19GE5022R0016 Q and A.pdf

Language and Administrative Services US Embassy Riyadh, KSA

Solicitation Number 19GE5022R0016

Questions and Answers

Q1: RFQ Section C.9.3.5 states that applicants must be able to satisfactorily pass a translation and interpretation skills test. Are Interagency Language Roundtable (ILR)-based testing vendors such as ALTA Language Services in the US considered acceptable testing providers, or does the Department of State have a list of authorized testing vendors?

A1: The Government shall waive the testing requirement, reserving the right to reject candidates who are not able to perform all the duties required in the position description.

Q2: What is the typical daily start and end time for this work? Is a lunch break considered a billable hour?

A2: The Embassy operates on an 8:00 am to 5:00 pm schedule with a one-hour (not billable) lunch break. Language specialists may request to perform work on an alternate work schedule, as agreed between the Program Manager and the COR, on any given workday.

Q3: Considering this is a new requirement, can the Government provide some insight into how these “maximum estimated quantity” numbers were arrived at?

A3: 220 workdays per year * 8-hour day * 11.

Q4: Please confirm that prices don’t have to be quoted in Euro.

A4: Correct. The offeror shall specify the currency of the offer.

Q5: How many Language Specialists are expected to be required in the first month of service?

When does the Government expect the full eleven (11) to be required?

A5: The Government anticipates an immediate task order for two of the 11 to start as soon as possible with two additional within the first few months. Beyond that, the remaining positions will depend on how quickly the program gears up to anticipated full workflow.

Q6: Will material be translated from English into Arabic also? Is the majority of translation work from English into Arabic or from Arabic into English?

A6: Requirements for translations and interpretations in both directions are anticipated.

Course materials, prepared in English and not already translated may initially predominate; however, translation of written materials in either language may be required at any time. Interpretations will generally be in both directions as they are likely to be needed for many interactions between American and Saudi stakeholders.

Q7: As OPM-MOI expects these personnel to be full-time positions, consistently staffed by the same individuals, and dedicated entirely to the program can offerors assume that Language Specialists will consistently receive billable hours totaling a “full time” job (40- 48 hours per week) during the life of this contract?

A7: Yes, once candidates have demonstrated their ability to perform the work, they shall carry out their duties on the basis of eight-hour days and 40-hour work weeks. There may be specific times when work beyond an eight-hour day is needed. Such additional work shall be billed in accordance with the contract.

Q8: What assistance, if any, will the US Government provide to ensure the Ministry of Interior and/or SSP approves/renews security clearances and access badges in a timely manner? Will the Contractor be penalized for delays caused by the Saudi Government?

A8: The Government will assist with asking MOI and/or PSS for the appropriate procedures and then expects the Contractor to follow those procedures to obtain clearances directly with the appropriate Ministry. The Contractor should not expect additional participation of the Government to follow up or support the clearance process.

Q9: How soon after award will the US Government allow the contractor to begin submitting candidates for MOI/SSP clearances? What information will be required to submit in order to begin this process? Will there be a preferred method/format for submitting this information?

A9: The Contractor should be prepared to provide at least two qualified candidates immediately following Notice to Proceed and issuance of the first task order. If candidates do not already hold MOI or PSS clearances, the Contractor should initiate the clearance process immediately upon issuance of the task order. MOI may permit work to start in advance of receipt of final clearances.

Q10: Can the Government provide some clarification on the connection between OPM-MOI- US and ICITAP? Who will manage this contract from the Government’s side?

A10: The Contracting Officer’s Representative (COR) may or may not be a member of ICITAP staff. The COR will work directly with the Contractor for contract administration subject to delegation of authority and guidance from the Contracting Officer and the ICITAP Program Manager consistent with the terms of the contract.

Q11: Will parking be provided for the full time Language Specialists at Building 81?

A11: Public parking is available only on the street in the vicinity of Building 81 (B81).

Normally parking within a block or two of the B81 is available. B81 does not have a parking option within its grounds. Parking options at other locations where work is performed is unknown at this time. It is likely that OPMMOI will provide transportation from B81 to work locations in the Riyadh area, particularly where parking options may be limited.

