PWS_Draft_FCAs.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

U.S. IMMIGRATION AND CUSTOMS ENFORCEMENT (ICE) OFFICE OF ASSET

AND FACILITIES MANAGEMENT (OAFM)

PERFORMANCE WORK STATEMENT (PWS)

FOR

FACILITY CONDITION ASSESSMENTS (FCA), FACILITY CONDITION INDEXES

(FCI), REAL PROPERTY INVENTORY INFORMATION AND RELATED SERVICES

SECTION 1 General Contract Requirements

1 GENERAL

This is a Performance Based Work Statement (PWS) for Facility Condition Assessments (FCA), Facility

Condition Indexes (FCI), and Real Property Inventory information and Related Services for Immigration and Customs Enforcement (ICE) Owned Facilities to assist ICE in defining future financial liabilities and facilities 5 year planning for the maintenance, upgrade, repair and replacement of building components and to extend the life expectancy of building assets. This PWS describes the minimum requirements of the U.S. Immigration and Customs Enforcement (ICE) and acceptable outcomes to be performed by the

Contractor. All, or part of, the successful offeror’s Management Plan shall be incorporated into the contract.

ICE seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an effective problem-finding/problem-solving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering requires that both parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the

Contractor/ICE relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The outcome of this initiative is for ICE to leverage Contractor expertise to assist ICE in accomplishing these goals and objectives.

A higher level of effective communication between the Government and Contractor is essential for partnering and for this performance based service contract to succeed, whereas the success of this contract is shared between the Government and the Contractor. More emphasis is placed on the

Contractor’s self-management of quality, not the usual inspection by Government inspectors, although that is a part of this contract as well. All parties shall act proactively to reduce service cost.

The following sections detail the ICE minimum requirements and acceptable outcomes. The Contractor shall proactively closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight.

The Contractor shall comply with American Correctional Association (ACA) Standards, which are recognized as the minimum standards for compliance, and Performance-Based National Detention

Standards 2011 (PBNDS 2011) all inclusive, relevant to ICE, and any applicable updates.

1.1 Scope of Work

The Contractor shall provide technical architectural engineering expertise, management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient, effective, economical, and all related services required to perform Real Property Inventories and Facility Condition

Assessments (FCA)s, located within the property line of the following locations:

1. Broadview Institutional Removal Program, 1930 Beach Ave, Broadview, IL

2. Honolulu Institutional Removal Program, 595 Ala Moana Ave, Honolulu, HI

3. Florence Service Processing Center, 3250 N. Pinal Parkway, Florence, AZ

4. Port Isabel Service Processing Center, 27991 Buena Vista Blvd, Los Fresnos, TX

5. Batavia Service Processing Center, 4250 Federal Drive, Batavia, NY

6. Krome Service Processing Center, 18201 S.W. 12th St., Miami, FL

7. El Paso Service Processing Center, 8915 Montana Ave., El Paso, TX

8. El Paso Colocation Facility 11541 Montana Ave, El Paso, TX

9. Aguadilla Service Processing Center, 505 Gun Road, Aguadilla, PR

10. St Thomas Facility, Rt 334, Crown Mountain Rd, St Thomas, USVI

11. El Centro Service Processing Center, 1115 N. Imperial Ave, El Centro, CA

12. St Croix Facility, Platte 2B, St George’s Hill, St Croix, USVI

13. Mt Pirata Communications Facility, Vieques, PR

14. Antilles Facility, 400 Ferdinand Juncos Ave, San Juan, PR

15. Huntsville Institutional Removal Program, 7704 Unit C1 Hwy 75S, Huntsville, TX

16. Ft Benning Facility, 6632 Dixie Dr/3620 Sightseeing Rd, Ft Benning, GA

17. Oakdale Institutional Removal Program, 1900 E. Whatley Rd, Oakdale, LA

The estimated contract period of performance will be the following:

September 30, 2025 to September 29, 2027

The Contractor shall schedule and arrange work so as to cause the least interference with the normal prosecution of Government business and mission. In cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference and inconvenience by giving ample notice and scheduling the work ahead of time.

Occasionally services may cause disruption to normal facility operations, and at the discretion of the

COR, shall be performed after normal duty hours.

Regularly scheduled detainee population counts occur, during working hours indicated under this contract, within the secure perimeter. During the population counts there will be no ingress or egress permitted to the secure perimeter. Contractor personnel may be required to stand-by during this population count for approximately 15-30 minutes. Periodically, based upon emergency situations, the entire facility may be locked down and neither ingress nor egress will be permitted. The possibility of these delays, as infrequent as they may be, is considered normal and common to a secure facility within this agency. The occurrence of any such delays shall not constitute grounds for non-performance of the full days requirements specified under this contract.

