Questions_and_Answers_-_final_0001.pdf

Questions and Answers

Question: Is there an incumbent vendor for these services? If so, what rates do they provide?

Answer: No, this is a new requirement.

Question: What has been the biggest challenge for fulfilling services under this contract, or are there any challenges you anticipate if this is a new contract?

Answer: No anticipated challenges.

Question: What is the expected volume of this contract?

Answer: The estimated hours needed per CLIN is 2214. This is an estimated quantity that could be increased or decreased based on actual usage.

Question: What percentage of your interpreting rates are for emergency needs?

Answer: 5% less than 24 hrs. notice.

Question: What percentage of your service requests are for after-business hours needs, i.e. 6 p.m. or later and weekends?

Answer: Most requests are during business hours, after hours and weekend request are usually only needed on travel assignments, less than 5% estimated after hours mainly due to traveling on weekend.

Question: When and how will the Department determine the need for the anticipated use of VRI- Video Remote Interpreting Services as noted in “VIDEO CONFERENCE EVENTS REQUIRING DUAL CHANNEL VIDEO REMOTE INTERPRETER SYSTEMS”? Are there specific meetings or assignments that are only hosted by VRI services and are home-based- or is this determination made on a case-by-case basis?

Answer: It is determined on a case-by-case basis.

Question: Though this contract is on an "as needed" basis, in years past, what were the weekly, monthly, or yearly averages of services supplied on-site and remotely? What were the averages of last-minute requests in the previous contract year?

Answer: 10-20% are on site at the DFC; 80-90% Virtual; less than 5% with less than 24 hrs.

notice

Question: What is your current need and averages for supplying special interpreting services for the following modes of communication: TACTILE, PRO TACTILE, CDI (Certified Deaf Interpreter- Deaf Interpreters assist hearing interpreters to increase the expression of a signed language for LEP individuals or those with other disabilities other than deafness.) Is the Department open to further advice with these specifications that may require a team of two interpreters to provide communication effectively?

Answer: We do not need Tactile, Pro Tactile, or CDI Interpreters.

Question: What is the past contract ID?

Answer: This is a new requirement.

Question: What is the allotted budget for this awarded contract?

Answer: Vendor responses/quotes will determine overall costs.

Question: Are authorized, original electronic signatures accepted on the submitting bid documents?

Answer: Yes, you can sign your submission electronically.

Question: Are these services intended for Deaf and Hard of Hearing employees of the department or for deaf consumers receiving specified department services, if any?

Answer: These services intended for Deaf and Hard of Hearing employees of the department.

Question: Does the department have any budget constraints or funding limitations that the proposal should consider?

Answer: Vendor responses/quotes will determine overall costs.

Question: How will the department evaluate proposals and make a selection?

Answer: Please see Section E, Addendum to 52.212-2 starting on page 36 for basis of award.

Question: What is the timeline for the bidding process and when would the department like to have the ASL services in place?

Answer: Quotes are due January 31, 2023, by 5:00 pm CST. Anticipated date for services to be in place is 2/15/23(This date is subject to change).

Question: Do you still require additional information regarding sign language interpreting services?

Answer: Quotes are due January 31, 2023, by 5:00 pm CST.

Question: In section 4.3, the volume of work listed is drastically less than the total number of hours upon which vendors are asked to bid.

4.3.1 appears to be approx. 200 hours

4.3.2 appears to be approx. 100 hours or less

Is there additional work that is not referenced in this section or is there a typo in the number of hours to quote under each CLIN?

Answer: The total exact number of hours required is unknown at this time. The CLINS have estimated hours that could be increased or decreased based on actual usage. Some in-person and virtual events at the Denver Federal Center last around 2 hours, while others may go 8 hours in length. The estimated weekly events are 1-2, but there could be more or less.

The site visits that occur at locations such as dams and powerplants, may require a single day of services while others may require multiple days in a row worth of interpreting services provided.

Question: If there is additional work, since there is a huge difference between providing over 2,000 hours of short assignment services (1,000 2-hour assignments) compared to all day assignments (equivalent of 1 full time interpreter) can Reclamation provide the following information on the historical volume of the work so vendors can understand the need for this requirement:

Answer: The estimated hours for each CLIN encompasses all services, In-person, Virtual, and remote site services that are on location at the dams or powerplants.

Question: The number of all-day on-call assignments (interpreters scheduled 7 or more hours per day on the same days each week) Answer: We do not anticipate regularly scheduled reoccurring requests.

Question: The number of assignments that were 3 hours or less Answer: 70-90% are 3 hours or less

Question: The number of assignments that were 7 hours or more Answer: 10-20% are 7 hours or more

Question: The number of hours of evening/weekend work (if any) Answer: Any evening/weekend hours would be due to all day training or travel. Estimate 40- 80 total hours in a full years’ time.

Question: The number of short-notice assignments (less than 5 business days’ notice) Answer: Estimated less than 5% with less than 24 hrs. notice. We consider 24 hrs or less short-notice. We do not consider 5 business days’ notice as short notice.

Question: The number of short-notice assignments (less than 1 business days’ notice) Answer: Estimated less than 5% with less than 24 hrs. notice.

