RFQ AMENDMENT 1_12RADZ24R0002_Translation Services for USDA Puerto Rico.pdf

RFQ AMENDMENT 1, #12RADZ24R0002 – Transcription, Translation, & Interpretation for Services for USDA San Juan, Puerto Rico

This RFQ Amendment 1 is for Solicitation #12RADZ24R0002 to respond to Vendor Questions received prior to August 23, 2024, and attach updated Statement of Work (SOW) dated August 26, 2024.

Questions & Responses:

1. Is there any incumbent/recompete or this is a brand-new project?

a. NO incumbent, this is brand-new acquisition no award number.

2. Is this a new requirement/recompete? Also able to share the current budget and price?

a. Yes, this is a new requirement. There are no funds available at the moment but each Call Order will have specific language requirements and be priced prior to award. Vendor is allowed to use the Price Sheet as a tool for quote submission.

3. What is value of the previously awarded contract?

a. As mentioned above, this is brand-new acquisition, no historical pricing.

4. Clarify the unit for 1,000. Is the unit measured in the number of requests or task orders?

a. Yes, each individual Call Order/task order will have more defined specifics but an estimate is around 1,000 words. Vendor encouraged to use the provided Puerto Rico pricing tool to input rates for unit price, hourly/each word/day.

5. Is it possible to bid on selected pool of services on this RFP? For example ASL remote?

a. Vendor should provide full in complete quote as described in solicitation

#12RADZ24R0002, remote services as optional if recommended.

6. Could you confirm whether transcription services are required as part of this contract?

a. Yes, as noted in the solicitation, SOW dated August 15, 2024, sections 5 and 6 state transcription services required.

7. Could you confirm if ASL or any other languages should be included?

a. Vendor should include ASL in submission of quote for review.

8. What is the submission deadline? The solicitation has deadline on page 11 of 8/29/24 while SAM stated 9/9/24. Please clarify the accurate submission date of solicitation.

a. Clarification, Vendor quote submission deadline is as stated in solicitation box 8 and disregard page 11 quote date of 8/29/24-that date was an incorrect typo, and SAM.gov states, Monday, 9/9/2024, 12pmEST. Quotes due by or before 9/9/24.

9. Is it mandatory for the bidder to have an office in Puerto Rico?

a. Yes, vendor is to be located in the Puerto Rico area as described in section 3.

10. Will USDA provide submission guidelines including page limit and any formatting requirements?

a. No specific page limit or formatting requirements prefer, pdf documents, word documents, excel documents must be emailed and consolidated.

11. Does the solicitation plan on using any active GSA Price Schedules?

a. This is a stand-alone new acquisition for award; however vendor can review GSA

#47QRAA24D001H for example of past similar acquisition rates.

12. Is there an anticipated volume for each service required in the solicitation? If so, what is the volume will be for each?

a. TBD, each Call Order will specify further details as the needs arise. No previous history so this requirement has some unknowns.

13. Approximately what percentage of the work is expected to be allocated to each of these service categories? (reference SOW Section 6a)

a. Unknown right now, TBA at each Call Order.

14. Will the Government provide necessary equipment and software for the linguists to perform work on-site, or is the contractor expected to provide their own laptops/equipment even when working at USDA office?

a. Vendor expected to use their own laptops/equipment, unless Call Order specifies contractor onboarding and issued Government furnished property in the Call Order.

15. Why would the USDA need the linguists to transcribe and/or translate content on-site?

a. USDA/RD/PR office hosts events by the State Director and may have guests needing Spanish Translation. Vendor shall provide in person English to PR Spanish dialect translation as needed for non-speaking English guests to understand.

16. Over-the-phone interpreting is typically not done in-person. Interpreters provide interpretation over the phone remotely, can you clarify?

a. Requirement for in-person translation as described in section 9(c). Further details to be described in individual Call Order, unknown at this time.