The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse for any lack of Contractor performance under the

Contract.

1.1.1 Discrepancy in the Specification

In any cases of discrepancy in the specifications, the matter shall be immediately submitted to the

Contracting Officer (CO) and the COR. The decision of the CO as to the proper interpretation of the specifications shall be final in accordance with the Disputes Clause of this Contract.

1.2 Personnel

The Contractor shall adhere to the submitted management plan that was submitted prior to award as part of the Bid proposal. Contractor shall submit a management plan that provides sufficient numbers of staff at the various levels of expertise to ensure all tasks are performed. Any changes to the proposed staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff shall be submitted for review and approval from the CO or their designee.

1.2.1 Contractor Key Personnel

The Contractor shall identify key personnel and staffing in the Management Plan. The plan shall include resumes for these key Contractor personnel who are subject to ICE approval. The resumes should show why they are qualified in those functions. The Contractor shall also provide a detailed staffing plan with the Management Plan that includes an organizational chart outlining the functions to be performed by each individual and description of their functions. The Contractor shall designate a Contract Project

Manager in writing and provide the name and contact information to the CO, the COR, and OAFM. The

Contract Project Manager shall be a single point of contact for the CO, the COR, and the OAFM. The

Contract Project Manager is considered key and essential to the work being performed under this

Contract. Before removing, replacing, or diverting key personnel, the Contractor shall (1) notify the CO, COR, and OAFM 30 days in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract.

1.2.1.1 Contract Project Manager

The Contract Project Manager shall possess at least five years of recent (within the past seven years) experience in the Federal contracting environment related to facilities management and assessments, standards compliance and management and supervision experience of the approximate size, complexity and tasks to be covered by this Contract. The Project Manager and all designated alternates shall be proficient in reading, writing, speaking and understanding English. However, an understanding of

Spanish is helpful, depending on project location. A detailed resume shall be submitted to the CO, COR, and OAFM for approval prior to the assignment of the project manager to the Contract. Both new and replacement project manager’s shall meet these qualification standards. Minimally, the resume shall contain:

a. The full name of the proposed project manager.

b. A detailed description of the proposed project manager’s employment history for the previous five years. The names and addresses of the companies for whom the proposed project manager worked for the past five years, along with the names and telephone numbers of the immediate supervisors.

1.2.1.2 Registered Architect

The Architect shall have a minimum of at least five (5) years in experience in performing tasks, as required by this PWS.

1.2.1.3 Registered Structural Engineer

The Structural Engineer shall have a minimum of at least five (5) years in experience in performing tasks, as required by this PWS.

1.2.1.4 Registered Civil Engineer

The Civil Engineer shall have a minimum of at least five (5) years in experience in performing tasks, as required by this PWS.

1.2.1.5 Registered Mechanical Engineer

The Mechanical Engineer shall have a minimum of at least five (5) years in experience in performing tasks, as required by this PWS.

1.2.1.6 Registered Electrical Engineer

The Electrical Engineer shall have a minimum of at least five (5) years in experience in performing tasks, as required by this PWS.

1.2.1.7 Certified Cost Engineer

The Cost Engineer shall have a minimum of at least five (5) years in experience in performing tasks, as required by this PWS and have certification as a cost engineer by the Association for the Advancement of Cost Engineering (AACE), or as a certified professional estimator by the American Society of

Professional Estimators (ASPE).

1.2.2 Authority

The Contract Project Manager shall have complete authority to act for the Contractor in every detail during the term of the Contract and shall have the authority to exercise financial expenditures and controls, accept notices of deductions, inspection reports and all other correspondence on behalf of the

Contractor.

1.2.3 Communication Equipment

The Contractor shall provide key operational personnel with portable electronic means to communicate with ICE for all work covered under this Contract. Electronic communication methods are the following:

● Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is responsible for all initial and monthly costs associated with the device(s). In areas where cellular service is unavailable, or unreliable, special exceptions shall be made by the CO or designee on a case-by-case basis.

● Fax. Receiving and sending faxes is acceptable as a secondary communication method for locations that have problems with wireless device signal strength.

1.2.4 Language

Personnel must be fluent in reading, writing, and speaking English. However, an understanding of

Spanish is helpful, depending on project location.

1.2.5 Employee Technical Qualifications

All Contractor personnel shall possess the appropriate skills, knowledge, experience, to ensure high quality finished Facility Condition Assessment reports per the requirements of this document.

1.2.6 Certifications

The Contractor shall provide to the CO and the COR documentation of the certificates of architectural or engineering licenses and certification for all employees not later than seven business days prior to that person beginning work under the terms of this Contract.

1.2.7 Appearance

Contractor personnel shall present a neat and professional appearance.

