on this contract.

Keeping in mind that the Contractor has fixed program costs for office space and Key Personnel regardless of the number of family units enrolled, could ICE please clarify what the minimum purchase obligation is on this contract?

Section I (clause 52.216-19[a] Minimum order) will be corrected to state “40 Heads of Household”.

17.

Section I, 52.222-41 – Service Contract Act of 1965

Question: The RFP states that the Service Contract Act applies for this contract.

However, the Case Manager position as described appears to be a professional position. Can ICE please clarify which positions are subject to the SCA and which labor categories should be utilized?

ICE Response (For ICE use only)

It is the Offerors’ responsibility to propose labor categories for their proposed staffing plans in accordance with the Service Contract Act and all other applicable Federal, state and local labor laws and regulations.

18.

Solicitation Section/Subsection Number: C.6.1 Performance Objectives

Question: When does the Contractor’s work with families begin? Section C.6.1 of the SOO seems to indicate that the Contractor conducts an initial interview with the family participants while they are still in ICE custody, and then helps arrange transportation for the family to the service region. Is this correct?

ICE Response (For ICE use only)

Yes. ICE will conduct initial screening and refer cases to the contractor for their initial interview (in advance of enrollment) for cases of families in detention and for families already residing in the destination metropolitan area.

19.

Question: When in the immigration process are families anticipated to be enrolled in this program?

ICE Response (For ICE use only)

This will vary; however, enrollment will typically occur upon release from ICE custody.

20.

Question: Is enrollment in this program voluntary for families at ICE’s referral, voluntary for families based on self-referral, or compulsory based on ICE’s referral?

ICE Response

This will be clarified in Section C.6.1 in a forthcoming amendment.

21.

Question: How will the Contractor be notified of a new family’s enrollment in the program?

ICE Response (For ICE use only)

ICE will deliver to the contractor upon enrollment a copy of the release document (order of recognizance, order of supervision, etc.) and a completed and signed enrollment form that contains:

HoH Biographical information

Status of immigration proceedings (e.g., pre-order, post-order, or BIA case)

Supervision levels and ICE check-in requirements

Enrollment date Brief narrative containing relevant Information (e.g., summaries of criminal history, special vulnerabilities, risk to public safety, risk of flight, behavioral issues, next court date, employment eligibility, travel document status, special notifications such as medical needs or any other relevant case information).

22.

Question: Where are the families originating – the local service area, the U.S.

border regions, or an alternative location?

ICE Response (For ICE use only)

Families will originate from ICE Family Residential Centers and from ICE non-detained dockets containing families already residing in one of the places of performance.

23.

Question: Is the Contractor expected to conduct the initial interview in person? If the family is not yet in the local service area, may this interview be conducted remotely (via phone or video conference)?

ICE Response (For ICE use only)

Telephonic and/or video-teleconference options will be made available. This will be clarified in the forthcoming amendment.

24.

Question: The SOO includes a requirement for “family participant identification cards to be used solely for Contractor identification, e.g. for check-in appointments and other general tracking purposes.”

May the Contractor propose an alternative means of identifying and tracking family participants other than an identification card?

ICE Response

No. Standardized ID cards must be used.

25.

Question: Will families be enrolled in the program on a scheduled or rolling basis?

E.g., might new families be referred at the start of each week or each month, or will they be referred for enrollment at any time during the work week?

There is no defined schedule for enrollments.

26.

Question: Are there any ICE- or government-required timeframes associated with completing the intake process, or may the Contractor propose a timeframe for completing this process?

ICE Response (For ICE use only)

The contractor may propose feasible timeframes to conduct pre-enrollment interviews with potential enrollees.

27.

C.1 Purpose and C.6.1 Performance Objectives

Question: Section C.1 states that the program will “provide appropriate monitoring services” and “serve as a central means to monitor participants.”

Section C.6.1 states that the Contractor must “conduct regular and on-going monitoring of family participants through in-person (e.g. home or office visits) and telephonic reporting.”