17. What video conferencing platform does USDA/RD/PR currently use or prefer (e.g.

Zoom, Microsoft Teams).

a. USDA/RD uses and prefers Microsoft Teams.

18. Approximately how many printed translation reproductions do you anticipate requesting on monthly or annual basis?

a. TBD, unknown at this time but will be further described in each Call Order.

Vendor encouraged to include costs of printing and shipping in quote.

19. Are there any specific requirements around the printing, such as paper type, binding, color vs black and white that we should be aware of?

a. No, TBA at each Call Order.

20. Approximately what percentage of requests do you anticipate will require expedited turnaround?

a. TBA at each Call Order, unknown at this time.

21. Ae there any specific data security certifications, standards or technologies that

USDA/RD/PR requires or prefers the vendor to have in place?

a. No specifics, refer to updated section 14 of the SOW.

22. What kind of events does USDA expect to use IR equipment for?

a. None known at this time.

23. Who is the incumbent contractor? What is the current contract number?

a. Not applicable.

24. What is the dollar value of the current contract?

a. Not applicable.

25. What’s the average number of units required per event?

a. TBD, unknown at this time.

26. What is the Government’s process for distributing task orders?

a. The Government will send out individual RFQs for each Call Order that has specific language requirements detailed.

27. What will be the scope and duration of the task orders released? Will they cover one assignment, one month, one year, one location, etc.?

a. This will be further explained in each Call Order.

28. Will the government accept ATA certification or other certifications in lieu of the listed acceptable certifications for some of the required languages?

a. Will consider, vendor recommended to submit with quote for review.

29. What is the expected number of call orders for the first 12 months?

a. Unknown at this time. TBD

30. How many employees does the Government require for this contract?

a. This will be identified in each Call Order.

31. Are the employees Part-Time or Full Time?

a. Hourly rate.

32. What type of certifications does the government require for the translation services?

a. Vendor recommended to submit certifications with quote that will be used for staff.

33. Would employees need their own transportation?

a. Yes.

34. Will the government provide cost-reimbursable (mileage, tolls) for employees?

a. Yes.

35. What is the work schedule for employees?

a. No set work schedule, each Call Order to identify.

36. Does the company need to be headquartered in San Juan?

a. No, but must have physical office located in Puerto Rico.

37. With respect to the sentence “the total value of each order may not exceed $10,000- “ is this each instance? Each day? Each year ?

a. Each Call Order.

38. With respect to the “buy American certification” what would this look like ?

a. It will say Made in USA.

39. With respect to the quantity of 1,00 units- what does this mean? Personnel? Equipment?

a. Estimate 1,000 words to be translated, further, to be detailed in each Call Order.

40. Would there be an extension for companies to respond?

a. No, quote is due 9/9/24.

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US Department of Agriculture (USDA) / Rural Development (RD)

TRANSCRIPTION, TRANSLATION, & INTERPRETATION

STATEMENT OF WORK (SOW)

USDA/Rural Development San Juan, Puerto Rico

Revised August 26, 2024

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1. SUMMARY

The U.S. Department of Agriculture (USDA) Rural Development (RD) San Juan, Puerto Rico (PR) office requires linguistic transcription, translation, sign language and interpretation services to support ongoing translation and documentation translation support. The PR office is looking to obtain a qualified vendor to perform language support services on an as-needed basis under a blanket purchase agreement (BPA).

2. PERIOD OF PERFORMANCE

The period of performance includes a one-year base period and four, one-year, priced, option periods to be exercised unilaterally at the USDA/RD/PR sole discretion given greater than 60 calendar days' written notice to the vendor. Any order off the BPA must take place during the period of performance. USDA/RD/PR may cancel the BPA at any time. USDA/RD/PR may notify the Vendor at least 60 days in advance when cancelling the BPA. Additionally, BPA cancellation does not release the Vendor from the duty to continue performance for orders in process. Thus, ongoing orders must continue even if the BPA is cancelled.

