CAR_15_Questions_combined_07_29_2013.pdf

RFP-PCC-0022

CAR 15

Responses to Attachment J-12

Question Submittal Form

1. Introduction:

The PWS states "The contractor is prohibited from constructing any additional bed space or facilities at the contract location after award without the prior written approval of the CO." Since the PWS allows construction, expansion or renovation as long as it does not interfere with or delay the arrival of the inmates (see page 2, lines 13-14), please confirm that the above statement only refers to any construction after contract award that was not included as part of the proposal.

Response: Yes, the statement only refers to any construction after contract award that was not included as part of the proposal.

The RFP indicates that the institution shall include a Special Housing Unit (SHU) with a minimum capacity of 100 beds which shall not be included in the 115%. So no matter what bed capacity a bidder proposes, please clarify that a minimum of 100 SHU beds is required.

Response: This is correct. The BOP is requiring a segregation unit that has a capacity of 100 beds. These beds shall not be included within the 115% nor will they house general population inmates.

Will the BOP please clarify when a Facility will begin accepting inmates?

Response: The BOP anticipates issuing the Notice to Proceed for one requirement on 06/01/2015 and for the other requirement on 04/01/2016.

Regarding an activation schedule, what date should offerors use for contract commencement?

Response: The BOP anticipates that one requirement will begin on 06/01/2015 and one requirement will begin on 04/01/2016.

When does the BOP anticipate making award for this Solicitation?

Response: The BOP anticipates making award no later than 150 days before the issuance of the NTP.

2. SECTION B. General Administration, PAGE: 9, Lines: 23-28

This section states: "The contractor is required to perform in accordance with the most current edition of the ACA/ACI Standards. The contractor shall obtain ACA accreditation within 24 months of the NTP and shall maintain continual compliance with all ACA/ACI Standards during the performance of the contract unless otherwise specified by the CO."

Would the BOP consider revising this language as follows?

"The contractor is required to perform in accordance with the most current edition of the ACA/ACI Standards. The contractor shall obtain ACA accreditation within 24 months of the NTP and shall maintain ACA accreditation for the duration of the contract."

We respectfully note that as ACA does not require 100% compliance with non-mandatory standards in order to achieve and maintain accreditation, that the suggested language is the language we typically see industry wide.

Response: The language will remain as written in the Performance Work Statement (PWS).

3. Section B. General Administration, Page 10-11, Lines 42- 44 and 1:

The contractor is required to notify the CO/COR in writing of all litigation pertaining to this contract and provide copies of any pleadings filed or said litigation 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/COR within five days of being served such litigation.

Response: The BOP prefers to leave this language as it is written, however, consideration may be granted on a case by case basis.

4. Section C PWS, page 1/2:

Page 1 of 78 indicates that one award would be restricted to the Northeast; the second proposed facility (ies) may be located anywhere in the continental United States. Page 2 of Section C indicates that one award would be restricted to the Northeast, with the second proposed facility (ies) will be possible outside of the Northeast.

The two references to site locations are somewhat confusing. Can the BOP please clarify if multiple awards could be made within the Northeast states?

Response: We are requiring one award in the Northeast. If a proposed facility that is competing for requirement B (anywhere in the continental United States), is the overall best value, and is located within the Northeast, then the BOP will award to that facility.

Page 2, Are the 100 segregation beds included in the 2,000 bed maximum?

Response: No. The BOP is requiring a segregation unit that has a capacity of 100 beds. These beds shall not be included within the 115% nor will they house general population inmates.

5. SECTION C PWS, O. Health Care, Paragraph 7, Preventative Health Services (page 52, line 8):

“The contractor shall provide preventative health care to include immunization and medical screening procedures consistent with those recommended by the United States Preventative Health Task Force.” Please clarify what immunizations would be required to be made available to the inmate population. Is a list of current immunizations recommended by the U.S. Preventative Health Task Force available?

Response: All immunizations will be provided in accordance with CDC guidelines and guidance from the Medical Director.

6. SECTION D. Personnel, PAGE: 19 Lines: 8-10

A minimum of 5% of the overall staff complement and 50% of the intelligence staff are required to be Spanish speaking.

We request that the language be revised to define intelligence staff to include the positions of SIS Lieutenant and STG Officer for clarity.