Is it ICE’s intention for the Contractor to establish a telephonic monitoring and reporting system, as used on other ATD contracts such as ISAP III?

The contractor is required to conduct in-person home and office visits. The contractor may supplement in-person visits with telephonic check-ins. References to other contracts are not relevant to this effort.

28.

C.1 Purpose and C.6.1 Performance Objectives

Question: Section C.1 states that the program will “provide appropriate monitoring services” and “serve as a central means to monitor participants.”

Section C.6.1 states that the Contractor must “conduct regular and on-going monitoring of family participants through in-person (e.g. home or office visits) and telephonic reporting.”

Is it ICE’s intention for the Contractor to implement a formal, scheduled program of home and office visits for monitoring purposes, as is required on the ISAP III contract?

See the ICE Response to Question 27. References to other contracts are not relevant to this effort.

29.

C.1 Purpose and C.6.1 Performance Objectives

Question: Section C.1 states that the program will “provide appropriate monitoring services” and “serve as a central means to monitor participants.”

Section C.6.1 states that the Contractor must “conduct regular and on-going monitoring of family participants through in-person (e.g. home or office visits) and telephonic reporting.”

Are home visits and telephonic monitoring required, or may the Contractor propose an alternative system to provide appropriate monitoring?

Contractor in-person check-ins with families is required. Telephonic check-ins are secondary and supplemental to in-person visits. The contractor may propose alternative monitoring methods to further augment in-person and telephonic check-ins.

30.

Question: The SOO states that the Contractor must “[assist] individuals with transportation logistics, including with regard to identifying and securing appropriate and cost-effective transportation to their destination.”

Is this transportation intended to be from the originating ICE custody location to the local service area? If so, are these transportation costs paid by the participant, by ICE, or by the Contractor with reimbursement?

Transportation responsibilities shall be clarified in a forthcoming amendment.

31.

Solicitation Section/Subsection Number: C.6.9 Performance Objectives

Question: Section C.6.9 states that “the bi-weekly report will include recommendations for participant terminations based on noncompliance.”

Does noncompliance in this context solely mean noncompliance with immigration obligations? Or does ICE anticipate that participants may be recommended for termination from the program for noncompliance with Contractor requirements?

ICE may recommend termination from the program for noncompliance with immigration obligations, contractor in-person and telephonic check-ins, and contractor-arranged services (e.g., counseling sessions, medical appointments, etc.). This will be clarified in a forthcoming amendment.

32.

Solicitation Section/Subsection Number: C.6.9 Performance Objectives

Question: Section C.6.9 states that “the bi-weekly report will include recommendations for participant terminations based on noncompliance.”

Who makes the final decision to terminate a participant from the program based on noncompliance? What is the consequence for the participant, if any, for termination from the program?

ICE makes all final decisions to terminate enrollment. Potential consequences for termination include placement on another form of supervision (e.g., electronic monitoring) or a custody redetermination and a return to DHS custody.

33.

Solicitation Section/Subsection Number: C.6.11 Performance Objectives

Question: Section C.6.11 requires the Contractor to report on program performance metrics, including “the success rate, failure rate, absconder rate, and removal rate.”

What responsibility, if any, does the Contractor have following a removal order? If participants believe that the Contractor is involved in enforcing removal orders, it may negatively impact the ability of the Contractor to build trust with the participants and ensure delivery of appropriate services.

The contractor has the same obligations post issuance of a removal order as it had prior to its issuance. The contractor’s program responsibilities end when notified by ICE enrollment of a family has been terminated. ICE has the sole responsibility for enforcing removal orders.

34.

Question: Section C.6.11 requires the Contractor to report on program performance metrics, including “the success rate, failure rate, absconder rate, and removal rate.”

What responsibilities, if any, does the Contractor have to track or locate absconders? Or, is the Contractor’s responsibility limited to alerting ICE of a suspected absconder?