Base Period: XX/XX/2024 to XX/XX/2025 (to be determined at time of award) Option Period One (1): XX/XX/2025 to XX/XX/2026 (to be determined at time of award) Option Period Two (2): XX/XX/2026 to XX/XX/2027 (to be determined at time of award) Option Period Three (3): XX/XX/2027 to XX/XX/2028 (to be determined at time of award) Option Period Four (4): XX/XX/2028 to XX/XX/2029 (to be determined at time of award)

3. BPA TYPE

The USDA/RD/PR anticipates awarding a BPA to a Vendor who shall have a physical office located on the island of Puerto Rico for the fulfillment of the requirements included in this SOW. This ensures any immediate physical, on-site, or in office interpretation is required on Puerto Rico, they will be centrally located. If funding is available, the PR Contracting Officer's Representative (COR) may direct the Vendor to complete a task through the placement of an order without involvement from the Contracting Officer (CO), using a form provided by USDA/RD/PR. This form will be the only form completed by USDA/RD/PR in placing an order, meaning the USDA/RD/PR will NOT use or complete any vendor-provided form(s) in the placement of an order; any intake/request forms required by the Vendor are the burden of the vendor to complete. In response, the Vendor will propose an appropriate level of effort for fulfilling the order in accordance with the contract fixed unit rates. The COR may then approve the level of effort for the order and direct the Vendor to begin work. The total value of each Call Order may not exceed $10,000, including any cost-reimbursable travel expenses across Puerto Rico unless approved by the COR. The COR and the vendor must collaborate to accurately track the total amount of any orders placed to ensure adequate funding is available for future orders.

4. BACKGROUND

The USDA/RD San Juan, Puerto Rico office is a federal agency with multiple programs available to the rural public in PR. The office promotes economic development by supporting loans to businesses through banks, credit unions and community-managed lending pools. They offer loans and grants to eligible individuals, businesses, and communities, encouraging homeownership, growth in business and manufacturing, and community well-being.

USDA/RD/PR offers offer technical assistance and information to help agricultural producers and cooperatives get started and improve the effectiveness of their operations. They are also

3 | P a g e committed to helping improve the economy and deeply committed to improving the economy and quality of life in rural Puerto Rico.

5. OBJECTIVE

The objective of this BPA is to provide transcription, translation, and interpretation services to support the PR State Director, Deputy, the San Juan office, and their affiliated RD offices.

6. SCOPE OF WORK

(a) Language support services are defined as follows:

i. Consecutive interpretation: listening to English and orally converting to Spanish, respectively:

i. In-person

ii. In-person (sign language)

iii. Telephonic

iv. Video remote (Microsoft Teams)

v. Documents/brochures

ii. Transcription: rendering English audio and or video recordings into written Spanish language as required.

iii. Translation: replacing written, English text (i.e., USDA brochures, documents or legal documents) into equivalent written Spanish language (translation-transcription).

iv. All interpreters (to include sign language), transcriptionists, and translators must ensure all spoken Puerto Rican Spanish words and gestures during an outing, event, etc., are produced accurately and efficiently for local PR audience in attendance or in office support to understand.

(b) Personnel must be able to analyze large amounts of Spanish information to and from

English, vice versa. The transcriber or translator will provide direct findings and translations clearly and concisely in formats specified by the USDA/RD/PR office.

(c) Document translations, audio and video transcriptions, and linguistic support that ARE

NOT in real-time may be performed at the vendor’s site or in the USDA/RD/PR office if office space is available. If Government equipment furnished (laptops), this will be described in each Call Order. Vendor is expected to provide necessary equipment for services.

(d) The vendor must provide professional, qualified, transcribers, translators, and interpreters for Puerto Rican dialect Spanish. The transcribers, translators, and interpreters are also required to be fluent and highly proficient in English and Spanish.