Performance Work Statement (PWS). The contract requires one position dedicated to intelligence operations (referred to as the Intelligence Officer). Offerors may determine additional staff needed in the Intelligence department based upon population size or demographics. The titles of any intelligence staff beyond those required by the contract are at the discretion of the offeror.

7. SECTION D. Personnel, PAGE: 21-22 Lines: 31-2

The contractor is required to identify and submit to the COR for approval on a quarterly basis, a list of staff who work on non-BOP contracts who may respond in the event of an emergency. A) We request that this language is revised to clarify that the list of staff required to be submitted for approval are the members of the SORT team capable of responding within 72 hours of the emergency. In the event of an emergency requiring SORT presence from members who can respond in more than 72 hours, such staff would be submitted for approval on a case by case basis. B) Based upon the fact that there are circumstances where it may be necessary for emergency response staff to remain at the facility to provide assistance for extended periods of time, we request to remove the language in line 40 of the PWS, page 21 that places a two-week limitation on the time emergency response staff may have access to the facility.

C) We request to revise the last sentence to allow emergency response staff to be used in positions on the staffing pattern as approved by the BOP based upon coordination with the BOP on the specific plan for how these staff would be used. D) Can contractor use its own instructors to provide the required training on BOP PS 5566.06, Use of Force and Application of Restraints for the SORT Team?

Response: A) The language will remain as written in the Performance Work Statement (PWS). The list of staff required to be submitted for approval is not limited to members of a SORT Team. The list may be any staff who works on non-BOP contracts that the contractor deems appropriate to provide immediate response during an emergency. The intent of this requirement is to ensure any staff not assigned to the contract who the contractor may wish to use in response to an emergency, have the necessary background clearance and training completed in advance of an emergency in order not to delay their ability to provide assistance. Should an emergency last more than 72 hours, the BOP would have additional time to conduct clearances for staff other than those on a “first responder” list. The purpose of this requirement is to facilitate a quicker initial response during an emergency situation by having the staff pre-approved to enter the facility.

B) The language will remain as written in the Performance Work Statement (PWS). A period of time longer than two weeks would require additional training of BOP contract responsibilities.

C) The language will remain as written in the Performance Work Statement (PWS). The responding staff should not be used on the staffing pattern because they are not cleared to work on the contract. The list of staff who may respond to the emergency are only to address the emergency and not to conduct regular business.

D) Yes, it is expected the contractor appropriately train their own staff. The BOP does not provide use of force training.

8. SECTION E. Training and Staff Development, PAGE: 24-25 Lines: 42-15

The contractor is required to participate in joint mock exercises with the BOP. We request that this language is revised to clarify that the joint exercises will be scheduled in advance allowing staff to participate during normal work hours and that the exercises will take place onsite at the facility.

Performance Work Statement (PWS). However, it is the BOP’s intent to work jointly with the contractor to schedule and conduct mock exercises at a time convenient to both the contractor and the BOP.

9. Section I Security and Control, Inmate Transportation (page 35):

The RFP indicates that the contractor is responsible for the movement/transportation of all inmates within a 400-mile radius of the contract facility. Does the contractor’s responsibility include initial transfer of inmates to the facility and final transfer of inmates from the facility on the contract completion date?

Response: Yes, the contractor is responsible for the movement/transportation of all inmates within a 400 mile radius of the contract facility.

10. Section L.2, Proposal Preparation Instructions-General, Page: 61 of 78:

Under Section L.2, the proposal instructions state, “Unless explicated stated otherwise, the proposal text shall be typed … on 8 ½ x 11 inch paper”. Will the BOP allow for a larger paper size such as 11 x 17 for the submission in order to ensure the legibility of graphic illustrations such as organization charts, activation schedules, etc?

Response: 11 x 17 inch paper will be acceptable only for the submission of graphic illustrations such as charts. Unless specifically stated otherwise, the proposal shall be on 8 ½ x 11 inch paper.

11. Section L.2, Proposal Preparation Instructions-General:

The front cover of each binder is required to be labeled either Requirement A or Requirement B; however the two requirements are not designated alphabetically in the RFP.

