RFP-200-1229-CS_Questions_and_Answers.pdf

Questions and Answers Solicitation: RFP 200-1229 CS

Residential Reentry Center and Home Detention services located in Memphis, TN

Question 1: Please provide the monthly historical RRC population and the historical Home Detention population for the Memphis area for the past 12 months.

Answer 1: The monthly historical RRC population and the historical Home Detention population are not listed during the solicitation of a requirement. The estimated inmate days listed in Section B are good faith estimates of the needs of the BOP.

Question 2: Line 0001 of the Schedule of Supplies/Services, page 3 of 43, indicates a guaranteed minimum of 25,500 (male) inmate days while lines 0001AB, 0001AC and 0001AD indicate 25,550 (male) inmate days. Please confirm line 0001 should indicate 25,550 (male) inmate days.

Answer 2: An amendment to the solicitation has been issued revising Section B, please check www.fbo.gov for the amendment.

Question 3: Except as indicated in question #2 above, the Schedule of Supplies/Services, page 3 of 43 indicates a guaranteed minimum of 25,550 (male) inmate days and 1,825 (female) inmate days and an estimated maximum of 32,120 (male) inmate days and 2,555 (female) inmate days for the base year and option periods two, three and four for Residential Reentry Center Services.

However, option period one, line 0001AA, indicates a different guaranteed minimum of 38,360 (male) inmate days and 2,740 (female) inmate days and a different estimated maximum of 48,224 (male) inmate days and 3,836 (female) inmate days for Residential Reentry Center Services. Similarly, line 0002AA, Home Detention Services for option period one indicates a guaranteed minimum of 8,220 inmate days and an estimated maximum of 19,180 inmate days while the base year and other option periods indicate a guaranteed minimum of 5,475 inmate days and an estimated maximum of 12,775 inmate days. Please advise if there is an error in the guaranteed minimum and estimated maximum figures provided for option period one, lines 0001AA and 0002AA or if the Government expects to need more services for option period one only.

Answer 3: An amendment to the solicitation has been issued revising Section B.

Question 4: Page 4 of 43 indicates the sixth and eighth bullet points on page 49 of the SOW are to be deleted (regarding the per diem rate for residents on home detention being one-half the regular per diem rate). This per diem rate information is also included on page 5 of 43. Please confirm it is the Government's intention to delete this information from page 5 of 43 also.

Answer 4: An amendment to the solicitation will be issued revising Section B.

Question 5: SOW, page 5 (Introduction), requires the contractor to notify the CO in writing of all litigation pertaining to this contract and provide copies of said litigation or any pleadings filed within five working days of the filing. In most instances, the contractor is not served with litigation within five days of the litigation being filed. Accordingly, we request to revise this sentence to require the contractor to notify the CO within five days of being served such litigation.

Answer 5: An amendment to the solicitation will be issued revising the statement of work to state that the contractor shall notify the CO within five days of being served such litigation.

Question 6: SOW page 13 (Employee Evaluation) - requires the contractor to develop written policies and procedures for an annual written performance review of each employee based on defined criteria. The results are discussed with the employee, and the review is signed by the employee and evaluator and maintained in the employee's personnel file. Is an electronic performance evaluation system in which the employee and evaluator sign the annual review electronically and records are maintained within the application acceptable?

Answer 6: An amendment to the solicitation will be issued revising the statement of work to state that the contractor may maintain paper or electronic records.

Question 7: SOW page 13 (Staff Training) - requires that prior to working with federal inmates all staff must receive training on their respective duties and responsibilities. The contractor will document the employee's understanding and participation, to include time and date of completion. A copy will be maintained in the employee's personnel file. Is it acceptable to maintain employee training records electronically in a learning management system?

Answer 7: An amendment to the solicitation will be issued revising the statement of work to state that the contractor may maintain paper or electronic records.

Question 8: SOW page 34, (Electrical Safety) #1: Ground Fault Circuit Interrupter (GFCI) requires all 110 volt single phase outlets in the laundry, kitchen and bathroom areas within 5.9' of a water source to be GFCI outlets. In resident rooms with toilets and sinks is it acceptable that all of the outlets be GFCI wired at the electrical panel or does each individual outlet need to be

GFCI?