The transcribers, translators, and interpreters must be familiar with both formal and casual modes of communication, including PR colloquialisms and PR slang expressions.

i. The vendor must be able to perform transcription, translation, and interpretation services that are factually accurate without omissions or additions. They must be able to interpret, translate, and transcribe case related source information from USDA provided document into the PR Spanish dialect. The source information from USDA/RD/PR may be contained in the following formats: typed and hand-written documents, emails, videos; and audio recordings.

ii. United States citizens, by birth or by naturalization.

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(e) Interpreters might be required to provide on-site services and throughout the island of

Puerto Rico. The travel expenses incurred while in performance of the contract will be reimbursed to the vendor.

(f) The transcribers and/or translators may be required to assist USDA/RD/PR office personnel to communicate with customers in the offices and off site throughout the island.

7. TRAVEL

(a) Travel and hotel accommodations within Puerto Rico may be required during the term of the contract. All travel must be made in accordance with all federal travel guidelines and regulations. It is the vendor's responsibility to ensure all travel is made in accordance with all federal travel guidelines and regulations and approved by the COR if requested by the PR staff.

(b) The Contracting Officer’s Representative (COR) will notify the vendor of the need to travel at least ten (10) business days. Within three (3) business days of receipt of the notice, the vendor must submit a written estimate of the travel expenses to the COR. The COR will provide approval of the trip expenses in writing back to the vendor within two

(2) business days. Within 10 business days after the vendor returns from travel, all supporting documentation must be provided to the COR for review, approval, and payment.

8. OBSERVANCE OF LEGAL HOLIDAYS AND ADMINSTRATIVE LEAVE

USDA/RD/PR recognizes and observes all federal U.S. holidays listed on OPM.gov’s federal holiday webpage.

USDA/RD/PR employees may also be entitled to local PR holidays not listed on the OPM website. Any local PR holidays will be considered a non-business day under this contract.

Services will not be required on any of the observed U.S. holidays or local PR holidays

9. SPECIFIC TASKS

The duties under this BPA include:

(a) The vendor shall provide in person English to Spanish translation, and Spanish to English Translation, when necessary, at the USDA/RD/PR office or designated speaking event hosted by the State Director and or guests. The vendor will be given seven business days to confirm availability language interpreter on date(s) required.

(b) The Vendor shall provide sign language in person, English to Spanish translation, and

Spanish to English Translation, when necessary, at the USDA/RD/PR office or designated speaking event hosted by the PR State Director and or guests of the PR State Director.

The vendor will be given seven business days to confirm availability of a sign language interpreter on date(s) required.

(c) The Vendor shall provide telephonic in person, at the USDA/RD/PR office or designated

5 | P a g e speaking event hosted by the State Director and or guests. The vendor will be given seven business days to confirm availability of a sign language interpreter on date(s)

(d) The Vendor shall provide video remote support, at the USDA/RD/PR office or designated speaking event hosted by the State Director and or guests. The vendor will be given seven business days to confirm availability of an interpreter on dates requested.

i. In-person English to Spanish translation supporting client’s appointments in office and on the island

ii. In-person English to Spanish translation sign language supporting client’s appointments in office and on the island

iii. Telephonic English to Spanish translation

iv. Video remote English to Spanish translation

v. Documents/brochures/faxes English to Spanish translation

(e) The vendor shall accurately transcribe English USDA/RD documents, brochures, emails into Spanish.

(f) The vendor shall supply English to Spanish translation reproductions requested to USDA/RD/PR either via email or through a printed format.

(g) USDA/RD/PR requires a standard, ten business days turnaround time for each transcription and translation deliverable, starting when the material is sent to the vendor, unless the turnaround time is otherwise specified as expedited (two to three business days turnaround) on the order form provided by USDA/RD/PR. Pricing must reflect the amount of time it takes to complete the transcription and translation service.

10. MARKING

The Vendor must reference the contract number and the name of the contract when contacting

USDA/RD/PR.

11. INSPECTION OF SERVICES

The Contracting Officer Representative (COR) can perform an inspection of services to ensure items are delivered in a timely and efficient manner.

