Pre Conference - Questions.pdf

Number Document Section Page Question Response

1 Attachment 01 5.6 Task 6: Surge Support 7

Would the government be open to accepting telehealth providers for certain modalities like mental and behavioral health?

The scope of the IDIQ does not include telehealth services. At this time the Government is developing its requirements relating to telehealth. These services may be modified into the resultant IDIQs in the future pending on the Government's requirements and the associated acquisition strategy.

2 Attachment 01 5.6 Task 6: Surge Support 7

In the event that the contractor is tasked with surge or special event project, will a negotiation be allowed to support prices for such staffing?

Generally no, but there may be very select special cases where the Government may request additional staffing at special rates. This will be handled on a case‐by‐case basis and only at the

Government's request. This should not be an expectation in any way.

3 Attachment 01 12.2 On‐Site Key Personnel 16

Does the government require an on‐site, fulltime team of Key Personnel for each site? In almost all instances, key personnel will be onsite. In some circumstances, such as smaller sites some onsite key personnel positions, such as the CSM may be shared across locations. These circumstances will be provided to the contactors in the task order staffing plan.

4 Attachment 01 12.2 On‐Site Key Personnel 16

Is a site lead required in every location? If yes, will the government bill for this position? The government requires CSM coverage for each site. Some CSMs may be shared across location

The position across the locations would be a shared FTE, such as 0.8 FTE at one facility and 0.2 at another. This is based on the Government's staffing model which establishes the Government's requirement.

5 Attachment 01

12.1.1 Project Manager (PM)

and Deputy Project Manager

(DPM)

Will the government consider waiving the off‐site key personnel qualifications to include PMP? This section of the PWS will be updated to reflect that PMP certification is highly encouraged.

6 Attachment 01

12.1.1 Project Manager (PM)

and Deputy Project Manager

(DPM)

Will the government accept off‐site key personnel qualifications to have years of experience in lieu of PMP? The Government already has an established requirement for experience. 6 years for PM, 3 years for DPM, and 5 years for Lead CSM.

7 Attachment 01 3.2 Calculating Overtime 14

Since Overtime is calculated on base rate and applicable fringe benefits, can the government better define applicable fringe benefits?

The Government cannot provide this information as it is based on the fringe benefits that are provided by each offeror. Elements like shift differentials, workers compensation insurance, FICA health and welfare, are examples of fringe benefits that may be allowed for an overtime calculation.

For purposes of calculating overtime, the Government will task direct pay and fringe benefits and multiple by 1.5 per Section 10.0 of the PWS.

8 Attachment 01 3.2 Calculating Overtime 14

Is the government expecting for variable overtime rates because of variable State Unemployment rates? No. We are expecting variable overtime rates because of different pricing for different facilities an labor categories only.

Overtime will be calculated in accordance with Section 10.0 of the PWS.

9 Attachment 02 Site Staffing Levels Method of

Surveillance

Is there no consideration for FTEs who leave on the last day of the month? (For example, RN worked 29 days but leaves on the 30th) On the deduction calculator, it would increase ones % fill, correct?

Correspondingly with the scenario presented, if an employee is hired on a Wednesday, the 2nd da of June 2021 (example), that would count as a "filled" position for the entire previous period (Ma

20201) because the SSR would be pulled for that Friday (June 4th) therefore the measuring perio for that month would actually end on 4th.

The Government had to pick a policy that was consistent and reasonable.

10 Attachment 04 1 1 Will the government consider a look back period of 5 years for the Corporate Experience of an offeror? This is acceptable. The RFP will be updated

11 Section B‐M B2 1

Please may the government explain if the task orders will be issued per facility, or per region. Both, task orders will be issued based on a case by case basis. Generally they will be added as region, but there might be circumstances where new sites would just be added as a single facility, depending on size, complexity, mission requirements, etc.

12 Section B‐M Please may the government provide a sample task order. We do not have a sample TO at this time, but task orders will be released likely after Phase I concludes.

13 Section B‐M H3 20

Will the government consider removing the TO award limitation of 66%, in the event that contractor’s performance negatively exceeds any single Critical Threshold?

This question is not clear. It seems the question is asking if the contractor's performance is exceeding a Critical Threshold then would the Government remove the limitation on receiving mo performance. If this is the question, the answer is no.

14 Section B‐M H3 21

Will the government allow the prime to reduce the total staff count or percentage which is subcontracted to a small business when determining the 66% limitation?

No. The Government's contract is with the prime contractor not the subcontractor. The prime would still be responsible for over 66% in the question which leads to unacceptable risk and a reliance on a single contractor for program performance.

15 Section B‐M

5) Subcontracting Plan

Proposal Content

Can one subcontractor qualify for multiple socio‐economic categories? Yes

16 Section B‐M

5) Subcontracting Plan

Proposal Content

Are there evaluation criteria associated with subcontracting requirements? Yes. All non‐small business offerors are required to provide a small business subcontracting plan which complies with the requirements of FAR 52.219‐9. This submission is part of Volume V ‐ Pric and is evaluated for compliance with the requirements of the FAR clause.

17 RFP B.2 1

How will Task Orders be procured (e.g., by facility, by region, by type or size of facility)? How many Task Orders are anticipated for the current medical staffing requirements? Will a single COR oversee all Task Orders or will each Task

Order have a different COR? If multiple CORs, how will the government ensure consistency in managing the Task

Orders?

