Pre-Bid_Minutes_1282AT18R0005,_12272017.pdf

United States Department of Agriculture Forest Service

Rocky Mountain Acquisition Management

2150 Centre Ave., Bldg. E Fort Collins, CO 80526

Pre-Proposal Meeting Minutes 1282AT18R0005 | ARNFPNG Sign Language Interpreting Services Multi-Year | Page 1 of 4

File Code: 6320 December 27, 2017

MEMORANDUM FOR RECORD

SUBJECT: Pre-Proposal Meeting Minutes – Solicitation No. 1282AT18R0005, ARNFPNG Sign Language Interpreting Services Multi-Year

1. Venue: Teleconference No. 1-888-844-9904, Access Code 293-2330#

2. Date, Day: 30 November 2017, Thursday

3. Time: 1000-1100 HRS, MT

4. The following were present from the USDA Forest Service:

a. Contracts Specialist, Klenise Wallace, klenisewallace@fs.fed.us

5. Representatives of the following companies attended the Pre-Bid Conference in person:

Mike Trotter – Target Linguist Nisar Nikzad – Translation Excellence

6. The queries raised table below reflects the questions asked by potential bidders during the pre-bid meeting held on 30 November 2017 and any addressed since the opening of the solicitation through the minutes posted on FBO today (27 December 2017).

Sr. Query Raised Reply/Clarification

1. Is this a new requirement or have these services been provided by another contractor or government agency in the past?

This is a new requirement. Similar work has been performed in the past, maintained under annual purchase orders.

2. If so, how many current interpreters providing these services are already in place and have the right of first refusal to join the contract awardee?

None.

3. [52.222-17, Nondisplacement of Qualified Workers (May 2014) (E.O. 13495). Flow down required in accordance with FAR clause 52.222-17]; 52.207-3 Right of First Refusal of Employment (MAY 2006) (Solicitation p10)? I am not sure how to answer this question.

FAR 52.207-3 has been removed under amendment 2 from Section VII. Clauses, of the solicitation as it was originally incorporated in error.

FAR 52.222-17 is a flowdown under 52.212-4 and was never checked in the original solicitation.

4. If an existing contract is already in place, what is the length of time allocated for a phase-in, phase-out period?

There will be no phase in/phase out period applied. Upon award of the BPA, the new contractor will be expected to perform upon call.

5. What is the annual estimate for the number of hours required to support this contract?

Original Response: There is no estimate for the number of hours required to support this contract.

Modified Response: The approximate number of hours is not expected to exceed 300 hours annually. This change has been applied to Section III. Purchase Limitation of the BPA solicitation terms and Section 1.0 General Scope of Work of the

PWS.

6. Where do you anticipate that most sessions will be held? Original Response: None Modified Response: Most Assignments will take place at 101 Highway 103, Idaho Springs, CO 80452. This change has been incorporated under Amendment 2 of the solicitation and is applied under Section I. Description of Agreement and Section X. Additional Info/Special Requirements of the BPA solicitation terms and Section 1.0 General Scope of Work of the PWS.

Rocky Mountain Acquisition Management

2150 Centre Ave., Bldg. E Fort Collins, CO 80526

Pre-Proposal Meeting Minutes 1282AT18R0005 | ARNFPNG Sign Language Interpreting Services Multi-Year | Page 2 of 4

Sr. Query Raised Reply/Clarification

7. Will the government consider a guaranteed minimum number of hours per session, for example a minimum of two hours at the Fort Collins office or a three hour minimum for services in either of the national parks in order to cover the required drive time in lieu of a mileage reimbursement?

Yes. The guaranteed minimum is two hours, no matter the location. This can be found under various items in Section 5 of the PWS.

8. Does the identification requirement refer to any government identification, such as a state driver’s license, or does the government intend to issue a USDA or Forestry Service specific photo ID? “Upon arrival at initial assignment, the interpreter will be required to provide the Government POC identification” (in the form of a photo issued Government Identification Card). (PWS p.8)

A State driver’s license is suitable to fulfill this requirement.