The contractor is not responsible to track absconders or to physically locate them.

The contractor’s principal obligation is to notify ICE immediately upon becoming aware of a “loss of accountability of a participant’s whereabouts…” (See Section C.6.10). However, the RFP will be amended to state that the contractor may be requested by ICE to attempt to contact the potential absconder and to tell him or her return to the program.

35.

Question: Section C.6.11 requires the Contractor to report on program performance metrics, including “the success rate, failure rate, absconder rate, and removal rate.”

Because the terms “success and failure rates” are very broadly defined, and could therefore be open to widely differing interpretations based on the perspective of the party reviewing the program, may we suggest instead using the term “compliance rate”? This term has the benefit of being clearly focused on measurable program outcomes, and is less open to mis-interpretation.

This will be addressed in a forthcoming amendment.

36.

C.6.12 and C.6.13 Performance Objectives

Question: Section C.6.11 describes the required regional staffing while Section C.6.12 describes the required local staffing.

Given the distinction ICE has drawn between regional and local staffing, should the Contractor assume that ICE anticipates multiple Contractor offices in each region or service area?

ICE does not dictate the number of offices a contractor should establish; only that the contractor in the metropolitan area effectively oversees program implementation and management across the region via regional staffing and that local programs coordinated for participants are administered via local staffing.

37.

Solicitation Section/Subsection Number: C.7 Key Personnel

Question: Section C.7 includes Family Case Managers as a Key Personnel position requiring a resume for each proposed candidate.

Typically on federal contracts, positions designated as Key Personnel must be submitted to the government for approval when replaced during contract performance. Designating Family Case Managers as Key Personnel seems to make a strikingly high percentage of the total workforce Key Personnel – as many as 15 full-time equivalent Family Case Manager positions per service area.

Does ICE in fact intend that all Family Case Managers be designated Key Personnel on this contract and undergo pre-approval from the government whenever one is replaced?

Yes, Family Case Managers are designated as key personnel.

38.

Solicitation Section/Subsection Number: C.6.12, C.6.13, C.7, C.8

Question: C.6.12, C.6.13, and C.7 provide detailed requirements for the positions that must be staffed on this program.

However, C.8 says “The anticipated staffing requirements for this effort are expected to be one (1) Case Worker for every 20 Heads of Household (i.e., 20:1).

This is a suggested staffing model only and Offerors are encouraged to provide innovative staffing solutions while using this staffing model as a guide.”

It is unclear in this context whether ICE is referring to the ratio of 20:1 as the entirety of the “suggested staffing model,” or whether this language also refers to the staffing model laid out in C.6.12, C.6.13, and C.7

Given that the rest of the SOO primarily focuses on the larger objectives of the program and allows the Contractor to propose an appropriate operational plan, we assume that ICE would prefer the Contractor to propose an innovative staffing solution.

The Contractor’s proposed staffing plan would need to meet the objectives stated in C.6.12 and C.6.13 of 1) providing effective program oversight, implementation, and management across the service area or region, and 2) meeting program participants’ needs in accordance with the Statement of Objectives.

This would increase the Contractors’ ability to propose innovative, cost-effective solutions for meeting the program objectives, as staffing solutions are a key driver of program structure and cost.

Could ICE please clarify whether the Contractor may propose an innovative staffing plan or whether the Contractor’s staffing plan must follow the model laid out in Sections C.6.12, C.6.13, and C.7?

Innovative staffing plans are acceptable; however, Key Personnel listed at Section C.7 shall at all times be considered essential. Offerors may propose a lesser ratio of Family Case Managers than the stated ratio of 20:1 where tiered enrollment may be limited to the lesser quantity CLINs, provided that all provisions of the SOO are met, while demonstrating the ability to ramp up as enrollment and staffing needs increase. Regional staffing numbers may also change depending on enrollment levels. At a minimum, Offerors must propose all Key Personnel identified at Section C.7 including a sufficient number of Family Case Managers to assign to each Head of Household (HoH) and the necessary programmatic support staff, including Case Coordinators. The specific needs of family units may impact the staff support needed for successful performance; Section C.6.13 will be revised in a forthcoming amendment to state: “The ratio of Family Case Managers to family units is recommended to be approximately 20:1.”