See responses to Question 11.

The IHSC plan is to have different CORs for each task order, often supporting each other as ACORs for other task orders. The CORs will be in constant contact and communication to ensure consistency, however each task order is a stand alone contract action and circumstances for one order may differ for another task order.

18 RFP H.3 20

The solicitation speaks to Limitation of Medical Staffing Levels in proposed Clause H.3. If incorporated into the contract in its current form, this language would restrict any successful contractor from winning more than 66% of the nation‐wide staffing program requirements for IHSC work. While we realize IHSC is attempting to limit program risk, this strategy may inadvertently back‐fire by forcing Task Order awards to less high performing vendors and denies ICE from realizing any potential contractor efficiencies or savings attributed to economies of scale. Will the government consider revising this clause to only be implemented if current performance on all existing Task Orders falls below a specified level of performance? This would then protect the government while still incentivizing and rewarding proven high performing contractors.

The Government has reviewed the factors that support a higher threshold and weighed them against the existing requirement. The Government determined that the best course of action is t not rely on a single contractor for nation‐wide performance as it carries too much program risk. I the Government's review, the factors presented in the question, were historically not actualized i a way that mitigated the performance and cost risks.

19 RFP H.3 20

If Task Orders are awarded on a regional basis and awardees are limited to 66% of the nation‐wide staffing program requirements for IHSC work, what is the government's plan if the addition of new facilities or staffing increases in the region causes the total percentage of work to exceed 66%?

This burden of administering this will fall on the Government, however if a new site would result a vendor exceeding the limit then they would not be eligible to receive the order due to the limitations of the IDIQ.

20 RFP H.6 21

Proposed Clause H.6 discusses possible financial deductions be applied to monthly invoices when the Overall

Staffing Levels fall below the acceptable quality level (AQL). True performance based contracts allow for both performance incentives and disincentives. Will the government consider modifying this language to allow for financial incentives when Quality Levels exceed the AQLs?

The Government has reviewed the prospect of incentives and found that there is no viable way to incentivize the contract when the baseline requirement is 100% compliance (i.e. fully staffed in al positions).

The Government has already conceded to the market by having AQLs are lower than the

Government's actual requirement of 100% staffing or fully qualified staff (no waivers) for example

(a change in past performance measures/solicitations); however the it was determined that by using a labor hour contract (where all risk is on the Government to monitor hours and performance) combined with the fact that incentives would only go to pay a "bonus" for a contractor to meet what is already required meant that incentives were not in the best interest o the Government to ensure successful performance.

21 RFP H.7 22

Proposed Clause H.7, Designated “Back‐Up” Awardee, states in part, "The new TO shall have a transition‐in period equal to the maximum Government’s required transition‐in period designated in the original TO solicitation. The new contractor may propose a shortened transition time which shall be reviewed and approved by the

Government." While we applaud the innovation displayed by the government in mitigating program risk, it may prove to be very difficult for a Back Up Awardee to transition‐in within the time‐period originally stated in the TO solicitation. This of course will depend greatly on the timing of the government’s request to initiate a transition, but if a new team has to be assembled or if securing the incumbent's workforce is necessary, would the government consider modifying this clause to allow for a longer transition if necessary? If so, please make the appropriate changes to the proposed clause. How does the Government anticipate ending the original task order when awarding to the Back‐up? Termination for Default? Termination for Convenience? Bi‐lateral Modification?

The Government must treat all contractors equally and fairly, so giving a backup contractor an extended transition would likely be unfair to the incumbent who had a set transition timeline per the RFP.

If poor performance is ongoing the Government will be working with incumbent to fix the problem however if the issues continue, the Government will be in contact with the “backup” as soon as practicable to give as much lead time as possible.

Ending the agreement with the original task order shall be dependent on conversations between the two parties (Government and current contractor). Depending on the many factors that led to activation of the “backup” all three elements presented are possible.

The reasons behind ending of the task order will be documented in CPARs regardless.

22 RFP H.7 22

Does the government intend to provide funding at the time of award to the Designated Back‐up Awardee to meet the element of "consideration" for entering into a contract? If so, what level funding is contemplated?

No, funding will be provided until the designated back‐up is activated. Funding would be provide on a new task order awarded to the back‐up

23 RFP H.7 22

If the Back‐up Awardee declines the award, will the government select a secondary Back‐up Awardee? No, if that occurs the government would recompete the requirement among the IDIQ holders

24 RFP H.7 22

Proposed Clause H.3 specifies that any contractor is restricted from providing more than 66% of the nation‐wide staffing requirements. Will selection as a Back‐Up Awardee be calculated as part of the 66% or will the government allow a Back‐Up Awardee to exceed 66%?

Being the backup counts towards the 66% total

25 RFP H.7 22

Clause H.7 states that negative performance on any single Critical Threshold, as established in the QASP, for three months, the government may completely or partially terminate the Task Order and award a new Task Order to the designated back‐up awardee. Several Functional Areas in the QASP include "assessment from local GTM" as a

Method of Surveillance. How will these assessments be used by the CO in determining whether to completely or partially terminate the original Task Order?

"Assessments from the local GTM" stems from the local technical monitor the GTM responsibility for monitoring and ensuring performance (including QASP metrics) at the applicable facilities. Th

GTM is positioned to verify performance and reporting it back to the CORs and CO (when applicable).

26 RFP J 56

The RFP Attachment 02 is listed as the QASP Compliance Tool SOP but the actual attachment sent for RFP

Attachment 02 is the HSA‐Clinical Lead‐NM‐CSM Functional Guide. Can the government please provide the QASP

Compliance Tool Guide?

This will be provided with the RFP

27 QASP Overall Staffing NA

The Overall Staffing Functional Area has two Acceptable Quality Levels/Critical Thresholds (AQL/CT). One AQL/CT is for Large Sites (92%) and one for Small Sites (80%). If a Task Order includes both Large and Small Sites, how will the performance measure be calculated? Will there be separate Large and Small Site calculations reported? How will deductions be applied if one of the calculations meets the AQL/CT and the other does not (e.g., Large Sites = 75%, Small Sites = 90%)? Please provide clarity on how the government will perform calculations and interpret results.

If a Task Order includes both Large and Small Sites, how will the performance measure be calculated?

The staffing calculations are measured both by overall levels (all facilities) and by single sites.

Will there be separate Large and Small Site calculations reported?

Yes

How will deductions be applied if one of the calculations meets the AQL/CT and the other does no

(e.g., Large Sites = 75%, Small Sites = 90%)? Please provide clarity on how the government will perform calculations and interpret results.

The formulas are already established in the Deductions calculator. Deductions are calculated on a single site basis.

28 QASP Retention NA

The Retention Performance Requirement specifies that "90% of employees that start each quarter shall remain employed at the end of that quarter" and the AQL/CT is 100%. In all other instances, the Performance Requirement is less than the AQL/CT requirement. Please clarify if the Performance Requirement and AQL/CT levels are correct.

Also, is this QASP metric calculated by site or Task Order?

This is correct. The AQL is 100% of the 90% Performance Requirement. The Government expects high retention levels to ensure clinical expertise and high quality care

This AQL is measured at the task order level

29 QASP Retention NA

According to the QASP, Retention is calculated as the "number of individual employees who were employed at the end of the quarter divided by the number of employees which were on the contract or started at the start of the quarter." Will the results be reported four times per year or more frequently (i.e., Federal Fiscal Year quarters, any three month period, or rolling three month periods)? Can Retention exceed 100% when more employees are on the contract at the end of the quarter than the start of the quarter?

Will the results be reported four times per year or more frequently (i.e., Federal Fiscal Year quarters, any three month period, or rolling three month periods)?

This will be based on the task order performance not FY. Each quarterly measurement is independent of the others.

Can Retention exceed 100% when more employees are on the contract at the end of the quarter than the start of the quarter?

The QASP has been updated to be more clear.

30 QASP Site Staffing Levels NA

Please clarify the AQL/CT for the Site Staffing Levels. The QASP lists the AQL for Large Site Staffing Levels as 92% /

80% and Small Site Staffing Levels as 80% / 60%. It is unclear what the two percentages for Large Sites (92% / 80%) and the two percentages for Small Sites (80% / 60%) are measuring. Please define what is being calculated and how it is being calculated.

These metrics are measuring site staffing levels as a percent of positions fill over total positions.

The first number is the AQL which is the minimum acceptable level for successful/satisfactory performance. The CT (Critical Threshold) is the threshold where performance is risking the missio and therefore may result in the Government activating the designated back up.

31 QASP Turnover NA

The Turnover Performance Requirement is 18% and the AQL/CT is 100%. Please clarify or correct. The performance measure is that turnover cannot exceed 18%. The AQL was rewritten to be mor clear.

The AQL is correct in that it is a percentage (100%) of the Performance requirement (18%).

Therefore the AQL is 100% of the 18%. The QASP has been updated to be more clear.

32 QASP Turnover NA

How will the average number of employees during the measurement period be calculated? Will it be based on the number of employees on the Task Order each day, each week, each month?

The Government will calculate the average number of employees each month by using the month

SSR which includes the last date of the month. The QASP has been updated to be more clear.

33 QASP All Pages

Are all QASP Functional Areas weighted equally or are some Functional Areas weighted more heavily than others? There are no weights associated with each QASP functional area, and they are all reported in CPA individually.

The Functional Areas that, one might say, have the most impact on successful performance have

Critical Thresholds tied to them to mitigate program risk.

34 QASP All Pages

It is clear by the use of Back‐up Awardees, monthly deductions, and the metrics found in the QASP that the

Government expects awardees to meet and maintain nearly perfect performance throughout the term of the TOs.

This leaves little to no room to exceed the minimum contract requirements. We acknowledge that the Government is responsible for determining the performance requirements and acceptable quality levels. At the same time, we also believe that the very high QASP performance requirements and acceptable quality levels, if achieved, would represent exceptional performance. Does the Government anticipate that meeting these very high standards would result in Exceptional or Very Good CPARS ratings, or would they result in Satisfactory ratings because we met performance requirements of 100%?

92% staffing is not near perfect. The Government is procuring staffing services for a critical missio function and has high threshold for successful performance. ICE's mission is to provide the highes medical care in accordance with IHSC's standards of care.

As with most federal contracts, the AQL represents a satisfactory level of performance. To the example presented, as 92% is not 100% for staffing, there is a definite area to exceed the baseline requirement for staffing.

Additionally, rhetorically speaking, if a vendor is 95% staffing, however is below the thresholds fo many or most other metrics, would that result in a satisfactory, very good, or exceptional rating fo

Quality in CPARs? The CPAR evaluation is based on the totality of performance during the period

The Government evaluates CPARs on the totality of performance as established in PWS, the QASP and CPARs. If the vendor is successfully meeting the metrics in the PWS and QASP then the CPAR rating would reflect that.

35 QASP All Pages

Did ICE conduct market research to support the QASP standards that ensures that the QASP standards are consistent with the performance standards in the broader medical or detention healthcare arena?

Yes, including meeting with previous vendors who supported the program on a contractor's perspective of the program and mission, an RFI, an Industry day, and asking for comments on a draft solicitation were all part of market research. Industry's perspective and feedback was balanced with the Government's mission and requirements.

36 QASP All Pages

Several of the QASP Functional Areas include "assessment from local GTMs" as a Method of Surveillance. Please clarify what type of assessment will be provided by the local GTMs and how that assessment will impact performance metric calculations.

"Assessments from the local GTM" stems from the local technical monitor the GTM responsibility for reviewing and ensuring performance (including QASP metrics) at the applicable facilities. The

GTM is positioned to verify performance and reporting it back to the CORs and CO (when applicable).

37 PWS 7.2 10

There is a discrepancy between the description of the Tier Communication System roles and responsibilities in the

PWS and the HSA‐Clinical Lead‐NM‐CSM Functional Guide. The Functional Guide does not specify that the CSM will report contractor performance and conduct issues but this role/responsibility is described in the PWS. We suggest that the Functional Guide process be utilized to avoid inconsistencies caused by the self‐reporting of Tiers.

The PWS will be updated regarding this section

38 PWS 12.1 15

Please clarify the government's expectations for off‐site key personnel. Is a unique Project Manager, Deputy Project

Manager, and Lead Contract Services Administrator required for each Task Order or are these positions intended to manage the overall IDIQ (including Task Orders)?

If a vendor proposes for multiple task orders, it is allowable to have multiple offsite key personne sharing responsibility. The Government's expectation is that the offeror would include their proposed technical solutions on how they would share responsibilities across task orders if that is part of their approach.

Vendors cannot include contingencies in the pricing relating to offsite key personnel. Additionally these positions are indirect pricing, to be included in the overhead or G&A of the staffing bill rate

39 RFP General N/A Will the government be open to changing requirements within the solicitation based off of feedback from industry or is the framework in the Draft RFP what Offerors can expect in the Final RFP?

The Government is open to feedback however the general structure and format of the RFP will likely be the final RFP.

Section B‐M

Volume IV – Past

Performance (FACTOR 4) 89

The instructions read: The Government will then send a blank version of Attachment 12 – Past Performance

Questionnaire to each reference with instructions to complete the Questionnaire and resubmit back to ICE. However, the documents provided have Attachment 12 listed as Attachment 12 ‐ Facility Orientation Checklist ‐ template and

Attachment 04 ‐ Corporate Experience Questionnaire.

Will the government provide a new Attachment 12 Past Performance Questionnaire or are we to use the

Attachment 04 ‐ Corporate Experience Questionnaire?

This was a typo and will be corrected.

Section B‐M

Volume I – Corporate

Experience (FACTOR 1) Oral

Presentation 85

Does the government have an expectation that the oral presentation will be presented on PowerPoint, or can we use an alternative software?

The presentation must be in a format that is clear and compatible with Microsoft Office and is presentable with MSFT Teams.

The presentation is due to Government on the Volume 1 deadline. The Government will not be evaluating the slides, but the information presented in the oral presentation. The presentation document will be used as a guide/reference.

PWS 5.2.4.2 5 of 27

Are the federal nursing staff the same as the SCA level contractors staff? The referenced section is for Nursing Backfills. In this respect, there is no conflict in PD, roles, or responsibility, in terms of patient care, in a contactor nursing staff member in performing the responsibilities of a federal nursing staff member.

PWS 5.1.2 3 of 27

Is there still a minimum qualification on experience that the government is looking for to be granted the waiver? The Government cannot answer this question as waivers are evaluated on a case‐by‐case basis.

However, note that waivers may only be considered for experience. Licensure qualifications are non‐negotiable.

PWS 5.12 3 of 27

Can the government share the current census amount of waiver approved candidates currently working on the contract?

No, this information is not pertinent to the IDIQ.

If the question's concern is whether current waiver employees would count towards the new award, then the Government's expectation is for any non‐incumbent contractor to do a thorough review to ensure that all the incumbent workforce is qualified to work under each respective PD.

For this contract, PDs were update and revised, so it is expected that all incoming contractors complete this review and provide/propose qualified staff.

PWS 5.2.4.2 5 of 27

What kind of notice does the government give the contractor to backfill any federal nursing staff call outs? This can vary, if a long term federal absence is know the notification time might be longer, howev if it is an unexpected absence, the notification may only be a few hours or less.

Backfill for contractor personnel is required. Backfill for Government personnel may be requeste but is not measured in the QASP however the Government cannot provide a timeline.

PWS 5.2.4.5 5 of 27

After a Site visit is completed by CSM, how long can the candidate expect to receive the e‐QIP initiation link? Once the vendor submits the e‐QIP Initiation request the link is sent within 24‐48 hours.

47 PWS 5.2.4.9 6 of 27 Can the government list the mission critical type of positions? All positions are mission critical.

48 PWS 20.3 23 of 27 Will the government approve Electronic Fingerprint cards in addition to paper fingerprint cards? No, the contractor shall only use the SF87 and must follow the instructions on the form.

Section B‐M H.7 22 of 102

Assuming the 3 month threshold of issues pertaining to new TO awards, If backup contractor is to be awarded w/o competition, how far in advance, does the government notify backup contractor?

As soon as practicable. The Government would be in communication with all parties involved

Position Description

Advanced Practice Provider ‐

Psychiatric 9 of 116

Is the government able to share how many Advanced Practice provider‐Psychiatric position are currently vacant? For the IDIQ this information is not pertinent

Section B‐M

Extended Absence/Backfill

Coverage Plan 88

The government states "The offeror should also include backup plans in case of vacancies and/or unavailability of the primary parties." Who are the primary parties? Are they Key Personnel, or other? Could the government please confirm who they consider to be primary parties?

The primary party is the position/individual that requires the backfill or is expected to be out. Thi is for any position on the task order.

Section B‐M Corporate Organization Chart 89

The government has listed key personnel for on site and off site. Are resumes to be provided with the proposal submission for all listed key personnel?

Yes all positions are key personnel due to having to meet the requirements of the PD in the case o onsite personnel or the PWS in the case of offsite personnel

Section B‐M

Volume IV – Past

Performance (FACTOR 4) 89

For the requirement for past performance contract references: will the Government allow offerors to present a current contract that was procured for a contract term of one year or more, where the contract has not yet reached its anniversary date?

Yes, but only will be able to be evaluated if a Questionnaire is provided from the reference.

PWS Project Manager

The government states ‐ The PM will have a minimum of a bachelor’s degree from an accredited university by the

Department of Education (DoE) in business, healthcare, or related field of study with at least six (6) years of administrative healthcare management experience. Project Management Professional (PMP) Certification is required.

For the Project Manager role, will the government consider additional years of related experience (e.g., healthcare administration, public health, etc.) as a substitute for the stated required PMP certification?

The government will consider proposals without the certification however, the personnel with th certification will be considered most qualified, and the PMP certification highly encouraged.

PWS 20.3 BACKGROUND INVESTIGA

Will the government approve Electronic Fingerprint cards and allow the vendor to place vendor owned hardware at each location in addition to paper fingerprint cards?

The PSU can ONLY accept paper fingerprint cards. Vendors can print electronic fingerprints on paper cards for PSU. As for vendor hardware placed at each site, this is unlikely as ICE's office for security would need to review and this would be a large deviation from standard operating procedures.

Attachment 01 ‐

Performance Work

Statement.pdf

2.0 ‐ Background 1

Does the contractor's provision of health services staffing include medical care for enforcement personnel during ICE operations?

Generally no, the only circumstance where this may come up would be in cases of emergency. No on a routine basis.

Attachment 01 ‐

Performance Work

Statement.pdf

2.0 ‐ Background 1

Does the contractor provide language interpreters? Interpretation services are provided via a telephonic interpretation service.

Attachment 01 ‐

Performance Work

Statement.pdf

3.0 ‐ Scope 1

Please clarify IHSC's scope of practice if different from practice standards described in PBNDS 2011, Rev. 2016. Currently all facilities are in accordance with PBNDS 2011 with the exception of Dilley which is

Family Residential Standards ‐ https://www.ice.gov/detain/detention‐management/family‐ residential

Attachment 01 ‐

Performance Work

Statement.pdf

3.0 ‐ Scope 1

Please provide a copy of or access to ICE and IHSC endorsed correctional standards for full description. Family Residential Standards can be found here ‐ https://www.ice.gov/detain/detention‐ management/family‐residential

ICE Performance‐Based National Detention Standards 2011 can be found here ‐ https://www.ice.gov/detain/detention‐management/2011

Attachment 01 ‐

Performance Work

Statement.pdf

4.0 ‐ Applicable Documents 2

Please provide a copy of or access to IHSC Medical By‐Laws. This will be provided with the RFP

Attachment 01 ‐

Performance Work

Statement.pdf

5.2.4.9 Federal Staff

Vacancies

Are the Federal Staffing personnel types an exact match to the contractor staffing personnel types by discipline? There are nuances and differences in federal (PHS and GS) positions from contractor positions. T question is immaterial to this RFP. The contractor shall provide employees in accordance with th respective RFPs.

Attachment 01 ‐

Performance Work

Statement.pdf

7.1 Contractor Standards of

Conduct ‐ General

Will the government make an exception to this requirement if contractor provides replacement staff until resolution?

The Government cannot answer this question as the hypothetical is very broad in scope. It may b possible, but would be handled on a case‐by‐case basis as determined by the Government.

63 Additional Questions Are licensure requirements based upon Federal facility environment (any state) or linked to the state where facility is located?

They are linked to state requirements to include CP & PA agreements for APPs.

64 Additional Questions

Does the government or contractor provide equipment, supplies, and/or teaching aids (i.e., monitoring devices, asthma adaptive devices, screening tools)?

The government provides GFE at the worksite such as a computer and desk phone for staff with dedicated workstations. Medical supplies are also provided sufficient for the scope of the service provided at the sites.

65 Additional Questions Are performance metrics adjusted for COVID‐19 or other contagion outbreaks and is this classified as an emergency? Metrics are not adjusted for COVID‐19.

Attachment 01 ‐

Performance Work

Statement.pdf

5.2.4.3 Position Codes 5

PWS, Section 5.2.4.3, Position Codes states that candidates not cleared PSU within 45 calendar days of complete e‐

QIP packet submission to PSU, the contractor shall submit additional candidates to fill that vacancy. Can the

Government share with the vendors the current average time it is taking to clear PSU and any historical data on how many per year are not cleared within 45 days?

The Government cannot provide the current date as it is skewed to the current contractor's polic and efficiencies for clearing personnel through PSU. Ultimately, the clearance time varies based o how well the vendor manages their clearance process with their candidates.

Attachment 01 ‐

Performance Work

Statement.pdf

5.2.4.5 Site Visit Requirement 5

PWS, Section 5.2.4.5, Site Visit Requirement. Will the Government reimburse the vendor for site visit travel costs?

Should these travel costs be included in the vendor’s price estimate?

No, the contractor will not be reimbursed for site visit costs. This is considered corporate travel included in the hiring and recruitment costs of the contractor (overhead) not ICE directed travel.

Attachment 01 ‐

Performance Work

Statement.pdf

5.6 Task 6: Surge Support 8

PWS, Section 5.6, Surge Support. If the vendor has to recruit staff from areas greater than 50 miles, will the

Government reimburse travel expenses (e.g., lodging, rental car, and per diem) to support surge missions?

No. Travel expenses will only be provided for Government directed travel. If the contractor wish to hire employees outside the 50 mile radius of their employment location, those costs fall on the contractor.

If a Government directed surge mission requires travel outside a duty location, then the responsibility of travel costs will be handled on a case‐by‐case basis.

Attachment 01 ‐

Performance Work

Statement.pdf

5.6 Task 6: Surge Support 8

PWS, Section 5.6, Surge Support and PWS, 6.0 Travel Due to Critical Staffing Shortages. Would the Government consider a surge premium to support these type missions in order to entice candidates?

Generally no, but there may be very select special cases where the Government may request additional staffing at special rates. This will be handled on a case‐by‐case basis and only at the

Government's request. This should not be an expectation in any way.

Attachment 01 ‐

Performance Work

Statement.pdf

8.0 ‐ Timekeeping 11

PWS, Section 8.0, Timekeeping. Can the Government please provide additional information on the Government’s timekeeping system? The PWS mentions a timecard – is this a manual or automated timekeeping system? Do all worksites have the same Government timekeeping system?

All sites use a manual punch card system except Houston. Additionally, all employees also compe monthly e‐timesheet which then goes to the GTM for review and signature.

Houston has a different system which is more electronic based, however they are still required to complete an e‐timesheet.

The e‐timesheet is the main documentation while the punch cards and system at Houston are the as supporting documentation to verify or validate any discrepancies.

Attachment 01 ‐

Performance Work

Statement.pdf

8.3 E‐Timesheets 12

PWS, Section 8.3, E‐Timesheets. Is the Government’s timekeeping system compatible to industry timesheet products such as Deltek? Will the Government accept a document from the vendor’s electronic timesheet in lieu of the e‐timesheet?

The government maintains and utilizes its own timekeeping system to document and verify hours worked. The government will not accept a vendor only document.

Attachment 01 ‐

Performance Work

Statement.pdf

11.0 ‐ Pre‐Employment

Screening

PWS, Section, 11.0 Pre‐employment Screening: Is it a requirement for all contract personnel to be vaccinated against the COVID‐19 virus?

Vaccination is not a requirement, however this may change due to directives from other Federal

Agencies, DHS, or within ICE.

Current guidance on contractor COVID protocols for DHS facilities can be found here ‐ https://sam.gov/opp/7784230255f0418d8ed25bfcece84fed/view

73 Section B‐M.pdf H.3 Limitation of Medical

Staffing Levels

H.3, LIMITATION OF MEDICAL STAFFING LEVELS states “No contractor with an active task order shall subcontract more than 10% of the labor required for any other active task order under all Medical Staffing IDIQ contracts.” Can the Government please confirm that this applies to all individual task orders or just follow‐on task orders once the prime is awarded the first task order?

This applies to all task orders.

74 Section B‐M.pdf L.4 General Proposal

Submission Instructions

The instructions state email submissions shall not exceed 20 MB (Megabytes) each. Would the Government allow offerors to submit proposals in multiple emails (i.e., 70CDCR21R00000008 Volume(s) Proposal_Email 1 of 2)?

Yes

75 Section B‐M.pdf L.6 Proposal Instructions –

Phase I (Volumes I and II)

Are offerors allowed to utilize slide presentations during the oral presentation? If so, do the slides need to be submitted with the Phase I submissions? And will the slides be evaluated?

The presentation must be in a format that is clear and compatible with Microsoft Office and is presentable with MSFT Teams.

The presentation is due to Government on the Volume 1 deadline. The Government will not be evaluating the slides, but the information presented in the oral presentation. The presentation document will be used as a guide/reference.

76 Section B‐M.pdf L.4 General Proposal

Submission Instructions

Do Cover Pages, Tables of Contents, and/or Glossaries count against page limits? No but the offeror should make efforts to limit unnecessary subsections.

77 Section B‐M.pdf L.4 General Proposal

Submission Instructions

Can offerors use 11 x 17 foldout pages in their response for large graphics, tables, or diagrams? If so, how many pages does one 11 x17 page count as?

No. For Phase I the presentations need to be legible enough for the evaluators to see on their respective screens. For Phase II, submissions should also need to be legible to be seen at a defau zoom level of the respective program (pdf, word, excel, etc.).

78 Section B‐M.pdf M.5 Award Selection – Best

Value

The evaluation criteria states "the Government intends to award multiple IDIQ contracts with awards made to the responsible Offerors whose proposals represent the best value." How many contracts does the Government intend to award?

The Government is aiming for 5‐6 vendors, however this is highly dependent on the quality and quantity of the proposals.

79 Section B‐M General Is there any past contract for similar services that IHSC is currently using?, if yes. Currently these services are being performed under a single ICE contract 70CDCR18C00000003.

80 Section B‐M General Could you please share the name of the Current Suppliers (who are currently providing medical staffing services to the Agency)?

STG International, Inc.

81 Section B‐M General Could you please share the current Supplier’s pricing ? No

82 Section B‐M General

When the existing contract was started, and what is the current contract's annual monetary value since inception? Performance of the current contract began 06/27/2018

The Government does not publicly provide contractor pricing information.

83 Section B‐M General How many resources are currently engaged in the current contract? This question is not clear.

84 Section B‐M General Can you please share the amount of business each vendor did under this contract in previous years? This question is not clear.

85 Section B‐M General Can you please confirm the most commonly filled positions of this contract in past? This question does not provide assistance for the offerors in the development or meeting of the

Government's requirement.

86 Section B‐M General How many vendors agency is planning to select? The Government is aiming for 5‐6 vendors, however this is highly dependent on the quality and quantity of the proposals.

87 Section B‐M

5) Subcontracting Plan

Proposal Content

Do the Prime Contrators need to include the subcontracors before the submission of this RFP or at the time of Task

Orders release?

The Subcontracting Plan is part of the IDIQ proposal. Additionally, Task Orders will include subcontracting information so the Government can report subcontractor performance at the operational performance level.

88 Section B‐M

5) Subcontracting Plan

Proposal Content

Do the prime contractors need to include separate sub contractors for each goal category or one subcontractor can be utilized for multiple Goal Categoris?

Subcontractors can be used for multiple categories within the Subcontracting plan.

89 RFP Att 1 all how many incumbents out of the roughly 800 staff members are there? and at what locations? This information can be requested for each task order solicitations. It does not need to be provid at the IDIQ level.

90 RFP Att 1 all What locations have the hardest time staffing and filling shifts? This varies based on labor categories, time and vendor efforts

91 B‐M page 31

Please expand on the "Call Center" need, and staffing reqs of the requested "Call Center". The requirements of the clause are clear if activated. Additionally, we direct the parties to note

Section i of the clause states "In the event that a sensitive information incident involves PII or SPI the Contractor may be required to, as directed by the Contracting Officer". If an incident occurs, that is when these requirements may be necessary.

92 B‐M page 34

Please expand on contractor commercial license agreement. This is required DHS language for all contracts which contain PII/SII. While this may not apply in every circumstance, but if the vendor has established a commercial license agreement with ICE

(likely not the case in this contract for medical personnel only), then that agreement may indicate that certain information and documentation remains under the vendor’s control and gives the vendor rights to own such data. This clause ensures that any information under this contract remains under Government's control.

93 B‐M page 20‐21 No one vendor shall provide more than 66% of nationwide staffing req. Does this assume the prime shall have multiple subcontractors?

This 66% threshold is for prime contractors only and does not account for/measure subcontracto

94 B‐M L.5 NOTATIONAL SCHEDULE page 84

Can the government please expand on the process? It appears that after industry day, updates will only be emailed and not posted on Beta.Sam?

That is incorrect. The official (not draft) solicitation will be posted on beta.sam.gov and will have instructions and deadlines for submitting questions.

The draft RFP states that after Phase I, no further postings will occur on beta.sam and communication will be directly with the vendor, which corresponds to the above.

95 Att 10 E‐timesheet

How quickly are timecards approved? How are the staff currently paid, bi‐weekly or monthly? How quickly are timecards approved?

There is no hard and fast rule for how quickly timecards are approved. The CSM should work with the GTM to get the e‐timesheet validated, approved and signed. The Timekeeping and invoicing process is established in Section 8.0 of the PWS.

How are the staff currently paid, bi‐weekly or monthly?

This is a contractor driven decision outside the scope of Government responsibility and oversight

96 Att 10 E‐timesheet

Are invoices submitted for payment on a monthly basis? What is the remittance NET? Invoicing is done monthly.

The total invoice amount is based on the actual hours worked, multiplied by the hourly rate for each position at each location. Excluding deductions (H.6), the amount invoiced is the amount paid.

97 What is the anticipated date of making the RFQ "Live"? Estimating early October

98 Beta.Sam Is there a set‐aside? No

99 RFP, Section B‐M L.7 87

Section L.7 states "For planning purposes, the plans should be based around management of a single task order which includes the management of approximately 250 full time employees (FTE)/positions at multiple locations across a large geographic area." Does the USG inted to award one site per TO or might TOs have multiple sites?

Additionally, might singular sites have multiple awardees?

Does the USG intend to award one site per TO or might TOs have multiple sites?

Both are possible. For initial task orders, the Government expects multiple facilities within a sing

TO.

Additionally, might singular sites have multiple awardees?

Singular sites may have multiple awardees, however the Government does not consider this idea and will likely avoid this circumstance.

100 RFP, Section B‐M L.6 86

Can the USG state how much notice (i.e. X days prior to presentation) will be provided prior to the Oral

Presentation?

The Government will assigned each offeror a number then use the following link to determine the presentation order.

https://www.random.org/sequences/

Presentations will begin no less than 2 business days following the Volume I proposal due date.

101 RFP, Section B‐M F.6.f 9

Can the USG confirm that those that deliverables that state "with proposal" and are required for the TO vs. the IDIQ, will be required with the TO proposal and not the IDIQ proposal?

Confirmed. For example Deliverable 2 is due with the IDIQ proposal. Deliverables 3 and a sample of Deliverable 13, would be due with both an IDIQ and TO proposal. However, the Government directs the contractor to follow the instructions in Section L and corresponding sections in the TO solicitation for instructions.

102 RFP, Section B‐M H.3 21

Can the USG confirm that a "single vendor" only applies to one company and not the entire team? Therefore, if up to 10% of an active TO is subcontracted out, this lessens the 66% of the prime company and does not count toward its 66%?

Single vendor means prime contract holder.

This does not lessen the total towards the 66% threshold. For example, prime contractor for one task order, does work as a subcontractor on a different task order; these additional services woul count towards the overall 66%.

103 RFP, Section B‐M L.7 89 Can the Offeror include any summary narrative regarding Past Performance in Volume III beyond the references themselves? I.e. in addition to each 2 page reference?

No, each reference is limited to 2 pages, however a summary narrative shall address all the elements required per Section L.7.

104 RFP, Section B‐M L.7 89

Does the subcontractor past performance count as one of the three contracts for submission? Or is subcontractor past performance in addition to the prime's 3 past performance references?

No, the three references are for the prime offeror only. If a proposed subcontractor is performin major or critical aspects of the requirements then the offeror can include, at most, 1 additional pa performance reference for that subcontractor.

RFP ONLY ‐

Attachment 01 ‐ Site

Staffing Plan ‐ IDIQ

Can the USG confirm if the Referrals Coordinator should be on the site staffing plan? The Government will provide updated attachments to reflect the most uptodate staffing plans w the release of the RFP.

RFP ONLY ‐

Attachment 04 ‐

Corporate

Experience

Questionaire

The second paragraph states "The Corporate Experience Questionnaire must be submitted to the

OAQDCRSW@ICE.DHS.GOV prior to the date and time for the Offeror’s scheduled Phone Interview in accordance with Section L.5.3 of the RFP." There is no Section L.5.3 of the RFP and there does not seem to be a reference to a phone interview. Can the USG please clarify this reference and when this form is due?

This will be updated/corrected.

RFP ONLY ‐

Attachment 04 ‐

Corporate

Experience

Questionaire

Can the USG confirm if "Labor Categories" refers to all labor categories provided on the project or only those that are relevant to this solicitation?

Only labor categories relevant to this solicitation, however a vendor could include a demonstratio in the presentation of experience providing a varied labor categories demonstrating experience in that respect.

RFP ONLY ‐

Attachment 04 ‐

Corporate

Experience

Questionaire

Can the USG confirm if there is a page limit for Attachment 04? There is no page limit, however this document is not evaluated. The information provided in this attachment is used only for reference purposes during the oral presentation.

RFP ONLY ‐

Attachment 04 ‐

Corporate

Experience

Questionaire

The first paragraph states "A project is considered a single contract or task/delivery order, or a collection of orders under a BPA or IDIQ contract." Can the USG confirm that we are allowed to submit an IDIQ Task Order as a single project and also allowed to submit the entire IDIQ as a single project?

It is possible to do this, however one would assume that the IDIQ and associated IDIQ TO would b for the same services, as the TO is awarded based off the IDIQ. It could be difficult to discern the differences in the two references. Logically, the contractor would only present the task order itse as that is where performance actually occurred.

RFP ONLY ‐

Attachment 04 ‐

Corporate

Experience

Questionaire

Can the USG confirm if there is a page limit for Attachment 04? There is no page limit, however this document is not evaluated. The information provided in this attachment is used only for reference purposes during the oral presentation.

111 Can an offeror submit as a prime and a subcontractor to another company? Yes

112 RFP, Section B‐M L.6 85

States: "One emailed softcopy of the offeror’s RFP Attachment 04 ‐ Corporate Experience Questionnaire shall be submitted to OAQDCRSW@ice.dhs.gov. Additionally, within the email submission, the offeror shall provide a list of up to five names and email addresses for the oral presentation…