9. Does the government dictate that the contractor provide the specific fringe benefits indicated given the part-time nature of this work? PWS Para 5.10, p. 10 **FRINGE BENEFITS: Life, Accident and Health Insurance and Sick Leave Programs - 5.1 percent of basic hourly rate. Paid Holidays - 10 per year: New Year's Day, Martin Luther King, Jr's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Vacation - 13 days paid vacation per year up to 3 years of service, 20 days after 3 years of service, and 26 after 15 years of service. Retirement - 7 percent basic hourly rate.

(PWS, Para 5.11, p.9)

No, the Government will not dictate fringe benefits in the performance of this agreement. The language pertaining to fringe benefits on the PWS has been removed under Amendment 2 of the solicitation.

10. Would the government be willing to accept responsibility for dictating the required arrival time and resources (escort required or not) taking into consideration any requirements to complete security screening as the government is probably better suited to estimate the time required for any given location under its department? (PWS 5.14 Escorts on USDA Forest Service Premises When an escort is required for building access, the person requesting services is expected to address those needs. The Contractor is expected to notify the requestor in the confirmation notice if an escort is required. The Contractor is required to obtain primary and alternate contact information as part of the request and to confirm as necessary. The Contractor is also expected to arrive sufficiently early to clear security prior to the start time of the request.)

No. Interpreters are to arrive at the detail between 15 and 20 minutes prior to the start of their assignment, which will allow them time to get through security check points (when applicable), be given instruction on where they will sit, receive the agenda/topic, ID verification and sign in. This is affirmed under Section 5.5 of the PWS and the language under 5.14 has been adjusted under Amendment 2 of the solicitation.

11. May the contractor retain the option to attend quarterly meetings via telephone conference or Skype or does the contractor have to attend in person? (PWS 8.7.1 Quarterly Meetings The COR, Agency POC, End- Users, and the Contractor shall meet every quarter to discuss the results of a quality review of services provided by the contractor).

No. Meetings must be attended in person. However, the quarterly meetings have been adjusted to bi-annual meetings under Amendment 2, which is reflected under Sections 7.0 Bi-Annual Activity Report for Overall Contract and 8.7.1 Bi- Annual Meetings.

12. Who are the authorized representatives of the Arapaho Roosevelt National Forest? Will a list of these personnel be provided to the contract prior to the beginning of the performance period? (Solicitation Para I, p.5)

Aside from the Contracting Officer, there is one authorized COR for the Parent BPA. BPA calls will be assigned a contracting officer representative. If assignment is for anyone other than the COR, refer to Section 6.3 of the PWS, at which time a list and profile will be provided.

Rocky Mountain Acquisition Management

2150 Centre Ave., Bldg. E Fort Collins, CO 80526

Pre-Proposal Meeting Minutes 1282AT18R0005 | ARNFPNG Sign Language Interpreting Services Multi-Year | Page 3 of 4

Sr. Query Raised Reply/Clarification

13. What are the entrance fees for any of the parks or parking fees at any of the park offices, if any?

None. We will waive the fee for the interpreters. Will need to know the interpreters name and their vehicle info.

14. What is meant by “Fee for Scheduling Services (Outside of Colorado)?” Is this item based on the number of hours performed by the interpreters outside of Colorado i.e. an add on fee to the base interpretation cost or is this fee to be based upon the administrative hours performed by the contractor in making airline reservations, hotel reservations, etc.? (Solicitation Para III, p.6)

This hourly flat rate pertains to interpreting services outside of Colorado, whether an Interpreter needs to travel with the end user or has a sub-contractor at the destination. The Contractor’s hourly fee should consider overhead costs, the interpreters’ hourly wage, etc. Travel cost (hotel, mileages, airline, etc.) will be paid at cost in accordance with Federal Travel Regulations and per diem rates.

15. Does the requirement for contractor provided automobile insurance specifically apply to this contract if only the privately owned vehicles (POVs) of the interpreters are used and, therefore, already covered by the mandatory insurance of the state of Colorado? Or was this paragraph intended for general use in contracts when contractor vehicles such as construction trucks are required? (Solicitation, 452.228-71 Insurance Coverage. (NOV 1996), p41)

Insurance coverage in the solicitation is coverage for personnel.