Q12: Please confirm which Government’s discretion, Saudi Arabia, or the United States.

A12: The contract is with the United States Government and in accordance with U.S. law.

Contractor employees are subject to local law where work is performed.

Q13: Will the Government provide the Language Specialists with cell phones and/or laptop computers? What about office space to conduct their duties and an internet connection?

A13: The Government will issue cell phones. The Government will provide workspace, to include a government issued desk and computer.

Q14: Confirm that translation is required in both directions, not just English into Gulf Arabic as listed in the first performance objective.

A14: See A6.

Q15: What information will the Government provide so that the contractor can assign the number of language specialists it considers necessary to meet the Government’s requirement?

A15: The Government will issue task orders with defined quantities in accordance with the needs of the Program and the terms of the contract.

Q16: What does the Government mean by “Translation Bachelor’s Degree”? Would a degree in Interpretation, language studies, English, etc. also suffice?

A16: Yes, provided the degree is from an appropriately accredited academic institution.

Q17: How often is travel outside of Riyadh to be expected in a given year?

A17: The answer to this question depends will depend on where MOI locates its training facility for this program. It is undetermined at this time.

Q18: Will the Government provide written feedback to the Contractor after conducting interviews? This is particularly important if Language Specialist candidates are not approved after an interview session?

A18: The Government shall waive the interview process and expects the Contractor to provide qualified candidates.

Q19: Can the government explain, or point to, the current COVID regulations in place at the US Embassy Riyadh?

A19: The Government follows the stricter of US and Saudi guidance and regulations regarding COVID. The Saudi Government requires full vaccination including COVID boosters to enter Saudi Government facilities.

Q20: Is the Certificate of Insurance required at time of proposal submission or upon award?

A20: After contract award.

Q21: Will the submission of female Language Specialist resumes/CVs in any way impact an offerors Technical Capability evaluation??

A21: No. MOI may request a specific gender for particular situations or tasks, and the Government may ask the Contractor to be responsive, however, the Government will consider all qualified candidates for work under contract without regard to gender.

Q22: Considering the lengthy and complex process required to establish a working business in Saudi Arabia (six months or more) will offerors who already have a legally established business be evaluated with a higher rating than those proposing an “at time of award” solution?

A22: It is conceivable that offers capable of meeting the Government’s performance period requirement will be rated more favorably.

Q23: Offerors are instructed to have references complete and submit a “Past and Present Performance Questionnaire (included as an attachment to the RFP).” However, no such attachment is included. Attachment 1, the contract information sheet/experience listing, does not provide any opportunity for a client to provide feedback on the quality of our performance. If a Past and Present Performance Questionnaire is required, could the authority please provide the attachment as soon as possible so that offerors can forward to clients, and have it returned by the proposal deadline?

A23: This paragraph is removed in Amendment 0001.

Q24: In light of the question above, clarify the intended use for Attachment 1.

A24: See A23.

Q25: If a bidder has the documents for points 1,2&3 under Section M – c. Price Evaluation – Value Added Tax, is it acceptable to enter “zero” for CLIN X005?

A25: Each offeror, after performing due diligence, should have a solid understanding as to their liability to pay VAT in Saudi Arabia. Any VAT that the offeror expects to pass on to the USG, shall be included in CLIN X005.

Q26: Local Saudi Arabian Contractors (Operating from a business address within the country):

The Contractor will be reimbursed for VAT only to the extent that the contractor provides documentary proof that VAT has been paid to the host government against a valid Turkish VAT registration number.

Should Turkish read Saudi Arabia?

A26: Yes. This error is corrected in Amendment 0001.

Q27: The maximum dollar value all task orders is (to be determined at time of award) Euro.

Is the EURO at the end of the second paragraph a typographical error?

A27: Yes. At the time of award, the ceiling will be inserted, and the currency type will match that of the price offer.

Q28: Are there any specific medical/immunization requirements the USEMB in Riyadh has for Saudi citizens working in the embassy? If so, will the government provide those requirements?

A28: There will be no requirement for personnel working under this contract to enter the Embassy.

Q29: Since you are expecting the same individuals to fulfil the same positions, can you confirm the 11 interpreters will be fully engaged throughout the 12 months of the contract?

