19GE5022R0001 Q and A.pdf

Language Training Services US Embassy Brussels, Belgium

Solicitation Number 19GE5022R0001

Questions and Answers

Q1: How many “sessions” (i.e. hours of instruction) were completed over the past year? Of those total hours, how many sessions were for Dutch language Instruction? How many were for students working at USNATO?

A1: Estimate using information from the tri-semester program: 50-70 students enrolled each semester. 8-10 receive individual instruction based on filling language-designated positions or from seeking “permission” from Embassy management. 15-20 students each semester are diplomatic personnel at the USNATO. 6-8 students are in Dutch language studies.

Q2: Ref. 2.2 (page 11). Please confirm the number of semesters per year. How many weeks are each semester?

A2: 1. Regular Language Training - Three semesters that last 12 weeks.

2. Survival Language Training module in French and Dutch conducted bi-annually during spring and fall term (16 two-hour sessions for 10 students).

Q3: Ref 2.3.2 (page 11). Are textbooks currently being used by students? If so, are these textbooks commercially available off-the-shelf (COTS)? What is the brand name of materials currently being used for French and/or Dutch instruction?

A3: In accordance with 2.3.1, the contractor selects and provides all instructional materials including tests, class exercises, handouts, tests, and audio-visual media. Currently textbooks are not being used.

Q4: Please clarify if Letters of Intent (LOI) or other supplementary documentation, aside from resumes/CVs, are required for proposed Project Managers, Instructor Supervisors, and Instructors?

A4: If any of the individuals identified in the proposal are not currently employed by the offeror, Letters of Intent shall be provided with the proposal.

Q5: Ref. 2.2 (page 11). How many students are typically enrolled in the “Survival” classes offered in semesters 1 and 2? Are these classes offered in both French and Dutch?

A5: This program is new, but the intention is to cap each class at 10 students. The vendor should be prepared to offer the classes/sessions in both French and Dutch.

Q6: Ref. 2.1.3 - Assuming that at some point during the life of this contract in-person classes begin, what Government Furnished Property will be provide at the US Embassy’s language training facility? At the USNATO facility?

A6: When group in-person classes are conducted at the Embassy or USNATO facilities, the COR will attempt to find available conference/classroom space and will work with the responsible General Services Office to ensure tables, chairs, and whiteboards are available. For Individual in-person sessions the vendor should coordinate with student.

Q7: How many instructors have supported this requirement over the past year? How many of those instructors are teaching Dutch?

A7: This is a varying number. An exact number of required instructors will depend on the number of students who sign up for the course. Approximately 1-2 of the instructors taught Dutch during a training course. The contractor is responsible for providing the required number of instructors to adequately support the language program during each course.

Q8: Ref. 2.3.5 (page 11). If instruction is currently taking place virtually, and in-person classes are held at US Government facilities, why are providers required to have a “permanent work address located in Belgium”?

A8: Amendment 0001 modifies para 2.3.5 to remove the requirement for a permanent address in Belgium.

Q9: Page 56 'e) A process to ensure adequate types of insurance and minimum amounts of insurance covering work to be performed under the contract' We can provide a certificate/letter of our insurance company, with the types of insurance and minimum amounts of insurance covering work to be performed under this contract.

Our insurance company can provide us this document in Dutch. Do you want us to translate this document to English or is a Dutch certificate/letter sufficient?

A9: An English translation is required.

Q10: Page 57 'g) Provide the Certification required in provision 52.222-56, confirming the offeror, nor its agents or subcontractors, have engaged in any human trafficking related activities.'.

In provision 52.222-56 we need to provide the certification if the estimated value exceeds

550.000 USD. Does this value refer to the estimated value of the first year or does this value refer to the estimated value of the first year and the four one-year options?

A10: This refers to total contract value (base plus all option years).

Q11: Page 55 'The offeror shall acknowledge all amendments by signing and returning the SF-

30. Acknowledgement can only be executed by an authorized company official responsible for the offer.' Is this SF-30 a template? Where can we find this document?