39.

Solicitation Section/Subsection Number: C.6.13 Performance Objectives

Question: Are there any location requirements for the Contractor’s office(s)? For instance, distance from the local ERO office, distance from the city center, etc.? Or is the Contractor free to propose appropriate office location parameters?

ICE Response

ICE has not dictated office locations.

40.

Question: This section states: “The designated ERO Field Office for the service area will dedicate select staff (to include supervisors) to coordinate efforts with the contractor to ensure ERO reporting data for family units are established and communicated to all parties. These officers will also provide contact information to their contractor counterparts to facilitate timely information sharing for regularly scheduled reporting as well as incidents requiring timely correspondence.”

Can ICE clarify what “ERO reporting data” means in this context? Does it mean the family unit’s requirements to report to ICE? The Contractor’s reporting of program data to ERO? Or something else?

The question posed uses language other than what is in the RFP, stating “ERO reporting data,” while the solicitation actually states “ERO reporting dates.”

41.

Question: This section states: “The designated ERO Field Office for the service area will dedicate select staff (to include supervisors) to coordinate efforts with the contractor to ensure ERO reporting data for family units are established and communicated to all parties. These officers will also provide contact information to their contractor counterparts to facilitate timely information sharing for regularly scheduled reporting as well as incidents requiring timely correspondence.”

Can ICE clarify what information they anticipate the designated ERO Field Office sharing with the Contractor?

Designated ERO field office personnel, including dedicated supervisors, will provide to the contractor phone and email contact information for effective and efficient communication regarding this program.

42.

Question: This section states: “The designated ERO Field Office for the service area will dedicate select staff (to include supervisors) to coordinate efforts with the contractor to ensure ERO reporting data for family units are established and communicated to all parties. These officers will also provide contact information to their contractor counterparts to facilitate timely information sharing for regularly scheduled reporting as well as incidents requiring timely correspondence.”

Can ICE clarify what is meant in this context by “regularly scheduled reporting”?

Does this refer to the Contractor’s reports to ICE or to the family units’ reporting to required immigration process appointments and hearings?

If this refers to the Contractor’s reporting to ICE, can ICE clarify what reporting is required between the Contractor and the designated ERO Field Office?

Guidance for reporting requirements is outlined in Section C.6.9. “[R]egularly scheduled reporting” refers to reports submitted to ICE on family compliance regarding “all ERO reporting dates, immigration court hearings, and removals, which will include detailed explanations of, and actions taken in response to, any unmet immigration obligations by participants.”

43.

Question: This section states: “The designated ERO Field Office for the service area will dedicate select staff (to include supervisors) to coordinate efforts with the contractor to ensure ERO reporting data for family units are established and communicated to all parties. These officers will also provide contact information to their contractor counterparts to facilitate timely information sharing for regularly scheduled reporting as well as incidents requiring timely correspondence.”

Can ICE provide additional detail on what incidents would require the “timely correspondence” referenced in this section? Does this refer only to incidents of a “loss of accountability of a participant’s whereabouts, participant arrest on criminal charges, or participant hospitalization” (SOO Section C.6.10) and to “family unit violence, medical emergency of a family unit, or if a family unit leaves the program without consent” (QASP, 8.c)?

Or, are there additional incidents that require “timely correspondence” with the designated ICE Field Office?

ICE Response (For ICE use only)

This refers only to incidents of a “loss of accountability of a participant’s whereabouts, participant arrest on criminal charges, or participant hospitalization” (see SOO Section C.6.10) and to “family unit violence, medical emergency of a family unit, or if a family unit leaves the program without consent” (see QASP, 8[c])

44.