Please confirm Requirement A is for facilities located in Ohio, Michigan, Pennsylvania, Delaware, New Jersey or New York and Requirement B is for facilities located anywhere in the continental U.S. (as indicated in the Pre-solicitation notice).

Response: This is correct. Requirement A is for facilities located in Ohio, Michigan, Pennsylvania, Delaware, New Jersey or New York and Requirement B is for facilities located anywhere in the continental U.S. (as indicated in the pre-solicitation notice).

12. Section L.3, Proposal Preparation Instructions- Volume #1:

Offer and Other Documents:

The RFP requests half-size conceptual design prints of architectural floor plans for each renovated expanded or newly constructed building….

What is considered or allowable “newly constructed buildings” if the RFP requires an “existing correctional center”?

What percentage of new construction is allowed under this Solicitation?

Response: Section L, Volume 2-B Technical Proposal, B.7., reads: “Submit half-size “conceptual design” prints (scale of original document: 1/8" = 1 foot) of architectural floor plans for each renovated, expanded or newly constructed building if applicable showing:…”

An existing facility is defined as a secure facility which was complete and ready for occupancy prior to the date the Pre- Solicitation Notice was released. Any construction, expansion, or renovation must not interfere with or delay the arrival of inmates as required by the solicitation/contract. The solicitation does not state a percentage of allowable new construction.

13. Section L.4 A.2 Organizational Structure:

In the event an offeror proposes multiple facilities, will the page limit of the Organizational Structure section of

Volume 2A be increased to allow for a one page narrative, corporate organizational chart and an organizational chart of each facility proposed?

Response: Yes.

Also, Section L outlines the requirements for contractors to submit more than one proposal under this solicitation.

As stated, only Volumes 1, 2-B, and 4 require site specific proposals. Further Section L.4.C states that, “Offerors may not identify multiple locations in a single proposal.”

However, Volume 2A requires contractors to submit a diagram detailing “the corporate and facility lines of authority for this effort”, and proof of Arrest and Use of Force Authority. These diagrams and documentation would be specific to each site proposed. Would the BOP consider allowing vendors to submit site specific information in these sections as well as increasing the page limitation to accommodate documentation for multiple sites?

Response: The BOP’s intent with regard to the Offerors may not identify multiple locations in a single proposal is that each proposal must stand alone. The language requiring a single volume 2-A, is to ensure offerors do not submit redundant information if more than one location is proposed. If an offeror is offering multiple locations and the factors in 2-A apply to all of those locations, the offeror is to submit only one volume 2-A for the organization.

If multiple sites are offered, a 2-page limitation per additional site will be used for site specific information with the exception of Volume 2-A Organizational Structure which will be limited to a one page organizational chart of each facility proposed. The offeror is still responsible for the total amount of copies required for each location offered as outlined on page 61 of the solicitation.

14. Section L.4 B.2 Institution Operations:

In the event an offeror proposes multiple facilities the required information regarding arrest authority and use of force authority for the jurisdiction of each facility proposed could require much of the space allotted to the Institution Operations section of Volume 2A. Would the BOP consider exempting the arrest authority and use of force language in the page limit for this section?

Response: See response to question 13.

15. Section Attachment J-19, PAGE: 1:

Will the BOP supply BigFix Security Agent and GuardianEdge encryption software for all necessary PCs? If so, we request that on Attachment J-19, page 1, the following sentence be added to the end of that list: “Licenses for BigFix security agent and GuardianEdge encryption software Version 8.2.”

Response: Yes.

16. General Question:

In the interest of transparency and fairness it is important for a proposer to know with certainty the point of finality in the proposal/pricing process. Can you confirm that there will be only one Best and Final submission requirement?

Response: No, although the contracting officer is required to request Final Proposal Revisions from all offerors still in the competitive range and to establish a common cut-off date for receipt of those revisions, FAR 15.307(b).

17. General Question:

The solicitation states that two NTP’s will be sent out;

one on June 1, 2015 and another on April 1, 2016. Which date applies to the facilities in the Northeast and which date applies to facilities located outside the Northeast?

Response: This solicitation was issued as a re-compete for services required in the Northeast United States. The BOP anticipates that one facility will fulfill this need. All potential offerors must specify whether their proposal will be competing for requirement A or requirement B.