A11: The SF-30 is used for all solicitation amendments. With the publication of Amendment 0001, offerors have an SF-30.

Q12: Does this contract require a Recruitment Plan as stated in Section 2.9 before submission date?

A12: Only if the contractor plans to employ Third Country Nationals. If a plan is required, then it shall be submitted with the proposal.

Q13: Do the instructors have to receive clearance beforehand?

A13: Yes. All instructors and contractors must be vetted/cleared by the Regional Security

Office beforehand. The Embassy’s security office will provide all documents that must be completed by all instructors and contractors. The security office observes all privacy laws and regulations related to this process. This process must be conducted for instructors and contractors to access Embassy and USNATO facilities.

Q14: Is it okay if the project manager or the contractor does not have a permanent work address in Belgium?

A14: Yes.

Q15: Is the contractor responsible for the performance levels of the students when they take the language proficiency exam?

A15: Yes. The contractor tests and then places students in appropriate working groups.

Q16: If the "Survival" Language class is only for two hours a week, then what is the third hour being requested for?

A16: (Ref: 2.1.4) Survival Language Training module is conducted bi-annually (Spring and Fall sessions) the contractor should be prepared to schedule for 16 – two-hour sessions for a maximum of 10 students. This is a separate module from the regular/normal semester training.

Q17: Is this contract for one or two teaching sessions?

A17: (Ref: 1.4.1 / 2.1 / and 2.2) The contract is a one-year base contract with four optional years. Sessions are taught in accordance with the “performance of work statement” and “period of performance” required.

Q18: Is there an incumbent? If yes, who is the incumbent? What was the previous total contract value?

A18: Lerian-NTI Languages is the incumbent, with a total contract value at just over 885K Euro.

Q19: Field Trips “should be 2 hours in length” means 2 hours total participation by student?

Does that include travel? Or, the 2 hours is the duration of the learning event itself?

Ultimately, please confirm the expected # of billable hours for each field trip (2, or 2+1 hour travel, etc.).

A19: Two-hour event duration. The students are at their own liberty to choose the length of their participation. The contractor shall invoice the Government for a fieldtrip, in its entirety (any pre- and post- activities included), and not by the hour; therefore, offerors may want to consider building into their price all related costs, such as travel.

Q20: Student testing: Will the government provide access to required CAT tests or will testing be reimbursable costs? If reimbursable, will a separate CLIN and funding be required/allocated?

A20: (Ref: 2.5.5) The contractor shall administer tests on knowledge and proficiency as a required element of evaluating the student’s progress in the training module or lesson.

The contractor shall test periodically to: (1) Determine the student’s progress in training,

(2) identify areas of weakness where supplemental training may be needed, and (3) quantify the student’s then-current level of knowledge and proficiency.

Costs associated with testing should be included in the fixed price (Administrative expenses).

Q21: CLIN0001 requires 4000 hours of training. Does the government have information on the number of students and other key metrics, i.e., 40-80 students on average with 50-100 hours of instruction per year?

A21: Estimated: 40-60 Students per session.

Q22: CLIN0002 the quantity of “15” allows 15 total hours of training to be cancelled? What is done if cancelations exceed 15?

A22: “Each” denotes each occurrence of a cancellation, not hour. The quantity of 15 is an estimated quantity (as are all quantities). A task order will be provided in advance funding a certain number of “cancellations”. In the event this quantity is exhausted, the Government may generate another task order to fund further “cancellations”.

Q23: CLIN0003 the “4” for quantity means there are 4-2 hr field trips? The duration of the field trips are included in CLIN0001?

A23: Correct, as defined in para 2.1.5, two-hours field trips. The only relationship between the field trip CLINs and CLIN 0001, is that students attending the field trips are also enrolled in the classes.

Q24: CLIN0004 the “20” for quantity means there are 20-2 hr field trips? The duration of the field trips are included in CLIN0001?