Question: This section states: “The designated ERO Field Office for the service area will dedicate select staff (to include supervisors) to coordinate efforts with the contractor to ensure ERO reporting data for family units are established and communicated to all parties. These officers will also provide contact information to their contractor counterparts to facilitate timely information sharing for regularly scheduled reporting as well as incidents requiring timely correspondence.”

Can the Contractor assume from this that all information on participants’ required reporting and court hearings will come from the communication with the designated ERO Field Office, or is the Contractor responsible for discovering this information independently?

Reporting requirements may not be limited to ICE. Immigration obligations may be imposed by other Government agencies and the Contractor shall be responsible for identifying these obligations through interviews with participants in combination with communication with the designated ERO Field Office.

45.

Question: SOO Section C.9 states, “The required ramp-up time from the contract award to full enrollment shall be 90 days.”

Does ICE intend for this 90 day period to be a true “ramp-up,” i.e., a phased-in transition in which the Contractor gradually begins taking responsibility for family units over the course of this time period? Or in this instance is the term “ramp-up” used to mean a transition period in which performance of family service responsibilities begins 90 days after award?

The solicitation shall be amended in a forthcoming amendment to include a 90 day Transition period. Full performance shall begin after the 90 day Transition period.

46.

Solicitation Section/Subsection Number: L.6.4 Technical Proposal Content

Question: Section L.6.4 states that the Contractor’s overall management plan should contain several operations plans, including: “1. Transition Plan: The Transition Plan shall include details on the Offeror’s plans to “ramp-up” for initial contract performance and include details on increasing capabilities to accommodate higher numbers of Program Participants (i.e., above 450).”

Elsewhere in the solicitation the maximum number of participants is consistently stated as 300 Heads of Household. Based on the language in L.6.4, should the Contractor anticipate and plan for an expansion beyond the 300 HOH maximum to 450 participants? If so, would this expansion to a maximum of 450 participants be likely to take place during the transition period, as implied in L.6.4?

Section L.6.4, Page 88 will be corrected to state “above 300” in a forthcoming amendment.

Solicitation Section/Subsection Number: L.4.1, L.4.4 Proposal Instructions

47.

Question:

L.4.1: “Proposals shall be separated into three (3) Volumes…and submitted in softcopy format via email.”

L.4.4: “Volumes I, II and III are required in all three formats (hardcopy, CD softcopy and email softcopy) before the proposal deadline.”

From the excerpt of L.4.1 and the reading of the full proposal instructions text, it appears that all required proposal materials should be submitted solely via email.

However, L.4.4 references “all three formats (hardcopy, CD softcopy, and email softcopy).” Can ICE confirm all proposals are to be submitted solely via email softcopy?

Section L.4.4 (Page 82) shall be corrected to state “in email format” in a forthcoming amendment.

48.

Solicitation Section/Subsection Number: L.6.4

Question: The instructions for the Emergency Readiness and Continuity of Operations Plan (ER/COOP) state that “the ER/COOP shall include the Offeror’s plan to provide continuity of operations 24/7/365.”

The use of the term 24/7/365 strongly implies that the family case management services program is an around-the-clock operation. The type of work outlined in the SOO, however, seems that it could occur on a typical business week schedule.

Can ICE clarify whether it anticipates around-the-clock office operations for this program, or whether the Contractor is free to propose the hours of operation for the program?

ICE Response (For ICE use only)

ICE expects the contractor to be responsive during normal business day operations and to alert the agency during emergency situations, which may occur on non-business days or off hours (See Sections C.6.7 and C.6.10). Notification of emergencies that require immediate response, even during non-business days or off hours, may come from ICE or an enrolled family member.

49.

Solicitation Section/Subsection Number: QASP.4

Question: The QASP includes a list of documentation that the Contractor should generate and make available to the COR for review. One of the items on the list is:

“Documentation and record keeping to ensure ongoing operational compliance with the standards (e.g.; Family Service Plans, group session logbooks, participants files, reports, etc.)”

The inclusion of group session logbooks appears inappropriate for this program, since Family Case Managers will not (to the best of our understanding) be providing group therapy sessions as part of the services on this contract. Can ICE confirm that group sessions are not a part of the services on this contract, and if it does confirm this, remove this example of documentation from the QASP?

Group sessions may be proposed by Offerors for various functions, including events such as orientation programs consistent with the goals of the program.

50.

Solicitation Section/Subsection Number: QASP.4

Question: The QASP includes a list of documentation that the Contractor should generate and make available to the COR for review. One of the items on the list is:

“Medical records”.

Our understanding is that while the Contractor will refer the family participants to appropriate local medical services providers, no direct medical care will be provided, and no medical records should be obtained or stored by the Contractor.

Can ICE confirm that the Contractor is not expected to provide medical services or store participant medical records, and if it does confirm this, remove medical records from the list of documentation included in the QASP?

The contractor is not expected to provide direct medical care (see Section C.6.3).

ICE does not expect the contractor to provide medical records that would accompany the rendering of direct medical care; however, ICE still expects to receive general information on: (1) medical services sought and rendered to program participants; (2) “significant developments in the participants’ lives that may impact their immigration case or ability to comply with case-related appearance and reporting obligations” (see Section C.6.9); and (3) serious or emergent incidents of hospitalization (see Section C.6.10).

51.

Solicitation Section/Subsection Number: QASP.7

Question: Section 7 of the QASP cites an example deficiency in the functional areas of “Home Visits” and “Administration and Management.” However, Appendix A – Performance Requirements Summary (PRS), does not contain functional areas for either Home Visits or Administration & Management.

Can ICE confirm that these functional areas are in fact not part of the PRS? Or, if they are intended to be part of PRS, can ICE revise and re-release the PRS to include these areas?

Section 7 of the QASP cites examples only. The intent of these examples is to demonstrate that “In no event will the withholding or deduction exceed 100% of the invoice amount” when deficiencies relate to more than one functional area.

52.

Solicitation Section/Subsection Number: QASP.9

Question: Section 9 of the QASP is titled “Program Participant or Member of the Public Complaints” and states that “the program participant and the public are the ultimate recipients of the services identified in this agreement. Any complaint made known to the COR will be logged and forwarded to the Service Provider for remedy.”

Given the intensity of public opinions on immigration, we worry that this could invite complaints based largely on objections to government policy rather than contractor performance.

Can ICE please clarify how the public is a recipient of the services provided in this contract and what grounds ICE anticipates the public having for making complaints regarding service on this contract?

The COR will relay only performance related complaints to the Contractor.

Complaints pertaining to U.S. immigration policy or related political and/or strategic issues will not be submitted to the Contractor. This will be addressed in a

53.

Solicitation Section/Subsection Number: QASP – Appendix A

Question: The final functional area in Appendix A – Performance Requirements Summary is titled “Participant Discrimination,” and the withholding criteria refers to “violations of the ALDF Standards associated with Detainee Evidence of discriminatory practices.”

Can ICE confirm that the Adult Local Detention Facilities (ALDF) standards are appropriate and applicable on this contract? If they are not applicable, can ICE revise Appendix A to remove this functional area?

Reference to Adult Local Detention Facilities (ALDF) standards shall be removed from the solicitation in a forthcoming amendment.

54.

Solicitation Section/Subsection Number: C.2

Question: Page 12 of the solicitation states: The contractor shall develop and implement an individualized Family Service Plan (FSP) and perform services in accordance with the requirements of this SOO at contractor locations based upon a family unit’s case and circumstances.

Will contractors need to establish an office location or will the Government provide space?

ICE Response

No government space shall be provided.

55.

Solicitation Section/Subsection Number: C.2

Question: If contractors are required to establish an office location, what are the guidelines/specifications for the location?