A29: Task orders will be issued as indicated in Q9.

Q30: In case the contractor makes changes among individuals who are supposed to be filling in the same position, what are the consequences?

A30: If the Government determines that Contractor candidates are not qualified to perform the duties stipulated in the contract, the Government will reject the candidates and ask the Contractor to provide a replacement who is qualified. If this happens repeatedly, the Government will advise the Contractor to improve its performance and/or may invoke contract termination.

Q31: What is the acceptable change rate per position?

A31: This is a new requirement with no track history.

Q32: What is the maximum number of words per day per interpreter?

A32: Contractor employees are expected to work diligently on assigned tasks. No minimum or maximum words per day is established; however, the Government does not expect interpreters to perform continuously throughout the workday on interpretation or any other tasks without reasonable and appropriate breaks.

Q33: in 2.1.1 what exactly are other materials? and are video voice-over and subtitling included?

A33: The other materials will typically include correspondence between U.S. and Saudi counterparts and documents related to the training standards or requirements of the program. The Government does not anticipate a requirement for voice-over and subtitling.

Q34: If a Task Order is issued and then the number of translators is reduced by COR, is the contractor eligible in this case to claim the full amount of the Task Order?

A34: The Contractor may bill for services provided under a task order in accordance with the terms of the contract. The COR does not have the authority to unilaterally reduce the quantity required in a task order. Should the needs of the Government be reduced, a task order modification would be issued before any reduction in the requirement is implemented.

Q35: If a task order is issued and then a Staff has tested positive for Covid 19 or any similar circumstances, what is the procedure in this case?

A35: The Contractor shall not bill for hours of work that are not performed, and the COR shall reject invoices for work that is not performed. In cases of COVID, it may be possible to perform some work remotely, subject to the needs of the program and the ability of the affected Contractor employee to perform required tasks.

Q36: What is the exact number of days between the date of a task order issued to the contractor and the actual starting date of such task order? is there a minimum time for the contractor to prepare his team? This question is applicable to the first task order and any subsequent task orders

A36: It should be possible to initiate the clearance process with MOI in advance of the issuance of task orders to reduce the onboarding time upon issuance of any task order. Upon issuance of a task order, the Contractor should immediately initiate the process to onboard the appropriate number of employees. Because it cannot be known in advance how long it may take to complete any necessary clearances, the actual onboarding dates may have to be subject to agreement between the parties. Task orders will generally contain a target start date.

Q37: Can the 11 individual CVs submitted with the proposal be changed to other individuals after the award of the contract?

A37: Employee turnover is an inevitable process. The Contractor should make every effort to retain qualified candidates once they are accepted by the Government. The Contractor should plan to replace staff who may leave the program as soon as possible to avoid staffing gaps on open task orders.

Q38: Are there any obligations upon the contractor to employ the same individuals whose CVs were initially submitted with the proposal?

A38: No.

Q39: Are interpreters expected to work during Ramadan?

A39: Embassy Riyadh allows local staff to perform work on a reduced schedule of six hours per day during Ramadan. The Contractor may allow this practice as appropriate;

however, the Contractor should only bill for the hours of work actually performed.

Q40: According to the Saudi Foreign Investment Law, no foreign company is entitled to practice in Saudi Arabia until after obtaining the appropriate license, in case the contractor after award cannot fulfil such requirement, what are the procedures followed by the embassy then?

A40: An offeror’s technical capability rating is likely to be negatively impacted in the case that it is revealed that there will be a significant delay in gaining authorization to do business in Saudi Arabia.

Q41: Can the contractor utilize all 11 interpreters by subcontracting with other parties for such a purpose?

A41: The Government will not reject outright the use of subcontractors, but the Government foresees complications regarding supervision and the management of subcontracted employees; therefore offerors can expect that their technical capability may be rated less than “CAPABLE” should they propose the use of subcontracting to fill the language specialist positions.

Q42: 2.9.3.11 Possess good interpersonal skills and the ability to read non-verbal communications Can you please explain what is meant by "non-verbal communications?

A42: Nonverbal communication, also called manual language, is the process of sending and receiving messages without using words, either spoken or written.

Q43: 52.216-18 - Ordering (Aug 2020) (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from May 1, 2022, through April 30, 2025.

Should we anticipate the arrival of the first task order to be on May 2022?

A43: This date was speculative, and was updated to April 1, 2022 in Amendment 0001. This date may be changed again at time of award.

Q44: In the event of disruption of activity during an ongoing task order such as lookdown, will the contractor be able to invoice the remaining period until the expiration of the task order?

A44: The Government will make every effort to keep ICITAP’s mission operational. The Government, in accordance with clause 52.212-4 Alt I, Contract Terms and Conditions – Commercial Products and Commercial Services, Alternate I, shall only pay for labor hours performed.

Q45: As we understand from the RFQ that language specialists are expected to perform other tasks such as clerical and administrative which means combining two separate professions. Article 38 of The Saudi Labor Law stipulates that "An employer may not employ a worker in a profession other than the one specified in his work permit. A worker is prohibited from engaging in a profession other than his before taking the legal measures necessary to change his profession." What is the profession we are required to register our employees under GOSI and Labor Office? bearing in mind an employee can only be registered under one profession, and that such registration is mandatory as per the Saudi Labor Law.

A45: The Government requires qualified linguists who will have administrative support duties.

We recommend listing the profession as Administrative Support staff to comply with local law.

Q46: The RFQ states in detail the qualification and experience required for the language aspect of the services but has no mention of the same for administrative services, can you enlighten us on that, please?

A46: Ability to use standard office equipment such as telephones, desktop computers, and associated Microsoft Office software is needed.

Q47: The Solicitation states “Provide a chronological listing of the past experience in providing language services similar to that described in the Performance Work Statement, performed over the last six (6) years. For each past experience listing, provide a summary of the services provided.” In the Pre-Proposal Conference offerors were instructed that the Chronological Listing of Past Performance be focused more on what you have done and NOT how it was done. Can you please clarify the following:

What information (title, POP dates, customer, etc.) is required for each chronological Past Performance listing?

Should the listing be ordered chronologically by the POP start date or POP end date?

Is there a length limit for the summaries?

A47: The past experience information in the Management Plan is intended to be a listing of what the offeror has done. The Government will be looking to see if the offeror has done other similar work in the past. The offeror should provide sufficient details such that the reader can obtain a sufficient understanding of the experience being provided. The offeror should use their professional judgement to determine the format that is clear, concise, and in a logical order.

Q48: The successful contractor shall provide up to 11 personnel on a full-time basis during the period of performance capable of serving as interpreters, translators, and administrative assistants, and who can provide advice and recommendations relative to Saudi customs, protocols, and cultural matters.

Are these 11 positions for US Hire, Local National Saudis or Third Country Nationals?

We believe during the pre-solicitation conference, the strong preference was for Saudi Nationals, but please confirm.

Are there any age or gender restrictions?

Is there any dress code?

What is the minimum level of education required?

What are the minimum years of experience required for translation and/or working with

MOI?

A48: See para 2.9.3. Saudi nationals. Contractor staff will be expected to dress in a manner that is not offensive to colleagues. Either Saudi national or Western office attire would be acceptable.

Q49: The Saudi Ministry of Interior (MOI) and/or the State Security Presidency may require security clearances and the U.S. Embassy may require background investigation of Contractor staff to gain access to Saudi Government or Embassy facilities. In cases of such requirements, the Contractor shall complete the necessary actions to obtain such clearances or access before its interpreters will be permitted such access.

What type of security clearance (Host Nation MoI, US Embassy RSO, both) will be required?

Will a commercially available international background check suffice for a background investigation / check, if not what does the US Embassy require and what is needed from the prime contractor to complete the necessary actions to obtain such clearances and access? If a form is available for this process, will the USG please provide a sample form.

Will individuals be required to undergo any sort of security pre-screening/interview to determine suitability for site access to the Embassy?

A49: No Embassy RSO clearance will be required. It is not anticipated that Contractor employees will ever need to access Embassy Riyadh. Only an MOI clearance will be required in accordance with MOI procedures.

Q50: Translate written documents or other materials from Arabic to English. Such documents or materials will generally be less than 10 pages. Larger documents and course materials will normally be submitted for formal translation using other OPM-MOI resources or contracts, however, time permitting, occasional translation of longer documents may be necessary. Interpret spoken English or Arabic into the other language in a variety of settings which may include, but are not limited to, meetings between two or more OPM- MOI team members and other American or Saudi interlocutors.

Is candidate screening in Modern Standard Arabic (MSA) and English sufficient for assessing language proficiency levels?

A50: Qualified Saudi nationals should have MSA and Gulf Arabic.

Q51: Will Contractor staff have access to the US Embassy dining facility or will a lunch break be afforded to the contract staff?

If lunch break will be afforded, is this time billable?

A51: Access to the Embassy dining facility is not anticipated. Any invitations to the Embassy for work or non-work purposes would be subject to Embassy visitor access policies. A one-hour lunch break will be afforded and is not billable.

Q52: What are the current Saudi Arabia COVID 19 requirements? Does the individual need to be fully vaccinated? Please define fully vaccinated.

Will COVID Booster shots be required?

Will masks or other PPE be required in the workplace? Will the Contractor provide the PPE or will the USG.

A52: Contractor employees will have to follow applicable COVID vaccination and booster requirements to enter Saudi Government facilities; B81 is a Saudi Government facility.

No PPE is required at this time.

Q53: 2.1.1 Translate written documents or other materials from Arabic to English. Such documents or materials will generally be less than 10 pages. Larger documents and course materials will normally be submitted for formal translation using other Office of Program Management-Ministry of Interior (OPM-MOI) resources or contracts, however, time permitting, occasional translation of longer documents may be necessary.

What are the other OPM-MOI resources or contracts?

A53: The Government currently has a Language Support Unit and one or more Language

Services contracts in place with translation and interpretation capabilities that may be used to meet some of ICITAPs language services requirements.

Q54: The Saudi Ministry of Interior (MOI) and/or the State Security Presidency may require security clearances and the U.S. Embassy may require background investigation of Contractor staff to gain access to Saudi Government or Embassy facilities for each task under this contract. In cases of such requirements, the Contractor shall complete the necessary actions to obtain such clearances or access before its interpreters will be permitted such access.

Please provide an explanation of the security screening prerequisites, forms, submission process, and how long will it take to process Security Clearances and background investigations?

A54: See Q8.

Q55: The contractor shall have sufficient human resources (availability of interpreters and translators) and organizational capabilities to be able to ensure adequate and smooth fulfillment of the volume of the services as required by this contract.

Will the USG cooperate and complete additional security processing so that the contractor can maintain a ready-reserve of fully-qualified backfill candidates to cover unforecasted absences and/or holiday periods? Given the extensive holidays that must be observed (both US and Saudi Arabia), having additional fully qualified personnel available to work without additional onboarding/security delays could be extremely advantageous to the

USG.

A55: See Q8. The Government will see as advantageous Contractor plans to deal with potential employee absences by having a pool of qualified candidates to fill in gaps.

Q56: lLR Level IV is Full Professional Proficiency. Will the Government consider Level III, Professional Working Proficiency in lieu of Level IV?

A56: The requirements are as stated in the RFP.

Q57: 2.9.3.6 Successfully pass an interview with a panel of potential team members and other evaluators.

What are the steps to be considered for an interview?

When will this interview take place and by whom?

Will there be a list of questions provided to the offeror prior to the interview to provide to the language specialist to prepare for the interview?

How long after the interview will the offerors be notified about the results of the interview?

Is there only one interview, or is there an initial interview, and if the language specialist passes the initial interview will they be required to sit for additional interviews?

A57: See Q1 and Q18. The Government will waive the interview requirement.

Q58: 2.9.3.9 Must be able to travel occasionally out of the Riyadh area for periods of up to one month at a time, How often does the Government anticipate travel of periods of up to one month at a time will occur?

Does the Government anticipate travel periods to exceed one month?

Will this travel be within Saudi Arabia, or could it be outside of Saudi Arabia?