12. PUERTO RICO SPANISH DIALECT LANGUAGE PROFICIENCY

Being proficient in PR Spanish dialect and English are required for all transcribers, translators, and interpreters in the four basic communications skills (listening, reading, writing, 6 | P a g e and speaking). The vendor assigned transcribers, translators, and interpreters must be capable of accurately translating, transcribing, and interpreting technical conversations and documents, including discussions of USDA/RD documents and other issues.

13. QUALITY CONTROL

The Vendor must develop/submit a quality control plan that documents quality control processes and procedures that ensure the production of high-quality and accurate English to Spanish translation transcription and translation services. USDA/RD/PR reserves the right to approve or disprove quality control measures established by the vendor. Additionally, the vendor is liable for employee negligence, fraud, waste, or abuse.

(a) The quality control plan must be completed 15 calendar days after award.

(b) Any revisions to the quality control plan after award must be submitted to the Contracting Officer for approval.

(c) The content of the quality control plan should include at least the following:

(d) A process to identify and correct any deficiencies that may occur.

(e) An internal quality control system for transcription and translation services. Positions of individuals who will conduct quality control services must be specified in the plan.

(f) How the vendor plans to maintain a file that documents all quality and internal control procedures and actions, which include: the purpose of the quality control procedure, the results of the procedure, and any corrective action taken. This file should be made available to USDA/RD/PR upon request.

(g) A description of how translator personnel assigned to the quality control team ensure that transcription and translation services are accurate and do not include any subjective information.

(h) A process for the correction of errors that includes the turnaround time for said corrections. USDA/RD/PR reserves the right to return erroneous transcriptions and translations and request corrections at no cost to USDA/RD/PR.

14. DATA SECURITY

(a) The vendor must develop a data security plan that outlines how the Vendor plans to establish, implement, administer, and maintain security measures that protects the documents and media that it receives in performance of the contract.

(b) The data security plan must be completed 15 calendar days after award.

(c) Any revisions to the data security plan after award must be submitted to the Contracting Officer for approval.

(d) The content of the data security plan should include at least the following:

i. A process to identify and correct security breaches that may occur.

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ii. How the Vendor will protect the USDA provided documents and media while it is in the Vendor’s custody or control and prevent unauthorized persons from gaining access.

iii. A description of how the Vendor will maintain and review its data security measures for accuracy and comprehensiveness.

15. TRANSCRIBER, TRANSLATOR, INTERPRETOR DISQUALIFICATIONS:

USDA/RD/PR reserves the right to refuse a transcriber, translator, and/or interpreter provided by the Vendor due to inappropriate conduct or appearance, poor performance, or any other reason deemed inappropriate by the USDA/RD/PR.

16. SUBMISSION OF VOUCHERS/INVOICES

Monthly invoices or invoices per deliverable (to be specified at award) will be required for the services rendered. Payment terms are NET30. One (1) copy of vouchers and invoices shall also be submitted to the COR. The SF-1034 must be signed, and it must be submitted along with the invoice and any other documentation in PDF format.

17. DELIVERABLES

In performing the services and providing the support described in the SOW, the Contractor shall provide the written deliverables as described within this document. All deliverables shall be submitted to the COR/ACOR for inspection, review, and acceptance by the due date. All deliverables become the property of the Government.

All the deliverables (e.g. meetings, products, activities, reports, schedules, plans, documents, etc.)

and due dates, including interim steps and final product delivery shall be the property of USDA.

In addition to the minimum set of deliverables defined in the contract, Contractor shall deliver the following deliverables.

Item No.

