Puerto_Rico_Questions_&_Answers_(3-10-2017).pdf

HSCEDM-17-R-00005 Questions and Answers

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1. Question: PBNDS 2000 is referred to throughout the RFP. Is this correct, or should it be updated to PBNDS 2011 as modified in 2016?

Answer: The correct standard is NDS 2000.

2. C.4.3.1 Question: Will the government provide the required log books mentioned in this paragraph?

Answer: Per Section C.7, “the contractor shall provide a logbook for officers to complete and document activities.”

3. C.4.3.2 Question: Is there space available for contractor transport vehicle parking at the airport?

Answer: The current contract does not call for parking. The contractor will need to acquire this on their own.

4. C.4.3.2 Question: If space is available, is there a charge to the contractor for use of parking spaces?

Answer: N/A

5. C.4.2.5 Question: Can ICE provide a list of approved meal vendors with contact information if available?

Answer: No such list exists.

6. C.4.3.3 Question: Can ICE provide a list of approved temporary lodging facilities with contact Answer: No such list exists.

7. C.4.3.3 Question: Does the contractor pay for temporary lodging at local hotels used by detainees?

Answer: The contractor is responsible for all costs associated with lodging.

8. C.4.3.3 Question: If the contractor pays for lodging, is CLIN xx10 used for reimbursement?

Answer: A FFP contract will be established, so the contractor can invoice the Government the established rate for CLIN 10.

9. C.5 Training Question: The first paragraph in this section states training will be in accordance with ACA standards; does training not included PBNDS?

Answer: ACA is correct. NDS does not have a standard on Staff Training. PBNDS does not cover under 72 hour facilities.

10. C5.1 Question: Question this additional training?: The RFP states the final 40 hours of “new hire” training will be provided during the first 90 days of service; can the contractor administer all 160 hours pre-EOD in order to not interrupt scheduling Answer: Yes

11. C5.1 Question: The RFP lists 68 hours of initial training in the chart that shows topical content;

the language above the chart indicates initial training is 60 hours. Even if firearms training is subtracted (4 hours), that still leaves 64 hours “initial” training listed in the chart. Is 64 hours initial training correct?

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12. C5.1 Question: The RFP lists 68 hours of initial training in the chart that shows topical content;

the language above the chart indicates initial training is 60 hours. Even if firearms training is subtracted (4 hours), that still leaves 64 hours “initial” training listed in the chart.

If 60 hours is correct, which topics listed in the chart are NOT part of initial training?

13. C.8 Question: Mentions that firearms shall be inspected by a certified firearms inspector? Can ICE provide a definition of what a “certified firearms inspector” is, as we could not find this as an occupational license in Puerto Rico?

Answer: Certified armorer or certified gunsmith.

14. C.8 Question: Mentions that firearms shall be inspected by a certified firearms inspector?

Would inspection by a Federal Firearms Dealer Licensee meet this requirement?

Answer: They would need to be a certified armorer or certified gunsmith. Many licensed dealers are also certified.

15. C.9 Can body armor be “outer warn” rather than concealed due to the heat in PR?

Answer: No

16. C.10 Question: The list of guard equipment appears to be minimal; is the following also required: Search gloves, CPR kit.

Answer: It states “Fully operational protection equipment that meets universal protection requirements. This includes, but is not limited to gloves, face masks, ear and eye protection.”

17. C.11 Question: Is the Aguadilla facility used for meal preparation? (That is, is the kitchen functional)

18. C.11 Question: Since there are so few detainees fed daily, can local vendors be contracted to provide all meal service (and not just juvenile service)?

Answer: The Government is not at liberty to instruct a contractor how/where they may obtain the meals.

19. C.11 Question: If the contractor prepares meals (and provides cooks), would the government purchase the food stock, or the contractor?

Answer: The contractor would be responsible for all costs associated with the different aspects of meal preparation.

20. C.11.5 Question: Can the timeframe for dietician certification be extended to 30 days prior to performance? (If a commercial vendor is used for meal service, it may take some time for COR, Contractor and vendor to work out the details of the various menus required, and then seek certification by a dietician)

21. C.11.7 Question: In which government facilities is there a “food service” area where meals could be assembled?

Answer: None of the facilities are set up for food assembly or preparation.

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22. C.11.8 Question: Is a separate food service truck or van required to be provided?

23. C.12.1 Question: This paragraph states that Contractor shall develop standard operating procedures (SOPs) within thirty (30) days of award; can this be changed to no later than 30 days prior to performance?

24. C.12.1 Question: At which facility are the detention files created and maintained?

Answer: The GSA center (San Juan Staging) creates and maintains the detention files. Once the individual leaves the facility the files are transferred to the ERO office.