It is not related to driver’s insurance although any interpreter operating a privately owned or company vehicle should have auto insurance. Auto insurance coverage is not dictated by the Government.

16. Is this a set service or as needed basis? This is a service as needed (on demand).

17. Sign language services are to shadow an employee? No. This service entails more than “shadowing” an employee.

Please refer to the PWS.

18. What areas of expertise are the ASL interpreters required to have? (accounting, administration, etc) Specific areas of expertise are not required aside from the possibility of being bi-lingual (usually Spanish) or having some legal background. The interpreter is not acting as an agent of the Government. Refer to the PWS.

19. Whether companies from Outside USA can apply for this? (like,from India or Canada)

Any company that meets the criteria specified in the solicitation may submit an offer. Any company that does not meet the minimum criteria (e.g. set aside status), will be notified in writing when the CO reviews the proposal for initial responsiveness.

20. Whether we need to come over there for meetings? Qualified interpreters must attend all meetings in person and be available within 48 hours of notification in order to be considered responsive to the on-demand criteria for this projected contract/BPA. Reference Section 5.0 Management / Scheduling of Services of the PWS.

21. Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

No tasks can be performed outside the U.S. unless the employee(s) the task/assignment applies to is required to travel outside the U.S. and requires the services of a qualified interpreter. In that rare case, the qualified interpreter will be able to claim at cost travel expenses in accordance with travel reimbursement guidelines specified in the solicitation terms and PWS. It is also acceptable for the contractor to align partners to fulfill the assignment as long as the Contractor has received the Governments vetting and approval of the Subcontractor documented on the Subcontractor Approval form.

22. Can we submit the proposals via email? All proposals will be required to be emailed in response to the formal solicitation. Reference Section XI Instructions to Offerors of the BPA solicitation terms.

23. Our solution would be available via video remote. Would the government consider that as a solution? It is on demand.

For the purpose of this solicitation and given what we know to be true regarding the Government’s internal capabilities, we require an e-copy of the offeror’s proposal be sent via email in accordance with Section XI Instructions to Offerors, of the BPA solicitation terms to ensure proper accountability and documentation. The Government will not accept the video solicitation response at this time.

24. Would the bid consider a video remote platform for contracting? I just want to make sure that you are not only considering local vendors.

This question seems very similar to No. 23. This solicitation is not limited to only local vendors but we do require a more traditional format for receipt of proposals (received via email in accordance with Section XI Instructions to Offerors of the solicitation terms) in response to this solicitation.

Rocky Mountain Acquisition Management

2150 Centre Ave., Bldg. E Fort Collins, CO 80526

Pre-Proposal Meeting Minutes 1282AT18R0005 | ARNFPNG Sign Language Interpreting Services Multi-Year | Page 4 of 4

7. The meeting ended with clarification regarding proposal submissions. The meeting was adjourned at approximately 1115 HRS MT.

8. Minutes of the pre-bid conference and any applicable amendments of the solicitation shall be published on the website, FedBizOps (https://www.fbo.gov/). Offerors should regularly visit the FedBizOps website for updates.

9. The cutoff for questions pertaining to the subject solicitation is 1300 MT, 10 January 2018. All inquiries must include the solicitation number in the subject of the email.

10. Proposal are due by 1300 MT, 12 January 2018. Tips for Submittal:

a. Read the solicitation carefully and ensure that proposals include all documents specified in Section XI, Instruction to Offerors.

b. All sections are required to have title pages. An example has been provided for offeror reference.

c. Proposal submissions must include the solicitation number in the subject of the email(s) and contractor name. (e.g. Proposal Response: AG-82AT-S-17-0006, ABC Company)

Should there be any further information/clarification required, email(s) should be sent to klenisewallace@fs.fed.us and jwedlock@fs.fed.us.

Sincerely, Klenise S. Wallace Contract Specialist cc:

FS Contracting Officer Representative, Josie Wedlock FS Contracting Officer, Christina Cook