Answer 8: It is acceptable that all outlets be GFCI wired at the electrical panel.

Question 9: SOW, page 43 (Referral and Intake Processing) - May the contractor maintain offender files, case notes and other forms electronically rather than on paper?

Answer 9: An amendment to the solicitation will be issued revising the statement of work to state that the contractor may maintain paper or electronic records.

Question 10: SOW, page 43 (Referral and Intake Processing) - Are electronically produced images acceptable rather than photographs?

Answer 10: An amendment to the solicitation will be issued revising the statement of work to state that the contractor may maintain paper or electronic records.

Question 11: SOW, page 84 (Food Services) requires the contractor to provide meals to offenders who work irregular hours and are not available at regularly scheduled meal times.

Currently, what is the standard method of providing irregular hours meals to these offenders? For this location, what is a typical percent of offenders who require irregular hours meals?

Answer 11a: There is no standard method of providing irregular hour meals to the offenders. The method of providing irregular hour meals is the business decision of a contractor.

Answer Part 2: Historical information for this topic is not maintained by the BOP.

Accurate percentage or rate for this topic has not been maintained because the percentages and rates will be based on the employment rates and average daily population of the RRC which fluctuate.

Question 12: SOW, page 84 (Food Services) - Please provide the current meal participation rates for this location.

a. Breakfast- Monday through Friday

b. Lunch- Monday through Friday

c. Supper- Monday through Friday

d. Brunch- Saturday and Sunday

e. Weekend supper- Saturday and Sunday

Answer 12: Historical information for this topic is not maintained by the BOP. Accurate percentage or rate for this topic has not been maintained because the percentages and rates will be based on the employment rates and average daily population of the RRC which fluctuate.

Question 13: SOW, page 85 (Food Services) - Special Menus or Diets, indicates the contractor will provide meals which meet diets required by confirmed religious preference, physician, or dentist. Currently, what are the most typical special diets and what percent of the offenders participate in the program at this location? Would the diet in the offender's transfer record be honored?

Answer 13a: Yes, the diet in the offenders transfer record would be honored.

Question 14: On average, what is the current percentage of offenders who take a sack meal to their job site for this location?

Answer 14: Historical information for this topic is not maintained by the BOP. Accurate percentage or rate for this topic has not been maintained because the percentages and rates will be based on the employment rates and average daily population of the RRC which fluctuate.

Question 15: Please define the typical religious diets and what percent of offenders participate in the programs at this location.

Answer 15: Historical information for this topic is not maintained by the BOP. Accurate percentage or rate for this topic has not been maintained because the percentages and rates will be based on the employment rates and average daily population of the RRC which fluctuate.

Question 16: Are there any requirements for any special holiday meals at this location, or would this be at the discretion of the contractor?

Answer 16: There is no requirement for any special holiday meals except for religious holidays and is the business decision of a contractor to provide any type of meals beyond what is required in the SOW.

Question 17: Section H – Special Contract Requirements, (H.1 Change in Key Personnel) page 15 of 43, the contractor is required to submit evidence that the qualifications of the prospective replacement key personnel are equal to or greater than the personnel vacating the position.

Because the vacating key personnel’s qualifications may exceed the minimum requirements set forth in the Statement of Work, we request to revise this section to require replacement key personnel to meet the qualifications in the Statement of Work.

Answer 17: Proposals that contain qualifications of Key Personnel that exceed the minimum requirements of the solicitation may be given a strength during the evaluation phase of the solicitation. A strength given for these qualifications could potentially be used in a tradeoff process of awarding a contract, as well as, factor into the decision of the Government to pay a premium to a contractor. For these reasons, the Government requires that replacement key personnel qualifications are equal to or greater than the personnel vacating the position.

Question 18: Are copies of the client notification letters and bank notification letters sent to the references and bank reference to be provided in Volume III - Past Performance Information? If so, please confirm these letters do not count against the 3-page limit per reference (not to exceed 15-page total).