Deliverables Format Due

1 Quality Control Plan

(QCP)

Microsoft word document of PDF document 15 calendar days after execution of award

2 Quarterly Status Report Quarterly report documenting tasks and issues identified during the month in .docx or pdf format

Quarterly

3 Data Security As specified in Call Order 15 calendar days after execution of award

4 Itemized Invoice Itemized invoice detailing event name, date, times, staffing, location, and breakdown of equipment provided

5 business days after provision of services

5 Material, Technical Expertise, Supplies

As needed As needed

6 Material Transmission As specified in Call Order As needed

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18. PERFORMANCE REQUIREMENT MEASURES

Performance Objective

Required Task or Deliverable

Performance Standard

Method of Surveillance

Positive/Negative Incentive % for NOT meeting the Task

Quarterly Reporting (Section 17)

Contractor provides comprehensive quarterly reports.

Contractor delivers on the agreed upon schedule 100% of the time.

COR will solicit feedback from

USDA

Stakeholders.

Conforming services will result in Positive:

CPARS reporting in elements Satisfactory or above will be considered in award decision for future orders.

Non-Conforming services will be Negative:

CPARS reporting in performance elements below Satisfactory; will not be considered in award decision for future orders.

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine Contractor performance and will compare Contractor performance to the Acceptable Quality Level (AQL).

Performance Objective

Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

SOW Background and Scope of Work

Tasks shall be completed by the required completion date

98% of tasks shall be completed by the required completion date

CPAR evaluation by

COR

SOW Deliverables (Section 17)

The Contractor shall provide all/any final versions of written materials (i.e.

brochures, documents, presentation material) by the deadline determined at the Call Order level.

<2 grammar, spelling, translation error per document, 0 incidents of missing deadlines for materials

CPAR evaluation by

COR

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19. CONFIDENTIALITY

The Vendor may have access to confidential information and should encrypt the information and store the information safely. Prior to the start of any work, the assigned transcriber, translator, and/or interpreter must sign and complete an Attachment III, Non-Disclosure and Conflict of Interest Agreement, and send to the COR. The confidential information remains the sole property of USDA/RD/PR. The Vendor must preserve the confidentiality and integrity of the information. The Vendor must institute procedures for protecting the confidential information. The Vendor must accept responsibility for maintaining the confidentiality of the information and for training its staff on confidentiality procedures.

Puerto Rico

Company Telephone Number:

Item Number U/I Unit Price(USD)

0001 Each

0002 Hour

0003 Hour

0004 Hour

0005 Day

0006 Hour

0007 Hour

0008 Day

0009 Each/Day

0010 Each/Day

0011 Each/Day

0011 Each/Day

0012 Each/Day

0013 Each/Day

0014 Each/Day

0015 Each/Day

0016 Each/Day

0017 Each/Day

0018 Each/Day

0019 Each/Day

0020 Each/Day

0021 Day

Print:

Signature:

Date:

All cabling, equipment, installation, set-up and dismantling required to carry out the project shall be provided by the contractor when requested on each call order.

Handheld Wireless Microphones

Portable [HALF] Booth

Full Walk-in Sound Proof Booth

Podium Microphones

Wireless Microphones

Handheld Wired Microphones

Multi channel wireless mixer reserved

Wireless Signal booster

Full wireless suystem for 20 person audience ( to include al equipment /cables needed) *

Portable interpreter Transmitters headset

English-Spanish/Spanish-English - Day

English-Spanish/Spanish-English - After normal working Hours Rate

Bilingual Consecutive Interpreters

English-Spanish/Spanish-English -Hour

Equipment if Needed

Wireless individual Receivers/Headphones

Receivers/Headphones

Wireless Portable interpreter Transmitters headset

Bilingual Simultaneous Interpreters

English-Spanish/Spanish-English - Hour

English-Spanish/Spanish-English - After normal working Hours Rate

English-Spanish/Spanish-English - Day

Description

Translation Support

English-Spanish/Spanish-English – Remote - Word

English-Spanish/Spanish-English - On-site - Hour

Attachment Price Lists - Interpretation Translation Services for Puerto Rico

U.S. Territory Vendor POC

Vendor Name:

Company Address:

CAGE Code:

Unique Entity ID:

SAM Registration EXP Date: Company E-Mail Address: