Questions and Answers for RFP 193677.doc

Questions and Answers for RFP 193677

1.

The format of the data presented seems to suggest that Secret Service is looking for 4 prices from each vendor. However, there are only three CLINs. Was it the intention of the document that the line, "Hourly rate for (1) On-Call Sign Language Interpreter" be a description of CLIN 0003? Reading through the documents provided, it would seem that the need for Intermittent Services would require an hourly rate and there wouldn't be a need for a second hourly rate.

ANSWER: There are two divisions that will be utilizing the sign language interpreter.

CLIN 0001 is the position for CID (Criminal Investigation Division) which an On-Call position, 9:30AM – 4:30PM, Monday – Friday. On-call means that a sign language interpreter will check in with the Counterfeit Specialist for specific instructions regarding assignments. There may be days when this position will not be needed, therefore the wording On-Call.

CLIN 0002 is the EEO sign language interpreter and that schedule consists of Tues. Wed. and Thur. from 8:00 am to 4:30 pm. It is part-time because it does not consist of 40 hours per week.

CLIN 003 is intermittent services or could be classified as – outside the schedule of CLIN 0001 and 0002. Therefore an hourly rate was requested. CLIN 0001 is a more specialized service than CLIN 0002 and has stricter requirements as stated in the Statement of Work.

An additional CLIN will be created for the VRI service rate.

2.

Why isn’t Solicitation No. 193677 a set-aside for small business this time around?

ANSWER: Per the FAR, since the requirement is over $100,000 it is not required to be a set-aside. An unrestricted competition was utilized in order to obtain more competitive proposals since this is a larger requirement. Small businesses are encouraged to submit a proposal.

3.

The resumes and RID certifications will surpass the fifteen (15) page limit for the technical proposal. Is it acceptable to submit the resumes and proof of RID certification as an attachment in technical proposal?

ANSWER: Yes.

4.

This solicitation asks for a DD Form 254 (paragraph 2 in Overview of Requirement). Does the USSS prefer DD Form 254 to be inserted as an attachment in the technical proposal, or in the price proposal?

ANSWER: A fully filled out DD Form 254 will not be provided until contract award.

5.

The USSS has requested “Evidence of the interpreter’s Top Secret Clearance” (Step 1: Part A. Personnel). Is it acceptable to submit a print out of the individual interpreter’s clearances from JPAS as an attachment in the technical proposal? If proof is preferred in another format, please advise.

ANSWER: A print out from JPAS is acceptable.

6.

Section 3.0 in the Scope of Work, Major Duties, states “Contractor shall be able to provide video remote interpreting (VRI) services if needed. The contractor will be required to provide a rate schedule for VRI services.” Will the USSS provide a CLIN for Video Interpreting services? If not, please advise on how you would like the pricing to be submitted for this service.

ANSWER: Yes. CLIN’s 16, 17 18 will be for rate schedule for VRI services.

7.

What is the anticipated date of award? Is the anticipated date of award to coincide with the anticipated start date of services?

ANSWER: Anticipated date of award is December 1, the date of service to start will be coordinate with the USSS COTR and the Contractor.

8.

Will the Government make provisions for clearing interpreters to perform under the contract?

ANSWER: No, the requirement is for already cleared interpreters.

9.

Please define the abbreviation CID. (See question 1).

10.

What would the expected work hours be for on-call services to CID and EEO?

ANSWER: See Statement of Work, Section 4.0 and Section 4.2.

11.

Are there requirements as to the maximum number of key personnel that can be submitted in the proposal?

ANSWER: No, but the key personnel proposed is the personnel expected to perform the services.

12.

What are the qualifications of the sign language interpreter who will be used to evaluate the presentations?

ANSWER: The oral presentations will be evaluated by Government staff. There will be one or two hearing impaired government employees that will be part of the evaluations that will evaluate the signing.

13.

Please define the requirements and the number of hours for CLIN 0001, CLIN 0002 and CLIN 0003.

ANSWER: See answer for Number 10.

14.

What is the difference between the ‘Hourly Rate for (1) On-Call Sign Language Interpreter’ and the CLIN 0001 On-Call position?

ANSWER: See Answer #1.

15.

Is there an incumbent vendor for these interpretation services?

ANSWER: Yes, two incumbents, Purple Language Services and MAF Interpreting, Inc.

16.

If yes, who is the vendor and what rates do they provide for ASL interpretation.

ANSWER: Current rates will not be the same as this contract since this requirement is for two divisions whereas the other contracts were for one division. We do not provide rates of current contracts. These types of requests will have to be made through FOIA.

17.

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

ANSWER: The biggest challenge may be preparing for the technical nature of most of the assignments for the CID division especially if an interpreter is not familiar with our terms. There may also be times that a contractor interpreter cannot make a scheduled assignment, in which case it is the contractor’s responsibility to have a replacement ready, which may be difficult for the contractor with the required clearances.

18.

Could you please clarify the order of the proposal submittal?

ANSWER:

Preferred proposal submittal:

1) Technical

2) Past Performance

3) Price

Please submit price separately. Do not combine it with the technical proposal.

19.

Is there an incumbent contracting currently providing services? If so, please provide the company name and address, current bill rate, and are both positions currently filled? Can we talk to the incumbent workforce to determine their interest in transitioning to the new contract?

ANSWER: See Answer 15 for the incumbents. There are no laws against speaking with the incumbent workforce that I am aware of, but we will not be involved in those types of interactions.

20.

Regarding the Security Requirements for contractors to hold a facility clearance (DD Form 254) per Section 8.0 Security Requirements, is it possible to show proof of applying for this Clearance in our proposal or is a contractor required to already have this clearance?

ANSWER: The contractor is required to have a clearance upon contract award. If you’re currently in the process of obtaining one, the chances are that you will not have a clearance ready by contract award.

21.

Will all intermittent service requests will require top secret clearance? If not, is there an approximate percentage of work that will not require clearance?

ANSWER: See 8.0 of the Statement of Work. All contractors that work with the USSS are required to have a minimum of Top Secret clearance. The individuals who will be working with our CID division are required to have Top Secret/SCI clearance.

22.

Is the Secret Service willing to seek a facility clearance for a new vendor in association with this requirement?

ANSWER: No.

23.

What evidence of clearance will be acceptable? Considering that a vendor may not have a facility clearance and, therefore, no access to security documentation but does have staff who possess Top Secret clearance, what documentation should the vendor provide?

ANSWER: A print out or documentation from whichever agency holds the clearance.

24.

For the oral presentations, since the requirement is for a minimum of two interpreters, is each presentation still limited to 10 minutes in total?

ANSWER: See Solicitation, Part II. Technical Proposal, Step 2: Oral Presentation.

25. Additional interpreters proposed as the intermittent staff to meet the needs of Secret Service will not be evaluated during the oral presentations, only the primary and secondary on-call interpreters?

ANSWER: Correct, intermittent staff is on an as-needed basis. Daily intermittent services may include requests for services outside of the core work hours. See 4.3 of the Statement of Work.

26.

Does the 15 page limit for the technical proposal include the resumes and proof of certification? Since each resume can take an entire page, would the Government consider allowing the resumes and proof of certification to be excluded from the page count?

ANSWER: 15 page limit does not include resumes and proof of certification.

27.

Interpreters who have TS/SCI clearance are often hesitant to reveal that they have this clearance. What type of proof would the Government like us to provide as to the interpreter’s level of clearance?

ANSWER: See answer to Question 23.

28.

Would proposed VRI services be provided from the Government’s facilities or from the contractor’s facility?

ANSWER: Government Facility.

29.

Can the Government clarify what is meant by “invitational travel”? The SOW states, “Cancellation for any assignment of 2 days in length or longer, (training, conferences, travel, etc.) will be provided to the interpreter no less than three (3) full business days in advance of the scheduled assignment. “ Can the Government clarify, in these circumstances; will the Government reimburse the contractor for any airfare or travel arrangements that are non-refundable?

ANSWER: In some instances an assignment can be cancelled, the USSS will do its due diligence to notify the interpreter of the cancellation at least three business days in advance. If the travel arrangements have been booked through the Government agency then they are fully refundable. If the COTR has approved the interpreter to book their own travel arrangements and the assignment is cancelled, then the Government will reimburse the interpreter for non-refundable/non-reusable fees. If prior approval from the COTR was not obtained by the interpreter to book their own travel, then the Government will not reimburse the non-refundable fees.

30.

Can the Government clarify what is meant by a “neutral interpreter” in 5.4 of the

SOW?

ANSWER: The “neutral” interpreter will be one not involved in the conflict. Section 5.4 addresses a conflict situation between interpreter and the USSS. This allows the interpreter to have a neutral interpreter at the meeting, an interpreter that is not associated with the conflict.

31.

Will the Government accept a valid RID membership card, which shows current valid certification, as proof of certification? Many interpreters do not have the original certificate, and the certificate, in and of itself, does not verify that the interpreter has maintained his/her certification.

ANSWER: Yes 32.

Will responses with qualified interpreters who meet the certification, experience and skills requirements (but lacking the Top Secret Security Clearance) be accepted?

ANSWER: No.

33.

Will responses with non cleared interpreters be at a disadvantage to responses with cleared interpreters?

ANSWER: Yes.

34.

Will responses with a mix of cleared and non-cleared interpreters be accepted?

ANSWER: Possibly, but the non-cleared interpreters will not be taken into consideration when evaluating the response.

35.

Upon award, will the contractor or the USSS be responsible for the financial burden of security clearances (whether new or upkeep)?

ANSWER: No.

End of Questions and Answers.

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