Answer 18: These letters do not count against the 3-page limitation.

Question 19: Please provide the current per diem for the services required by the RFP.

Answer 19: Please refer to www.bop.gov for current per diem rates for Residential Reentry Center contracts.

Question 20: Page 4 of 43 indicates the sixth and eighth bullet points on page 49 of the SOW are to be deleted (regarding the per diem rate for residents on home detention being one-half the regular per diem rate). This per diem rate information is also included on page 5 of 43. Should this home detention per diem rate information also be deleted from page 5 or does the Government still intend the home detention rate to be one-half the RRC per diem rate?

Answer 20: An amendment to the solicitation will be issued to delete reference to the home detention rate to be one-half the RRC per diem rate.

Question 21: In Section B – Supplies or Services and Prices/Costs (page 3 of 43), the Quantity listed for line 0001AA (34,770) does not correspond with the guaranteed minimum and estimated maximum also listed in line 0001AA. In fact, the guaranteed minimums of 38,360 (males) and 2,740 (females) and estimated maximums of 48,224 (males) and 3,836 (females) in line 0001AA far exceed not only the amount listed in the quantity column but also the total quantities for every other contract year listed. Is the Government guaranteeing a minimum of 38,360 (males) and 2,740 (females) for RRC services for Option Period One? Will the Government be issuing a corrected Section B which lists 52,060 (48,224+3,836) in the Quantity column to be consistent with the methodology of the other amounts listed in the Quantity column?

Answer 21a: An amendment to the solicitation will be issued revising Section B.

Answer 21b: An amendment to the solicitation will be issued revising Section B.

Question 22: In Section B – Supplies or Services and Prices/Costs (page 3 of 43), line 0002AA, Home Detention Services for Option Period One indicates a guaranteed minimum of 8,220 inmate days and an estimated maximum of 19,180 inmate days which is significantly higher than the base year and all other option periods (which all list a guaranteed minimum of 5,475 inmate days and an estimated maximum of 12,775 inmate days). Is there an error in the guaranteed minimum and estimated maximum figures provided for home detention services in Option Period One, (line 0002AA) or does the Government expect to need more services for Option Period One only?

Answer 22a: An amendment to the solicitation will be issued revising Section B.

Question 23: Line 0001 of the Schedule of Supplies/Services, page 3 of 43, indicates a guaranteed minimum of 25,500 (male) inmate days while lines 0001AB, 0001AC and 0001AD indicate 25,550 (male) inmate days. Should line 0001 indicate 25,550 (male) inmate days?

Answer 23: An amendment to the solicitation will be issued revising Section B.

Question 24: On page 3 of 5 on the Supplies or Services and Prices/Costs if you look at 0001AA the number of beds jumps from 95 to 142 in the Supplies/Services column for that option year and the amount in the quantity column does not match???

Answer 24: An amendment to the solicitation will be issued revising Section B.

Question 25: The number of days that are on the price sheet are not the same as what you have listed in the pre-solicitation notice. On the price sheet Option Period 1 has a min of 36,360 male and 2,740 female and the max is 48,224 male and 3,836 female but on the pre-solicitation notice it has option 1 has a minimum of 27,450 and a max of 34,770.

Answer 25: An amendment to the solicitation will be issued revising Section B.

Question 26: Section B, Page 5 of 43 states:

*Services are required primarily for full-time resident inmate days; however, a percentage of total estimated inmate days may be used for live-out programs. The number of "Total Estimated Inmate Days" is broken down into the following categories and estimated percentages:

Fixed price per Regular Inmate days: 80 percent Home Detention Inmate days: 20 percent Furloughed Inmate days: Less than 1 percent

Should this language be removed since the contract has been restructured with separate Line Items for RRC Beds and HD Placements?

Answer 26: An amendment to the solicitation will be issued revising Section B.

Question 27: Section B, the guaranteed minimum and estimated maximum quantities for Line Items 0001AA and 0002AA appear to be off compared to those of the other Line Items. Please clarify or amend.

Answer 27: An amendment to the solicitation will be issued revising Section B.