1.2.8 Standards of Conduct

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking disciplinary action with respect to its employees, as necessary. The Contractor is responsible for ensuring that its employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones, except as authorized.

Each employee must adhere to standards of behavior that reflect favorably on his or her employer and the Federal Government. Smoking is only allowed in designated areas on the property and no smoking is allowed within facility buildings. Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The

Contractor shall ensure Contractor employees conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

The Contractor shall develop standards of employee conduct and specific disciplinary actions which are consistent with the Federal Standards of Conduct, 5 CFR part 2635. The Contractor shall hold the employees accountable for conduct based on these standards.

The Contractor shall provide all employees with a copy of their company’s Standard of Conduct guidelines. All employees must certify in writing that they have read and understood these rules. A record of this certificate must be provided to the COR prior to the employees beginning work under this contract.

The Contractor shall report all violations or attempted violations of the standards of conduct (referred to in this section) or any criminal activity to his/her COR or his/her designee. Violations may result in employee dismissal by the Contractor or at the discretion of ICE. Failure on the part of the Contractor to report a known violation or to take appropriate disciplinary action against offending employee or employees shall subject the Contractor to appropriate action up to and including termination of the contract for default.

1.2.8.1 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from ICE facilities for misconduct, security reasons, or who has/have been disqualified for being unfit to perform their required duties as determined by the COR or CO. The Contractor must comply with this direction. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the PWS requirement.

When any employee is removed from duty under these circumstances, the Contractor shall revoke his/her identification credentials as necessary and properly complete any required dispositions. The

Contractor shall immediately notify the COR when the employee is removed from duty.

Disqualifying information includes but is not limited to:

a) Conviction of a felony, a crime of violence, or a serious misdemeanor.

b) Possessing a record of arrests for continuing offenses.

c) Falsification of information entered on suitability forms.

A determination of being unfit for duty may be made from, but is not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

a) Neglect of duty, including sleeping while on duty, loafing, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during official time, and refusing to render assistance or cooperate in upholding the integrity of the security program at the work sites.

b) Falsification of unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

c) Theft, vandalism, immoral conduct, or any other criminal actions.

d) Selling, consuming, or being under the influence of intoxicants, drugs, or substances which produce similar effects.

e) Unethical or improper use of official authority or credentials.

f) Unauthorized use of communication equipment or Government property.

g) Misuse of weapons.

h) Violations of security procedures or regulations.

i) Recurring tardiness.

k) Possession of alcohol or illegal substances while on duty.

l) Repeated failure to comply with visitor procedures as determined by the COR.

m) Failures to maintain acceptable level of proficiency or fulfill training requirements.

n) Violation of the Conduct on Federal Property, 41 CFR 101-20.408

o) ICE reserves the right to require the Contractor to remove, suspend or reassign any employee under this contact, if it determines that he/she is no longer able to meet the physical and/or mental health requirements of this contract.

Employees removed under this contract cannot be employed on any other ICE contract.

The Contractor shall immediately notify the COR of any employee(s) terminations, suspensions, resignations, or any other adverse personnel actions taken for any reason concerning persons employed under this contract.

1.2.9 Lost and Found

It is the responsibility of the contractor to ensure that all items of personal or monetary value found by the Contractor’s employees are turned in to the COR no later than the next work day.

1.2.10 Personal Identity Verification Requirements

Homeland Security Presidential Directive 12 (HSPD-12) "Policy for a Common Identification Standard for

Federal Employees and Contractors" requires that the federal government enhance security, efficiency, reduce identity fraud and protect personal privacy by issuing a standard form of identification to all federal employees and Contractors. The HSPD-12 compliant PIV credential is the new standard ID issued to all federal employees and Contractors. OPR's HSPD-12 program is in charge of ensuring the proper

HSPD-12 standards, and procedures are followed within ICE and serves as the contact point for the ICE customer for all HSPD-12 PIV card related matters. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have access to a ICE-controlled facility or access to a

ICE-controlled information system.

NOTE: PIV cards will be issued as appropriate by ICE to satisfy this requirement, provided that all contract employees working under this contract have been approved by the COR before they enter on duty. If additional forms of identification are required during the contract term, it shall be the

Contractor's responsibility to obtain from the Government all such credentials and furnish them to his or her employees. These credentials shall also be subject to the approval of the COR prior to being issued.

The Contractor must void and immediately make the appropriate disposition of all identification credentials upon completion of assignments, which result in the employees leaving duty at the protected premises.

1.2.11 Credentials and Identification

Contractor personnel with credentials shall be required to comply with all access security screening procedures applicable to Government or other personnel possessing similar credentials, or as determined by the building practices. All Contractor personnel possessing credentials (PIV or otherwise) shall always visibly display their credentials while in the building(s) or on the facility grounds where work is being performed.

The Contractor shall be responsible for ensuring that all identification credentials are returned to the

COR or designee whenever it’s employees leave the Contract (i.e., when the Contract has been completed, employees leave the company, employees are dismissed or terminated or the Government determines that the employee is to be removed from the contract). The Contractor shall notify the COR or designee whenever employee badges are lost.

The Contractor shall be responsible for paying the Government for replacement credentials at the current cost per badge.

1.2.12 Escorting

Government employees or approved cleared contract employees who provide escorts for uncleared contract employees shall always be within eyesight of the uncleared contract employees. The Contract

Government escort shall watch uncleared employees and remain with uncleared contract employees for the entire time they are in non-public federally controlled space. Any security violation of escort requirements by a cleared and approved contract employee shall result in the immediate removal from the Contract of all contract employees involved, i.e., escorts and uncleared escorted contract employees. Also, violations of escort requirements by subcontract employees in accordance with security requirements shall be grounds for loss of facility access for those individuals or grounds for termination of Contract, or both.

1.3 Quality Control Program

A Quality Control Program (QCP) shall be developed and implemented by the Contractor. The

Contractor’s QCP shall ensure Contract compliance, and act to ensure that potential problems with the

FCAs are identified, documented, and resolved prior to failure. In the event the Government Quality

Assurance Program identifies deficiencies the Contractor shall implement progressively responsive quality control measures commensurate with the severity of the Government's deficiencies. Deficiencies identified by the QCP or QASP shall be recorded in a QCP log, along with the corrective actions taken to close out the deficiencies.

1.3.1 Quality Control Plan

The “Quality Control Plan” (QC plan) is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services. Preparation of the QC plan is the responsibility of the

Contractor and a draft is due with the Contractor’s proposal. NOTE: the Quality Control Plan shall be submitted as a stand-alone attachment not subject to the page restrictions of the Technical Proposal.

The QC plan, revisions or updates shall be submitted for approval by the CO and the COR. A review of the QC Plan can be initiated by direction of the CO, the COR, or OAFM.

1.3.2 Quality Control Plan Contents

The Contractor shall provide a Quality Control Program (QCP) that ensures the tasks defined in this PWS are completed. All facility records shall be identically formatted for standardized reporting across all facilities with provisions in the records to accommodate special conditions encountered at each facility site. Further discussion of the data formatting requirements will be provided at the Contractor’s kick-off meeting.

The QC plan shall detail the Contractor’s methods, frequencies, documentation, and remedies for ensuring that work performed is of the highest quality. It shall describe procedures for correcting problems and addressing quality assurance findings by the Government. The Contractor shall further customize the QC plan by describing the Contractor’s overall approach to the conducting the real property inventories, the FCAs, the associated cost estimates, roles and responsibilities as it relates to quality control. The QC plan is to be submitted for review and approval to the CO, the COR, and OFA within 30 calendar days of Contract start date.

1.3.2.1 Methods

The Contractor shall identify its methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

1.4 Quality Assurance

ICE’s role in quality assurance is to ensure that the Contractor is achieving the quality levels established in the contract and focuses on the Contractors’ QC plan. ICE periodically validates the execution of the

Contractor's QCP by reviewing such areas as the Contractor's QCP documentation and the timeliness of corrective actions.

As part of the Government’s quality assurance program, the Government may:

a. Review and, if warranted, reject any reports or other submittals required from the Contractor.

b. Review records, including monthly progress reports and any computerized or hard copy records maintained by the Contractor documenting performance under this Contract, and require correction of any unsatisfactory conditions noted.

c. Determine the adequacy of the Contractor’s QCP and documentation and the overall success of this program. The Government shall order improvements, if it determines the program is insufficient or ineffective.

d. Perform inspections with Government personnel or independent third party inspectors.

1.4.1 Contracting Officer's Representative (COR)

Contracting Officer's Representatives (COR) shall be appointed to monitor Contractor performance, and they have the right to inspect and accept or reject defective services. The COR has the authority to recommend deductions based on findings in the Quality Assurance Report. The name and telephone number of each COR under the Contract shall be furnished to the Contractor in writing by the CO.

1.4.2 Government Monitoring

The Government shall inspect the Contractor’s performance using a quality assurance program (QASP) through random inspections, scheduled inspections, or any other method of inspection by the COR or designee that the Government determines reflects the actual performance of this Contract. Contractor performance shall be evaluated based on the performance success or deficiencies, success or failure in meeting contract requirements, and the Contractor’s record of correcting deficiencies when noted.

While corrective actions shall be noted, a record of significant performance deficiencies shall lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action. The

Contractor shall meet with the CO or designee and other Government representatives, at the discretion of the CO, COR, and OAFM, to review Contract performance.

1.4.3 Performance Evaluations

Contractor performance shall be evaluated based on performance success or deficiencies, success or failure in meeting contract requirements, and the Contractor’s record of correcting deficiencies when noted. A mutual good faith effort shall be made by all parties to resolve all issues. ICE uses the

Contractor Performance Assessment Reporting System (CPARS) to evaluate the Contractor's performance. Evaluations are generally conducted annually on or about the anniversary date of the

Contract and at the end of the Contract period, but may be conducted more frequently if CO, COR or

OAFM determines it is needed.

1.5 Physical Security

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use in accordance with the Government Property (GP) clause, Federal Acquisition Regulation (FAR)

52.245-1.

1.6 Hours of Operation

1.6.1 Normal Working Hours

The Contractor shall maintain a staff presence during the following customer-service hours, which are referred to in this Contract as Normal Working Hours:

The Government's regular (normal) working hours are from 7:00AM to 3:30PM Monday through Friday, except Federal Holidays and other days specifically designated, in writing, by the CO.

The Contractor shall ensure employees always maintain communications access with the COR to allow contact by the Government during normal working hours and to communicate effectively with the COR and Facility Managers.

1.6.2 Recognized Holidays

Federal holidays for this Contract are New Year’s Day, Martin Luther King, JR. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and

Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a

Sunday are observed on the following Monday.

Unanticipated holidays declared by the President will count as Federal holidays. If the Contractor pays its employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal holiday.

1.6.3 Work Outside of Normal Duty Hours

If the Contractor carries out work on Saturday, Sunday, holidays, or outside regular working hours, the written approval of the COR must be obtained. No additional rate shall be charged when the Contractor carries on work outside regular working hours because of any Contractor's reasons, or for work required as part of the fixed price part of the contract.

1.7 Documentation and Records

All records and files that this Contract requires the Contractor to maintain shall be made readily accessible to Government representatives, including third-party contract inspectors, on request. All records, files, plans, and other Contract-related documents used or generated during the Contract by the Contractor, shall become the property of the Government, (excluding, however employee personnel files and company financial information). Files are to be provided in both hard copies and electronic copies. All records are subject to the Freedom of Information Act and Privacy Act and any requests for release of any records shall be handled accordingly.

1.8 Indemnity and Minimum Insurance Requirement

The Contractor must indemnify and hold the Government harmless from any and all losses, damages, liabilities, or claims, on account of personal injury, death, or property damage of any nature, whatsoever, arising out of the activities or to the proportionate extent caused by the negligent performance of professional services of the Contractor, Contract employees, sub-Contractors, or agents under this contract.

The Contractor must maintain, in full force effect, at Contractor’s expense, during the term of this contract, and option periods, adequate public liability and property damage insurance coverage for protection against any liability arising from performance of work under this contract. A copy must be furnished to the COR before work start.

The Contractor must acquire and maintain throughout the duration of the contract period, the sufficient and legally required insurance coverage for itself, Contractor employees, Contractor agents, as pertains to third parties and their property by such employees and/or agents. The result of all incidents regarding damages and/or losses to the Government shall be reported to the COR, within one (1) business day of occurrence or discovery by the Contractor.

1.9.1.1 Hold Harmless and Indemnification Agreement

The Contractor shall save and hold harmless and indemnify the Government against any and all liability claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any Contractor property or property owned by a third party occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operation, or to the proportionate extent caused by the negligent performance of professional services under the terms of this contract, resulting in whole or in part from the negligence, acts or omissions of the Contractor, any

Subcontractor, or any employee, agent, or representative of the Contractor or Subcontractor.

1.9.1.2 Government’s Right of Recovery

Nothing in the above paragraphs shall be considered to preclude the Government from receiving the benefits of any insurance the Contractor may carry which provides for the indemnification of any loss or destruction of, or damages to property in the custody and care of the Contractor where such loss, destruction or damage is to Government property. The Contractor shall do nothing to prejudice the

Government's right to recover against third parties for any loss, destruction of, or damage to

Government property, and upon the request of the Contracting Officer shall, furnish to the Government all reasonable assistance and cooperation (including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery.

1.9.1.3 Government Liability

The Government shall not be liable for any injury to the Contractor’s personnel or damage to the

Contractor’s property unless such injury or damage is due to negligence on the part of the Government and is recoverable under the Federal Torts Claims Act, or pursuant to other Federal statutory authority.

SECTION 2 GOVERNMENT FURNISHED PROPERTY

2 GENERAL

2.1 Site Plans

The Government will provide the contractor with any site plans available.

2.2 Prior Condition Assessments

The Government will provide the contractor with previous Facility Condition Assessments.

SECTION 3 CONTRACTOR-FURNISHED PROPERTY

SUPPLIES/MATERIAL/EQUIPMENT

3 GENERAL

The Contractor shall provide all labor, services, supplies, material, tools and equipment necessary to perform efficiently and effectively the requirements of this Contract, except as explicitly stated within this PWS. All electronic data collected and utilized to accomplish this PWS remains the property of the

Government and must be turned over to the Government in an electronic media identified by the

Government. All non-electronic media remains the property of the Government and must be turned over to the Government in good condition upon request or upon the completion of the Contract.

3.1 Specific Requirements

The items listed below shall meet the standard or characteristic specified:

3.1.1 Computer Equipment and Internet Access

The Contractor shall provide at its sole expense computers, software, and internet access to perform the requirements of this PWS.

3.1.2 Communications Equipment

The Contractor shall provide the equipment to meet the requirements of PWS Section 1.2.3.

SECTION 4 SPECIFIC REQUIREMENTS

4 GENERAL

The Contractor shall provide services to obtain Facility Condition Assessments (FCA), Facility Condition

Indexes (FCI), and Real Property Inventory information for Immigration and Customs Enforcement (ICE)

Owned Facilities to assist ICE in defining future financial liabilities and establishing the Facilities 5-Year planning for the maintenance, upgrade, repair and replacement of building components and to extend the life expectancy of building assets for all locations covered by this PWS.

Confirm and verify Real Property Inventory attributes and records of all Property Locations and Facilities as defined in this document.

The Contractor shall verify and certify that the attributes of each real property locations are accurate.

The Contractor shall report any real property inconsistencies or issues in the Real Property Inventory

Report and notify the COR immediately. This includes but is not limited to any new real property found or any real property in the existing inventory that is not found during the assessment.

The Contractor will also research and provide Deeds for any facilities that ICE does not have a record.

4.1 Property Location and Facility

4.1.1 Global Positioning System (GPS) Coordinates

The contractor shall verify and provide the physical address for each Location/Facility/Asset including

GPS coordinates for each location’s facilities and assets. Coordinates shall be collected using Mapping

Grade GPS to a minimum of 6 decimal places.

4.1.2 Location and Operations

The Contractor shall verify or provide the predominant use of each Facility.

4.1.3 Location and Facility Physical Descriptions

The Contractor shall:

a. Verify and provide the square footages or other units of measure for each facility (site) and each building or office space where multiple operations offices are co-located. Note the number of stories. Define and record all ancillary structures on the facility as part of the inventory.

b. The assessment date and construction date of each facility shall be properly recorded.

c. Provide elevation and overview photographs (in JPEG format). on all sides of each Location and of each Facility and Asset.

4.2 Location Assessment

The Contractor is required to perform Real Property Inventories and Facility Condition Assessments

(FCAs), located within the property line of the following locations:

1. Broadview Institutional Removal Program, 1930 Beach Ave, Broadview, IL

2. Honolulu Institutional Removal Program, 595 Ala Moana Ave, Honolulu, HI

3. Florence Service Processing Center, 3250 N. Pinal Parkway, Florence, AZ

4. Port Isabel Service Processing Center, 27991 Buena Vista Blvd, Los Fresnos, TX

5. Batavia Service Processing Center, 4250 Federal Drive, Batavia, NY

6. Krome Service Processing Center, 18201 S.W. 12th St., Miami, FL

7. El Paso Service Processing Center, 8915 Montana Ave., El Paso, TX

8. El Paso Colocation Facility 11541 Montana Ave, El Paso, TX

9. Aguadilla Service Processing Center, 505 Gun Road, Aguadilla, PR

10. St Thomas Facility, Rt 334, Crown Mountain Rd, St Thomas, USVI

11. El Centro Service Processing Center, 1115 N. Imperial Ave, El Centro, CA

12. St Croix Facility, Platte 2B, St George’s Hill, St Croix, USVI

13. Mt Pirata Communications Facility, Vieques, PR

14. Antilles Facility, 400 Ferdinand Juncos Ave, San Juan, PR

15. Huntsville Institutional Removal Program, 7704 Unit C1 Hwy 75S, Huntsville, TX

16. Ft Benning Facility, 6632 Dixie Dr/3620 Sightseeing Rd, Ft Benning, GA

17. Oakdale Institutional Removal Program, 1900 E. Whatley Rd, Oakdale, LA

The approximate total built-up area of ICE’s owned portfolio is about 1.3M SF, in 440 buildings. The

Contractor shall organize the portfolio information in a logical hierarchical order reflecting portfolio, campus, structures, buildings, buildings components, sub-components, consistent with Uniformat II building elemental classification.

The Contractor shall be responsible for inputting and validating all data for this project into the ICE Real

Property Management System (RPMS) where all ICE Portfolio information is organized and displayed. All assessment reports, pictures, repair cost estimates, memoranda and information exchange, between the government and the contractor, shall be loaded into RPMS All systems / information / reports should be compatible with RPMS IBM TRIRIGA system, adopted by ICE as the system of record for the agency’s real property portfolio.