Question: The number of requests that were outside of the main location Answer: 5-15% at remote project sites

Question: The solicitation states, “hard hats and/or safety vests may be provided for the duration of certain events by Reclamation, only if available.: Does this mean we need to provide these items in support of this effort?

Answer: Yes

Question: The solicitation states, “Interpreters must be prepared for site conditions and weather, be able to walk moderate distances on varying terrains, and adhere to all safety and health protocols while on site as defined in the “Job-Hazard Analysis” document provided before the ordered event. “Can a representative document be provided for pricing purposes?

Answer: Examples of standard PPE requirements:

Safety glasses Steel toe boots Appropriate clothing for the cold or heat Hard hat

Question: Pg 8- (SOW) Section 2.3 "Events in the field generally take place near, or at, one of the many hydropower and water delivery facilities in isolated locations such as dams, canals, and powerplants. These events may be indoors and/or outdoors and may be in isolated locations with no cellphone coverage."

What percentage of events will take place in these conditions?

What percentage of events will be onsite versus remote?

Answer: 5-15% at remote project sites; 10-20% are on site at the DFC; 80-90% Virtual

Question: Pg. 9-(SOW) states, "Contractor shall invoice for only the actual amount of time services were provided." Industry standard for all ASL interpreting assignments is a 2 -hour minimum fee. Would you consider amending the solicitation to include the industry standard of a 2-hour minimum fee?

Answer: No

Question: What is your cancellation policy for confirmed assignments?

Answer: As soon as we know the services are not needed, we notify the vendor.

Question: Can you provide an estimate of ASL interpreting needs for each location listed in the solicitation?

Answer: Travel to remote sites are only as needed and it is anticipated that only 5-15% of time will be spent at remote project sites. 10-20% are on site at the DFC, and 80-90% are Virtual.

Question: Page 12- (SOW) Section 8. SECURITY 8.1. All contractor employees must comply with Reclamation security procedures and security training requirements. 8.1.1. The name(s) of the interpreters must be provided in advance to ensure interpreter(s) are on the entrance memo for access to government facilities. Failure to do so may prevent interpreter(s) from entering facilities.

How much in advance will you need to receive the name(s) of the interpreter(s)?

Answer: 24 hrs. in advance is preferred, shorter time frames can also be accommodated.

Question: Are the DC and SC VRIS platforms established, or will the vendor's responsibility be to provide/maintain these platforms?

Answer: We provide the platform. It is the vendor's responsibility to ensure interpreters are able to access (software and hardware needed) prior to confirming interpreters for meetings.

It is the vendor’s responsibility to provide and maintain software and hardware required. At this time, interpreters must be able to access MS Teams Meeting, MS Teams Live Event, Zoom, and Webex. Platforms are subject to change.

Question: How many assignments are requested with 48 hours or less notice?

Answer: Estimated that less than 20% are with less than 48 hours’ notice.

Question: How many Deaf/Hard of Hearing individuals utilize the services?

Answer: Currently 3, full time employees and however amount may increase, we also may have interns during the summer months.

Question: What price is the establishment currently paying?

Answer: This is a new requirement.

Question: Will this be a multiple award or a single award?

Answer: Single Award

Question: How many hours of service will be required for onsite interpreting?

Answer: 10-20% are on site at the DFC; 80-90% Virtual

Question: How many hours of service will be virtual (VRI)?

Answer: 10-20% are on site at the DFC; 80-90% Virtual

Question: In reviewing the documents posted on SAM.gov, sections L & M are missing. These sections usually discuss the proposal submission requirements, and the basis for award.

Answer: This is solicited under FAR 13, Simplified Acquisition Procedures, not FAR 15. See Section E, Instruction to Offerors on page 33 for submission requirements and Addendum to 52.212-2 starting on page 36 for basis of award.

Question: What is the split between the following request types?:

a. DCVRI/SCVRI - 80-90%

b. Onsite SLI - 10-20% at Denver Federal Center

c. On-Call/Ongoing - none at this time

d. Ad Hoc – All of the services are as needed

e. After-Hours – 5%

f. Short-Notice Requests (less than three days; and less than 24 hours) – We do not consider three business days short notice. Estimated less than 5% with less than 24 hrs. notice.

Question: Pertaining to the above, VRI and Onsite services can have vastly different pricing, similar to services with various lead times. Without a precise volume distribution for all service types—or at the very least separate line items for the different services—vendors will have to provide their highest pricing to protect themselves, costing TSC more money. Will TSC provide historical and/or estimated volume distributions and separate line items for these separate services?

Answer: The need for virtual services has increased over the past two years. It is estimated that 10-20% of the services will be on site at the DFC, 80-90% will be Virtual, and 5-15% at remote project sites.

Question: If travel isn’t reimbursed within 50 miles, it’s integral to know exactly how many Onsite hours will be required. Without this knowledge, vendors will have to provide their highest pricing to protect themselves from imbalances, costing TSC more money.

Answer: The exact number of hours is unknown. The estimated hours needed per CLIN is 2214. This is an estimated quantity that could be increased or decreased based on actual usage.

Question: Will the award be Best Value or LPTA?

Answer: Best Value