25. C.12.1 Question: Is the contractor provided an office space or spaces in the GSA building for the Program Manager and admin support staff?

Answer: There is one office available that can hold 3 employees.

26. C.12.1 Question: Are detainee finger prints taken electronically/scanned, or on paper?

Answer: Currently ICE employees not the contractor obtains finger prints from the detainees.

27. C.12.1 Question: Who provides fingerprint equipment for either electronic or paper cards?

Answer: The Government. However, as stated above, currently ICE employees not the contractor obtain finger prints from the detainees.

28. C.12.1 Question: Does ICE provide a safe (or lockable secure area) for securing detainee valuables, and if so, at which facility or facilities?

Answer: Yes, there is a safe at the GSA Center (San Juan Staging).

29. C.12.1 Question: Does ICE provide a safe for securing detainee currency, and if so, at which facility or facilities?

Answer: Yes, there is a safe at the GSA Center (San Juan Staging).

30. C.12.8 Question: With regard to expenses related to “upholding/maintaining” the personnel entrance, the personnel identification systems, and package inspection procedures, what is government provided and maintained, and what cost items are the contractor’s?

Answer: The Government provides a metal detector and a hand held metal detector (wand).

31. C.12.9 Question: Is the contractor responsible for janitorial services for all three facilities in this RFP? If not all three, at which is the contractor responsible?

Answer: No, the contractor will not be responsible for any janitorial services at any of the facilities.

32. C.12.9 Question: If not responsible for janitorial services, are these contracted by the government to other vendors, and is our role limited to general “housekeeping” by detainee volunteers?

Answer: Yes, the janitorial services will be provided by another contractor.

33. C.13 Question: Who provides routine medical services to the detainees?

Answer: Detainees are taken to the emergency room, ICE covers the costs.

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34. C.13 Question: Are any medical services performed “on site” at any of the facilities, by ICE Health Services, such as in-processing medical screening?

What medical services does the contractor provide?

Answer: There is no ICE Health Services Corps staff onsite. The contractor is not expected to provide medical services beyond basic first aid. For all detainee medical treatment the contractor transports the detainee to the hospital emergency room.

35. C.14.4 Question: This paragraph requires compliance with PREA. What functions of PREA are performed by ICE? (Such as providing the overall PREA Coordinator, or Prevention of Sexual Assaults (PSA) Compliance manager while the contractor provides investigations into complaints.)

Answer: ICE ERO provides the PREA Coordinator; the contractor provides first responder duties and must disseminate information regarding zero tolerance during the intake process.

36. C.15.3 Question: Are detention officers who also perform transports required to have both the SF88 physical and a DOT physical?

37. C.15.3 Question: Are any physicals required on a periodic basis, such as annual?

Answer: Yes for Detention Officers.

38. C.15.3 Question: If both SF-88 and DOT physicals are required, the DOT physicals are required every 2 years; is this the requirement for this contract?

Answer: Yes, per the DOT requirements

39. C.15.3.3 DOT requires 25% random drug screening of driver staff per year. Is this the requirement for this contract for random drug screening?

40. C.15.3.3 Question: DOT requires 10% random alcohol screening of driver staff per year. Is this the requirement for this contract for random alcohol screening?

41. C.15.9 Question: DOT Hours of Service allow a 15 hour work day with no more than 10 hours spent driving. Is this (or the 12 hour limit) applicable to Transport Offices for this contract?

42. C.15.13 Question: Are polo-(golf) style shirts appropriate for wear on this contract?

Answer: An answer cannot be provided to the above question at this time since all (complete) “uniforms are subject to the review and approval of the COR.”

43. C.15.13 Question: Are BDU-style uniform trousers acceptable for all staff?

Answer: See response to the question above

44. C.15.13 Question: If BDU-style uniform trousers are NOT acceptable for all staff, can they be worn by Transport Officers (due to need to carry additional items in their pockets)?

Answer: See the response to question 42 above

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45. C.15.14 Question: Can the government provide additional information (such as point of contact/phone number) with respect to exactly what credentials are needed and any information relating to costs?

Answer: It would be premature to provide this information at this time.

46. C.17.2 Question: This paragraph states the government will provide “Government owned buildings, structures, or space for the administration of the contract”. Can the government offer more detail regarding office space provided at each facility, and whether or not any office furnishings or computer systems are provided?

Answer: At the airport CBP provides desk/chairs, but no computers; at Aguadilla ICE ERO provides 1 office with 3 computers and furniture; at the GSA Center ICE ERO provides 1 office that can hold 3 staff. In addition ERO provides computers and furniture.

47. C.17.2 Question: Does the contractor pay for any utilities, trash removal, water, phone lines, internet, etc., at any of the government facilities? If so, which costs and where?

48. Question: Can the due dates in this section for items 1-7 be changed to 30 days prior to performance? (Experience has shown that more time is required to conduct liaison with the

COR.)

49. Section H Question: Will the “expedited” background investigation process be available under this contract?

Answer: Yes as a possibility, but an expedited background investigation is not guaranteed.

50. Section K.2 Question: Is the contractor required to complete the entire Section K, or only check “paragraph D” applies if it so applies?

Answer: An offeror is required to provide their complete reps and certs data.

51. Section L.4 Question: Can charts, tables and exhibits be in 10 or 11 point font; and can paragraph headers be in a different font style and larger size (13 pt) than the paragraph font (12

pt) to set them apart?

Answer: Charts, tables and exhibits shall contain text no smaller than a 10-point font size. All text shall not be smaller than a 12-point font size.

52. Section L.6.C Question: To ensure that SCA vacations are computed correctly, can a name-redacted (dates of hire only) list be provided to bidders?

53. Executive Order 13706 Question: Executive Order 13706 requires contractors to provide 56 hours of sick leave annually to all contract workers not otherwise covered by a CBA for contracts awarded after January 1, 2017. Will this XO apply to this contract?

54. Staffing Question: Can ICE provide insight into the requirements for daily staffing in addition to what is included in the RFP? Such as: Does ICE have any data regarding how many escorts (off site locations) are used daily on average? How many unarmed detention staff are required at

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Aguadilla? How many officers are required for hold rooms at the airport and during what hours? How many officers are required at the GSA building daily?

Answer:

Number of escorts used daily: On average, about 3 runs each day Number of unarmed detention staff: 0 “detention staff” are required at Aguadilla Number of officers required at the airport: 2 officers per shift, 2 shifts per day (0600-

1400 and 1400-2200) Number of officers required at the GSA building: Monday –Friday, 1 shift of 7; the other

2 shifts 6; also Saturday and Sunday all 3 shifts of 6.

55. Transport Vehicles Question: The RFP requires a total of 6 vehicles that must be available at “all times” at the 3 facilities, with 2 at Aguadilla, 1 at the airport and 3 at the GSA site. To be available at “all times” is the contractor required to provide “redundant” vehicle(s) to be used when primary vehicles are off-line for maintenance/repairs?

Answer: The contractor should maintain a sufficient numbers of vehicles to ensure vehicles are available when needed.

56. Transport Vehicles Question: Would providing sedans be more cost efficient that “all vans”?

Answer: We are not at liberty to say.

57. Transport Vehicles Question: What is the most frequent passenger load for vehicles? (such as 2 to 3 detainees, 10 detainees, etc.)

Answer: Loads vary, for instance some weekly passenger loads are 3-4 while others are 8-10.

58. Transport Vehicles Question: Are 12 passenger vans considered sufficient for transportation services?

Answer: We are not at liberty to say since the passenger loads vary each week.

59. Question: Is a wheel-chair capable vehicle required to be provided?

60. CLIN Pricing Question: Do CLIN xxx1 and CLIN xxx2 cover specific facilities (such as CLIN xxx1 to Aguadilla and xxx2 to the LMMIA Facility)?

Answer: The Pricing Schedule has been updated to reflect the requested information.

61. CLIN xx13 Question: Can ICE provide a detailed explanation of what services this CLIN covers?

Answer: See the response to question 70 and 72 below.

62. L.4 Question: The RFP states that the submission deadline for proposal is 1:00 pm (EST) on Friday, April 03, 2017; however, April 03 is a Monday. Could the Government please clarify the proposal due date is Friday April 07, 2017?

Answer: The correct due date is Monday, April 03, 2017 at 1:00 pm (EST).

63. Attachment 6 is locked and is password protected. Please provide an unlocked Attachment 6 file.

Answer: The Pricing Schedule spreadsheet has been revised and an offeror can now provide their proposed pricing info in the fillable portions of the document.

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64. Question: “Completed SF 1447, Sections A and B (i.e. Attachment 5).” The Attachment 5 in the proposal is the ICE Standards Review Worksheet. Attachment 6 also has Attachment 5 in the header section. Please clarify if both references are to the Attachment 6 Pricing Schedule (2-24- 2017).xlsx file or if there is a missing file that needs to be included with the Volume II price submission.

Answer: All of the attachment numbers and references have been revised/corrected.

65. Attachment 6 CLIN X001 Armed Detention Office CLIN Question: It is unclear which requirements falls under this CLIN for pricing purposes. Please provide the SOW sections to be priced for this CLIN and required armed posts.

Answer: See section C.4.1 and C.4.4 of the SOO.

66. Attachment 6 CLIN X002 Unarmed Detention Office CLIN Question: It is unclear which requirements falls under this CLIN for pricing purposes. Please provide the SOW sections to be priced for this CLIN and required unarmed posts.

Answer: See section C.4.3 of the SOO.

67. Attachment 6 CLIN X003 Bed Days San Juan 0-10 Question: It is unclear which requirements falls under this CLIN for pricing purposes. Please provide the SOW sections to be priced for this CLIN.

Answer: See section C.1.3, C.2, and C.4.4 of the SOO.

68. Attachment 6 CLIN X010 Temporary Housing Services Question: Are there any additional items required within this CLIN besides the items referenced in C.4.2.3, C.4.3.3, and C.4.4.3?

Answer: Please refer to the applicable section of the SOO.

69. Attachment 6 CLIN X011 Transportation Guard Services Question: Are there any additional items required within this CLIN besides the items referenced in C.4.2.2, C.4.3.2, and C.4.4.2?

Answer: Please refer to the applicable section of the SOO.

70. Attachment 6 CLIN X013 Officer Medication Administration Question: Does IHSC administer the medical program for this contract? Are contractor officers expected to manage and distribute prescription or over-the-counter medicines? If yes, at which sites?

Answer: There is no IHSC presence at any facilities in PR. Yes the contractor is expected to manage and distribute prescription and/or over-the-counter medicines at the GSA Center and at the Airport as appropriate.

71. Attachment 6 CLIN X013 Officer Medication Administration Question: Is this training separate from the training specified in SOW C.5.1? If so, how many hours are required per officer?

Answer: The training is what is specified in the SOW. No additional training is required.

72. Attachment 6 CLIN X013 Officer Medication Administration Question: Provide a detailed curriculum for the medication administration training?

Answer: The vendor shall come up with a proposed curriculum following the National Detention Standards. The training is to be approved by the COR with ICE Health Services Corp consensus.

Training shall be provided by an individual on the medical arena (i.e. doctor, nurse, etc.).

73. C.4.2.2 Transportation Services & Attachment 6 CLIN X011 Transportation Guard Services Question: The last paragraph of C.4.2.2 states “Mileage beyond the guaranteed minimum is

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Answer: The sentence stating that “Mileage beyond the guaranteed minimum is subject to COR approval” was removed. “The Contractor shall invoice for the actual mileage traveled to transport the detainee.” None of the 20,000 miles listed in the Pricing Schedule are guaranteed.

74. K.2 52.204-8 Annual Representations and Certifications Question: The solicitation contains the March 2012 version of the annual reps and certs, which includes provisions not included in the current (December 2016) version. Will the government update this certification?

Answer: Yes, the section has been updated.

75. L.4 Proposal Submission Instructions Question: Will the Government allow fold outs on 11x17 paper versus 8.5x14?

76. C 4.2.2 Aguadilla facility transportation services Question: Can the Government provide a historical 3 year average for miles driven for the Aguadilla facility?

Answer: Approximately 26,800 miles

77. C 4.2.4 Aguadilla facility Temporary Housing (outside facility) Question: Can the Government provide a historical 3 yr. average Bed day count for temporary housing services at the Aguadilla facility?

Answer: 0, no detainees are held at Aguadilla

78. C 4.3.2 Luis Munoz Marin International Airport (LMMIA) Transportation Services Question: Can the Government provide a historical 3 year average for miles driven for the Luis Munoz Marin International Airport?

Answer: See the response for question 76. The miles driven are not separated.

79. C 4.3.3 Luis Munoz Marin C 4.3.3 Luis Munoz Marin International Airport (LMMIA) Temporary Housing(outside facility) Question: Can the Government provide a historical 3 yr. average Bed day count for temporary housing services at the Luis Munoz Marin International Airport?

Answer: Over the 3 year period, there was an average of 11 bookings. The ALOS was two days.

80. C 4.4.2 San Juan GSA Building Transportation Services Question: Can the Government provide a historical 3 year average for miles driven for the San Juan GSA Building.

Answer: See the response for question 76. The miles driven are no separated.

81. C 4.4.3 San Juan GSA Building Temporary Housing (outside facility) Question: Can the Government provide a historical 3 yr. average Bed day count for temporary housing services at the San Juan GSA Building?