4.2.1 General

The Contractor shall conduct a Facility Condition Assessment of each Facility.

The Contractor shall:

a. assess, analyze, and summarize the condition of each Facility and its respective systems. The building systems breakdown shall be based on “Uniformat II Elemental Classification for Building

Specifications, Cost Estimating, and Cost Analysis”

This includes the determination of the Replacement Value (RV) and the Facility Condition Index

(FCI) of each Facility, component of a facility, SPC and the whole portfolio.

b. Record, prioritize, assign a cost based on RS Means, and summarize all deficiencies identified at each facility.

c. Identify all deficiencies which require maintenance, repair, or replacement, including ADA non-compliance issues. Each deficiency shall be prioritized and provided with a description and an estimated cost of repair, based on RS Means.

d. Identify Building Certifications.

Identify whether the building has any certifications such as LEED or Energy Star.

e. Determination of building system renewal/replacement schedule. During the course of the condition assessments, the Contractor shall determine the remaining useful life of each building system, as classified by Uniformat II. For example, if the HVAC system is 10 years old and the expected life of the system is 20, the condition assessment system should indicate that ICE will need $XX in 10 years to replace the system. The contractor shall propose a template for determination of a renewal/replacement schedule for approval by the COR and OAFM.

f. The contractor will ensure that all reports provided are in accordance with and provide information and details as outlined in Instruction Manual 119-02-004-01 DHS Real Property

Facility Condition Standard.

The Contractor shall comply with all applicable Federal regulations that relate to the scope of this

Contract including: permitting, plans, inspection, personnel safety, certification, recordkeeping and training. Contract personnel shall wear proper personal protective equipment (PPE) to meet OSHA standards where required. Throughout the Contract period, the Contractor shall keep current and be aware of any changes in regulations and requirements and update its operations, as necessary.

After each campus assessment is completed, the contractor will prepare a preliminary report that will be reviewed by the COR. Required changes, additions and deletions will be communicated to the contractor and the revised documents will be reviewed to assure compliance.

CITING SOURCES

RS Means is the preferred cost data source. If any outside sources are to be used when providing information, references, standards or analysis in the report, these sources must be cited and provided as a footnote on each page or as an attachment in the back of each report. It is important for ICE to show that the condition assessment reports and associated cost estimates are credible, and based on known industry standards.

4.2.2 Real and Personal Property

Each Property Location and Facility has unique identifiers in the ICE enterprise system. The Property

Location refers to the site location with its support buildings, and the Facility is the individual building, structure, or land site improvement(s), at the Location. Some are considered Real Property and others are considered Personal Property. The Contractor shall:

a. Confirm Real and Personal property identities and likely ownership for the assets at the site.

b. Identify Usage Type for all real property (e.g. Firing Range, Boat Slip, SAIC Office, SPC, Tower, etc.) according to Real Property Data Warehouse Data Dictionary.

All records and data are to be uploaded into the ICE RPMS system. The contractor will be responsible for validating all data uploads.

4.2.3 Physical Condition

The Contractor shall:

Determine the square footages or other units of measure (for each facility (site) and each building or office space where multiple operations offices are co-located. Define and record all ancillary structures on the facility as part of the survey. (transformers, site utilities, bridges, viaducts/ drainage structures, etc.) Collect GPS coordinates (in decimal degrees) at the main entrance to each facility and at each asset and at the nearest major intersection for each.

Identify the occupied hours of operation for each facility, building and/or office. Each facility should either be classified as 24 hrs or provide the open and close time in military time (e.g. open 0800 and close 1700)

Provide current condition information with illustrative digital photographs (in JPEG format). Each picture shall be labeled with:

• Location name and number

• Facility name and number

• Brief description of the view (NE elevation)

• Date stamp

• Unique Identifier Code

Validate maintenance needs and prioritize the items needing immediate attention and those needing attention within the next 12, 24 and 36 months. Prioritization should be accomplished by discussing the mission dependency with ICE Project Managers, evaluating the potential for future damage and categorized as

(1) Urgent – repair in less than 12 months

(2) Critical – repair in 1-2 years

(3) Not-Critical – should be repaired 2+ years.

If life safety issues exist, draw special attention to them to the POC. Life safety issues should be prioritized by their potential to cause harm to ICE employees, detainees or visitors. Categorization shall be either

(1) Immediate danger – repair immediately

(2) Potential danger – repair in less than 12 months

(3) Safety issue – repair in 1-2 years.