Contractors shall establish offices in accordance with any and all applicable state and local laws and regulations.

56.

Solicitation Section/Subsection Number: C.4

Question: Page 12 the solicitation states: The place of performance will be the Miami metropolitan region.

What is the specific service coverage area for this requirement?

Please see the ICE Response to Questions 4 and 11.

57.

Solicitation Section/Subsection Number: C.4

Question: Will Case Managers and Case Coordinators be required to travel?

ICE Response (For ICE use only)

Case managers and case coordinators will be required to travel within the metropolitan area in which they have cases.

58.

Solicitation Section/Subsection Number: C.7

Question: Is this a new requirement or are there incumbents in place?

ICE Response

This is a new requirement and there is no incumbent Contractor.

59.

Solicitation Section/Subsection Number: L4

Question: Are there any pilot programs to model the Performance Work Statement after, to reference when creating our Performance Work Statement and Quality Control Program?

ICE Response

No pilot program exists to enroll families.

60.

Solicitation Section/Subsection Number: C.1

Question: What are the qualifications for aliens to be enrolled in this program?

The general qualifications, as described in Section C.1 Purpose, will focus on non-dangerous and low-flight-risk family units.

61.

Solicitation Section/Subsection Number: C.5

Question: Will any of the aliens enrolled in this program be required to wear an electronic monitoring device?

ICE Response

No.

62.

Solicitation Section/Subsection Number: C.6.12 – C.7

Question: On page 16 the solicitation states: “The contractor shall designate both a Program Director and Deputy Program Director to administer the program.”

However, The solicitation only includes the Regional Program Director as a Key Personnel (C.7). Please clarify that two separate FTEs are required.

ICE Response (For ICE use only)

Only one FTE is required. Section C.6.12 (page 16) shall be revised to include only a Program Director (removing the Deputy Program Director) in a forthcoming amendment.

63.

Question: In the even that both a Regional Director and Deputy Regional Director are required, Does the Regional Director and Deputy Regional Director need to be located in Miami?

ICE Response

See the ICE Response to Question 62.

64.

Question: On page 16 the solicitation states: “The contractor shall designate both a Field Director and Program Manager for the service area of region.”

However, The solicitation states Field Director/Program Manager Key Personnel (C.7). Please clarify that if one or two separate FTEs are required.

ICE Response (For ICE use only)

Only one FTE is required. Section C.6.12 (page 16) shall be revised in a forthcoming amendment to state that only a Field Director is required.

65.

Question: In the event that both a Field Director and Program Manager are required, does the Field Director and Program Manager need to be located in Miami?

ICE Response

See the ICE Response to Question 64.

66.

Solicitation Section/Subsection Number: L4.4

Question: On page 82 of the solicitation, it states that “Volumes I, II and III are required in all three formats (Hardcopy, CD softcopy, and email softcopy) before the proposal deadline.” The only stated submission method with contact information is an email address, are we only required to submit via email?

ICE Response (For ICE use only)

Section L.4.4 (Page 82) shall be corrected to state “in email format” in a

67.

Solicitation Section/Subsection Number: L4.4

Question: In the event that other methods of delivery are required, can you provide complete contact information to include address, attention to, and phone number?

ICE Response

Please see the ICE response to Question 66.

68.

Solicitation Section/Subsection Number: L4.2

Question: On page 81, the solicitation states we are required to submit Key personnel resumes and commitment letters, is a letter of intent acceptable to satisfy this requirement?

ICE Response

Commitment letters are required from each Key Personnel.

69.

Solicitation Section/Subsection Number: L4.2

Question: If a Letter of Intent is acceptable for this requirement, is there a template that you can provide, or can you provide the required information you would like to have in the letter?

ICE Response (For ICE use only)

ICE does not have a standardized format for a Key Personnel commitment letter.

Examples of US Government contract Key Personnel commitment letters can be found publicly online.