Answer: 2

82. C 4.4.3 San Juan GSA Building Temporary Housing (outside facility) Question: Is temporary housing limited to the San Juan area? If not, is there a general geographical area where temporary housing is provided?

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83. C.8 Firearms Question: Subparagraph (bullet) 7 indicates that the weapon must be carried with the safety on. This would preclude contractors from utilizing a “safe action” weapon like the Glock, the most common LE weapon in use. Would the government consider changing the language to allow for this type of weapon?

84. C 4.2.1 Guard Services to protect Aguadilla Facility; 4.3.1 Guard Services; 4.4.1 Detention Services for detainees housed at San Juan GSA Question: will the government provide a seniority roster of incumbent personnel expected to transition to the follow-on contract?

Answer: Yes for the positions that fall under the SCA. The applicable information for the SCA contractor employees will be provided to the awardee when the contract is awarded either by the COR or CO.

85. C 4.2.1 Guard Services to protect Aguadilla Facility; 4.3.1 Guard Services; 4.4.1 Detention Services for detainees housed at San Juan GSA. Question: Will the government provide a Post ID, relevant to required positions at each of the three sites?

Answer: ICE provides a PIV card and the contractor provides a company ID.

86. Attachment 3 Past Performance Questionnaire. This conflicts with the due dates for proposals and the due date does not have a month. Would the government correct and reissue?

Answer: The dates have been corrected.

87. C.3 Terms/Definitions Question: Under definitions, page 8 of the SOW – Security Devices, the definition is repeated from other sections of the RFP and appears to have multiple sections inserted in the wrong place. Will the government correct and amend the SOW?

Answer: Yes, the dates have been corrected.

88. C.20 NDS 2000 - General Question : Throughout the solicitation and in Section C, instructions to the proposer include the use of the original National Detention Standards 2000 and the use of Form G-324B. Can the government clarify these are the correct standards?

Are these facilities used for less than 72 hours or is there a maximum numbers of hours that these facilities can be used to detain. For each facility where persons are detained for more than 12 hours, can the government please provide the maximum time limit for detention?

Answer: (1) Yes, PBNDS 2000 is the correct standard for this procurement

(2) Yes, for less than 72 hours

(3) The maximum amount of time that an individual can be detained is 72 hours.

89. 4.2.1 Guard Services to protect Aguadilla Facility Question: Based on the requirements of this it appears that the contractor is only responsible for the exterior of the Aguadilla facility. Will the government confirm for this location that only Armed Guards are requested and they are limited to the exterior of the facility? Are there any unarmed posts at this location? If yes, what are they?

Answer: There are only armed guards at this location and they work both inside and outside of the buildings. Currently there are no detention operations at Aguadilla.

90. 4.2.4 Temporary Housing Services (outside of the Aguadilla Facility) Question: Who is responsible for arranging the outside Temporary Housing locations?

Answer: The contractor

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91. C.4.4 San Juan GSA Building Question: What is the maximum number of hours or days that a person may be detained at the San Juan GSA building?

Answer: 72 hours

92. C.4.4 San Juan GSA Building Question: If persons are detained beyond 72 hours is there a reason provided that the NDS 2000 apply and not the current version of PBNDS (2016 revisions)? If persons are detained beyond 72 hours using the older standards, is the contractor indemnified from litigation for using these older standards?

Answer: The GSA center is an under 72 hour facility.

93. C.11 Meals Question: Do any of the government facilities have on-site kitchens available for preparation of meals or is all meal preparation conducted off-site and meals transported ready to eat?

Answer: All meal preparation is conducted off-site.

94. C.1.1 Aguadilla Facility Question: Does the Aguadilla site have a sallyport?

95. C.1.3 San Juan GSA Building Question: Does the San Juan facility have a fenced/gated perimeter and sallyport?

Answer: The entire area is fenced, but the entrance to the actual facility is not and there is no sallyport.

96. C.4.2.2 Transportation Services Question: What is the average number of people being transported in vehicles currently?

Answer: 4-8

97. C.4.4.4 Meals Question: What is the average number of meals provided per day?

Answer: Since the ADP was 2 the average meals would be 6.

98. C.5.7 Virtual Training Question: Are computers required for virtual training Government or Contractor provided? If Government, how many work stations are provided to the contractor?

Answer: Yes there is required annual training for individuals who have access to the ICE network. The Government provides four work stations in Aguadilla and eight at the GSA Center.

99. C.8 Firearms Question: Do weapons in use currently meet NFTTU specifications?

100. C.12.1 Admission and Release Question: Is the contractor to provide a computer system for detainee enrollment/records or is there an ICE system in place?

Answer: There is an ICE system in place.