A58: Travel will be related to the delivery of training courses inside KSA and may involve short periods of one week or less of preparation time for training delivery and a few days for follow up after training is delivered. It is unknown at this time how many courses will be delivered outside the Riyadh area. As of right now, it appears most training will be delivered in the Riyadh area.

Q59: 2.10.2 Uniforms. The Contractor's employees shall wear clean, neat, and identifiable uniforms, although not necessarily identical uniforms.

Can the Government please specify what their definition of “identifiable uniforms” is and what is exactly required?

A59: Uniforms are not required for this contract. See Q48.

Q60: 2.11.2 All employees working under this contract shall be in full compliance with US Embassy Riyadh and any local KSA COVID-19 regulations, to include, but not limited to, COVID-19 testing and immunization requirements.

Do you have a specific list of immunization requirements or a specific website to get the most updated list of immunization requirements?

A60: See Q27 and Q52. The Saudi Government requires persons entering its facilities to be fully vaccinated and boosted for COVID. Such requirements are subject to change.

Q61: 2.12.4 (1)Bodily Injury, On or Off the Site, in US Dollars Per Occurrence 500,000 USD Cumulative 500,000 USD (2) Property Damage, On or Off the Site, in US Dollars Per Occurrence 500,000 USD Cumulative 500,000 USD Is this insurance exclusive of the DBA requirement?

Will the cost of this insurance be included or excluded from CLIN003/1003/2003?

A61: The liability insurance is separate from the DBA insurance. The cost of the liability insurance is an indirect cost that should be built into the hourly rate.

Q62: If the Project Manager is not also a Language Specialist, does the Project Manager need to be a Saudi national? Does the Project Manager need a MOI or State Security Presidency security clearance?

A62: No. If the Project Manager is not one of the Language Specialist, it is the Government’s expectation that this person will not be co-located with the ICITAP office. The Project Manager’s access to the ICITAP office may be restricted if they do not have the necessary security clearance to enter the Saudi run facility. It should also be noted that the Government considers this position to be management overhead; therefore, the cost associated with this function should be built into the hourly rate for the language specialists.

Q63: If Offeror is only hiring Saudi nationals, does the Offeror need to submit a recruitment and housing plan for third-country nationals?

A63: If there are no third-country nationals employed, then a recruitment and plan are not required.

Q64: Besides presenting a certificate of DBA insurance, does the USG expect the Offeror to provide other certificates of insurance?

A64: After award, the contractor shall show proof of liability insurance.

Q65: Who covers the costs of obtaining MOI or State Security Presidency security clearance for the Language Specialists?

A65: Unlike the U.S. security clearance process, the Saudi government does not charge any fees to screen contractor personnel.

Q66: If the primary location for performance of duties will be at a Saudi Government facility, will the language specialists use Saudi Government computers and information systems?

Would there ever be a case where a language specialist will be doing work on the Contractor’s computers or information systems?

A66: The Government will provide equipment for use in B81 and may provide laptops as needed for remote work or work at other sites.

Q67: Will the Saudi or US Government provide the language specialists with cell phones?

A67: See A13.

Q68: Should the Contractor plan to provide basic office material (notebooks, pens, etc.) for the language specialists?

A68: No. The program will provide appropriate officer materials.

Q69: Do you know what percentage of time a Language Specialist might need to travel outside of the 50 miles radius of Riyadh?

A69: No. See Q17.

Q70: On page 60 of the RFP, it states that the Offeror is responsible for requesting that their references submit a Past and Present Performance Questionnaire directly to the COR. It also states the Questionnaire is attached to the RFP. Is this required and, if so, was the Questionnaire attached to the RFP?

A70: See A23.

Q71: Could you please explain how we should use the “Language Support Services – ICITAP, US Embassy Riyadh, Attachment 1 – Contract Information Sheet / Experience Listing” document? Are we supposed to attach this sheet for each recent and relevant contract? Or can we use this as a guide and incorporate this information into our proposal?

A71: The offeror should provide past performance references. The Government may contact these references to inquire about past performance.

Q72: For non-Saudi entities, can it operate in Saudi through an official representative agreement, or must the non-Saudi entity register as a local branch within Saudi?

A72: All businesses operating in the Kingdom of Saudi Arabia must register and obtain appropriate licensing to perform work inside the country.