A24: Correct. This estimated quantity also encompasses the field trips for the “survival” classes.

Q25: Classes shall primarily be held remotely/virtually. The Contractor shall provide on-site training upon request of the COR. On-site training shall be conducted at the US Embassy’s facility or the USNATO facility.

Who will allocate office space to the Contractor at the US Embassy or USNATO facility when on-site training is requested by the COR?

A25: The COR will be responsible for the coordination with the embassy’s General Services Office to allocate training space within the US facilities.

Q26: The contractor shall not bring any personal or contractor owned electronic equipment to the smaller campuses. The addresses of the campuses will be provided after contract award.

How many smaller campuses will the Contractor need to support?

A26: Two. If we were to return to in-person classes, there would be one downtown and one at the USNATO facility.

Q27: 2.4.5 The United States Government Human Resources Office will register students for classes and provide the Contractor with the student applications. The Contractor will use the information from the application to coordinate course schedules. The Contractor shall submit the proposed class schedule and a list of enrolled students per class to the COR for review and approval 10 days before classes are scheduled. The schedule should indicate the group or individual class levels (beginner, intermediate, advanced). Once approved, the Contractor shall send class schedules to each student via email one week prior to the beginning of classes.

How far in advance will The United States Government Human Resources Office provide the applications to the Contractor to meet the submission date requirements?

Will the Contractor receive a copy of the application to make sure the proper questions are being asked to make a determination of the student’s proficiency level prior to scheduling for beginner, intermediate or advance classes or will the contractor be responsible for disseminating or participating in the intake/enrollment form process?

A27: Currently, enrollment applications are forwarded to the Contractor by Human Resources.

The Contractor then contacts the applicants to test and place. HR sends the applications two weeks before classes start. Timing of the submission of the enrollment applications by HR to the contractor can be coordinated with the COR. If more time is needed to prepare for all the logistic requirements, HR is flexible.

Q28: The Government reserves the right to deny access to U.S.-owned and U.S. operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall work on this contract. The clearance process can take up to 120 days.

What biographic data is required and will any associated forms be required to fill out? If so, who provides the forms?

Who does the Contractor provide all this data to, will it be the COR or Embassy Security?

A28: The Contractor submits the information to the COR; the COR ensures the Security Office receives all required information. Required documents and information is as follows:

1. OVQ Form

2. Name check and photo

3. Release Authorization

1. Credit overview

2. Credit overview based on nationality

3. Certificate of Good Conduct

4. Certificate of Good Conduct based on nationality

5. Composition of Family Form

6. Proof of previous employments (until past 7 years, including unemployment)

7. Diplomas (until past 7 years past)

8. Belgian ID card/passport/other nationality

Q29: Identity Card. The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall visibly display identity card(s) on their clothing at all times while providing services under this contract. These identity cards are the property of the Government. The Contractor is responsible for the return of all identity cards at the end of the contract, when an employee leaves the Contractor's employment, or at the request of the Government.

Who provides these identify cards, COR or Embassy?

What forms and additional types of ID to verify identity to receive an Identity card will be required and who issues those requirements, COR or Embassy?

A29: The Embassy’s Regional Security Office has issued badges to the instructors. See A28 for required documents necessary for the prerequisite background investigation.

Q30: Housing Plan

The Contractor will submit a Housing Plan if the Contractor intends to provide employer furnished housing for TCNs. The Housing Plan must describe the location and description of the proposed housing. Contractors must state in their plan that housing meets host country housing and safety standards and local codes. Contractor shall comply with any Temporary Labor Camp standards contained in this contract. In contracts without a Temporary Labor Camp standard, fifty square feet is the minimum amount of space per person without a Contracting Officer waiver. Contractor shall submit proposed changes to their Housing Plan to the Contracting Officer for approval.

Is Contractor housing a reimbursable expense?

A30: No. Should the Contractor choose to provide employer furnished housing to TCN’s, then this cost would be built into the offers firm, fixed price.