2.2.1-RFP Attachment 2C Performance Monitoring Tool.pdf

Migrant Center Operations Contract Performance Monitoring Tool Facility Name: ______________ Month/Year: _______

Frequency

MIGRANT SECURITY REQUIREMENT

Rating

A/D/R/NA

Corrective Action Required / Comments Due Date

D W M Q Y

1. Admission

A. Medical screening taking place within timeframes B. Inventory migrant personal effects

C.

Migrant funds accountability in place for admin/release

D.

All visual searches documented and are not routine in procedure

E. Appropriate clothing and bedding issued

F.

Orientation material in English, Spanish and Haitian Creole

2. Migrant Classification System A. Housing assignments are based upon classification

3. Contraband

A. Policy in place for handling contraband B. Contraband disposed of properly and documented

Facility staff make a concerted effort to control contraband

4. Correspondence and Other Mail

A.

Rules for correspondence and other mail posted in housing unit or common areas, and migrant handbook

SHU migrants have the same correspondence privileges as other migrants

5. Migrant Handbook

Staff aware of handbook contents and follow procedures

B.

Available in both English and Spanish and Haitian Creole

C. Handbook is updated as necessary D. Orientation material available to illiterate migrants

6. Files A. File created for each new arrival B. Files contain documents generated during custody C. Files maintained in a secure area

7. Disciplinary Policy

B. Incident reports investigated within 24 hours C. Interagency panel adjudicate infractions

Disciplinary sanctions are in accordance with the Interagency decisions

8. Emergency Plans

A. Staff trained B. Written plans updated annually C. Evacuation routes primary and secondary D. A complete set of emergency plans are available

E. Staff work stoppage plan is available

9. Environmental Health and Safety

System for storing/issuing/maintaining hazardous materials

Complete inventories of hazardous materials maintained

A complete list of MSDS readily accessible to staff and migrants

D. Fire prevention/control/evacuation plan E. Conduct fire/evacuation drills according to schedule

Staff trained to prevent contact with blood and bodily fluids

G. Emergency generators are tested bi-weekly

H.

Every employee and migrant using flammable, toxic, or caustic materials receives advance training in their use, storage, and disposal

I.

Safety Office (or officer) maintains files of inspection reports; Including corrective actions taken

J. Facility appears clean and well maintained

K.

All flammable and combustible materials (liquid and aerosol) are stored and used according to label recommendations

10. Security Inspections

Staff are required to conduct security check of assigned areas

B. All visitors officially recorded in a visitor log book

D. Housing unit searches occur at irregular times E. Area searches documented in log book

G.

Project Manager or designee visit housing areas and activity areas weekly

I.

The facility has a written policy and procedures to prevent the introduction of contraband into the facility or any of its components

J.

Security officer posts located in or immediately adjacent to migrant living areas to permit officers to see or hear and respond promptly to emergency situations. Personal contact and interaction between staff and migrants is required and facilitated

L.

Tools being taken into the secure area of the facility are inspected and inventoried

11. Food Service A. Appropriate security measures for sharps are in place

E. A minimum of two hot meals are provided daily

12. Funds and Personal Property A. Inventory personal property/funds is maintained B. Funds/valuables documented on receipt C. Migrants’ property searched for contraband

Quarterly audits of migrant baggage & luggage are conducted, verified, and logged

13. Migrant Grievance Procedures

A. Grievance procedures in place

Staff awareness of procedures for emergency grievances

C. Grievance log is utilized D. Staff forward any grievances alleging staff misconduct to ICE

E.

Informal resolution to a migrant grievance documented in file

14. Hunger Strikes

Procedures for referring migrant to medical if verbally refused or observed refusing to eat beyond 72 hours

15. Key and Lock Control A. Maintain inventories of all keys/locks/locking devices

Emergency keys are available for all areas of the facility

Chit system used to issue security equipment/keys/radios

Policy regarding restricted keys present and followed by staff

Facility has a key accountability policy and procedures to ensure key accountability. The keys are physically counted daily

Locks and locking devices are continually inspected, maintained, and inventoried

16. Medical Care

Are the procedures to for the migrants to seek medical assistance being followed

17. Issuance and Exchange of Clothing, Bedding, and Towels

Clothing provided upon intake and exchanged weekly for migrants in the undetermined/non-protected status

B. Sheets and towels exchanged weekly

Climate appropriate clothing issued and maintained in good repair

Facility provides and replenishes personal hygiene items as needed, at no cost to migrants, for migrants in the undetermined/non-protected status

18. Population Counts

Staff conduct formal count at least once per 8 hour shift/ 3x per day

B. Recount conducted when incorrect count is reported

Each migrant positively identified during count

19. Post Orders

Every post has a post order, current & signed by ICE Operational Management

B. Officers record all migrant activity in a log C. Supervisor visits each area once per shift

Staff sign post orders, regardless of whether the assignment is temporary, permanent, or due to an emergency

21. Religious Practices

Protected migrants are allowed to engage in religious services

Authorized religious items are allowed in migrant possession

22. Suicide Prevention and Intervention

The facility has a written suicide prevention and intervention program approved and signed by the health authority and facility administrator which is reviewed annually

Every new staff member receives suicide-prevention training. Suicide-prevention training occurs during the employee orientation program and annually thereafter

Staff observes and documents the status of a suicide-watch migrant at least once every 15 minutes

23. Tool Control A. Tool inventories conducted as specified B. Tools marked and readily identifiable C. Procedures for issuance of tools to staff and migrants

Inventory made of all tools by contractors prior to enter & exit

There is an individual who is responsible for developing a tool control procedure and an inspection system to insure accountability

A metal or plastic chit is taken in exchange for all tools issued, and when a tool is issued from a shadow board the receipt chit shall be visible on the shadow board

Broken or worn out tools are surveyed and disposed of in an appropriate and secure manner

H.

The Project Manager is responsible for implementing proper tool control procedures

25. Transportation (Land Transportation)

Documentation indicating safety repairs are completed immediately and vehicles are not used until they have been repaired and inspected, is available for review

Officers use a checklist during every vehicle inspection

Policies and procedures are in place addressing the use of restraining equipment on transportation vehicles

Vehicles have 2 way radios, equipment boxes in accordance with the Use of Force standard

F. Vehicles have written contingency plans on board

26. Use of Force

A. Policy governing immediate/calculated use of force B. All use of force incidents documented and reviewed

Video tapes of incidents preserved/catalogued for 2 1/2 yrs.

D. Migrant is seen by medical immediately after incident

Facility subscribes to prescribed confrontation avoidance procedures

F. Staff trained in use of force techniques

Appropriate procedures in place for using 4 point restraints

Section Reference COR SUMMARY / COMMENTS

Contract Type: ___________ Submitted by COR Name Date