Identify any current failed structures or equipment. Possible examples are: Building structures; HVAC;

Roof; Roadways or Parking Lots; Mechanical/Electrical/Plumbing Equipment; Generators;

Elevator/Escalator; Fire Protection Equipment; Surveillance Systems; Communication Towers; Fencing;

drainage structures, etc. For failed structures and equipment, indicate the type of equipment or construction; e.g. HVAC – five (5) ton RTU; roof – shingle; parking lot – concrete; etc.

Determine the actual, or approximate, age of the facilities and the real property equipment (in addition to the HVAC equipment). Age groupings will be 0-5 years, 6-10, 11-20, 21- 40, 41+. The contractor shall identify any major renovation done to the building / facility and the approx. date of that renovation. This info is needed to determine the remaining life of the renewed building systems.

Identify all ADA deficiencies and provide a cost estimate to bring the deficiency into compliance with current ADA standards.

Provide ICE with predictive repairs or replacement of building systems equipment based on useful life.

In other words, if the HVAC system is 10 years old and the expected life of the system is 20, the condition assessment system should indicate that ICE will need $XX in 10 years to replace the system.

Identify special purpose spaces and facility usage types as required by ICE. A sample of usage types are listed below.

a. Holding cells - number and square footage.

b. Bed Space Number and square footage

c. Firing ranges - number, square footage, interior or exterior.

d. Vaults (for seized property) – number, square footage, wall material.

e. Hazardous material storage areas (not including janitorial type storage) – number, size, and method of securing the area.

4.2.4 Large Capital Equipment/Site Utilities & Infrastructure

The Contractor shall identify and provide the condition assessment information outlined below on all major site utilities and infrastructure such as generators, transformers, chillers, cooling towers, boilers, electrical grid, security systems, cameras, site lighting, fences, roads, parking lots, etc.

Generators:

a. Manufacturer

b. Model and serial numbers

c. Generator installation type (e.g. package interior unit, package exterior unit, custom installation)

d. Generation capacity

e. Fuel source (natural gas, electric, oil, dual, etc.)

f. Fuel delivery method (on-site tank or piped service)

g. Total current meter hours on unit (if available)

h. Classify as primary facility service or emergency backup

i. If generator is primary service, what is the approximated typical running time (e.g. 8am-5pm, 24hrs, etc.)

j. Triggering source (e.g. auto transfer switch, manual, electronic system, etc.)

k. Indicate whether emissions controls are installed, if applicable.

l. Determine if generator supports one building or multiple. If multiple indicate which buildings are supported.

HVAC Equipment:

a. Provide Manufacturer, Model and Serial numbers, unit tonnage, BTU, and other pertinent nameplate information.

b. Type, horsepower rating and voltage on large motors.

c. Define type of equipment.

d. Fuel source: natural gas, propane, fuel oil, electric, etc.

e. System type and distribution method: steam; gas; forced air; chilled water; chilled air; other.

f. Location of units: ground; roof; central plant; window; other.

g. Age

4.3 Monthly Progress Report

4.3.1 General

the Contractor shall submit reports of monthly progress or other submittal requirements (e.g., quality control), to describe the status of the project as of the last day of the performance month. The

Contractor shall provide reports to the CO, the COR, and the OAFM as requested and in a format and media as requested with a preference for electronic submittal. The Monthly Progress Report shall be submitted to the CO, the COR, and the OAFM by the 5th business day of the subsequent month. This report shall include the status of all assessment and inspections reports, the latest schedule, difficulties or irregularities encountered, other matters related to the assessment of the buildings and facilities covered by this contract and recommendations for action, and number of labor hours expended by each labor category.

The report shall be submitted to the COR within five business days following the end of month and before submitting a monthly invoice.

4.4 Progress Meetings

The Contractor shall coordinate with the COR and attend via telecon or in-person progress meetings.

These progress meeting are critical in the early phases of the project to set the expectations and establish, quality and pace. The meeting and topics shall include as a minimum:

1. Kickoff meeting to discuss the presented schedule and plan for meeting all project requirements including assessment template

2. Review meeting after the completion of each campus FCA listed in the PWS.

3. Meetings to review cost estimates and maintenance/repair/replacement schedule

4. Presentation of Final Assessment Briefing and Executive Summary to ICE leadership.

SECURITY REQUIREMENTS

GENERAL

The United States Immigration and Customs Enforcement (ICE) has determined that performance of the tasks as described in this contract requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as Contractor) have access to sensitive DHS information, and that the Contractor will adhere to the following.

PRELIMINARY FITNESS DETERMINATION

ICE will exercise full control over granting, denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor applicants/employees, based upon the results of a Fitness screening process. ICE may, as it deems appropriate, authorize and make a favorable expedited preliminary Fitness determination based on preliminary security checks. The preliminary Fitness determination will allow the Contractor employee to commence work temporarily prior to the completion of a Full Field Background Investigation.