Amendment A002 - RFQ 19LE2024Q0010 - Language Training Program - Questions Answers.pdf

SBU - CONTRACTING AND ACQUISITIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION

NO.

A002

3. EFFECTIVE DATE

March 22, 2024

4. REQUISITION/PURCHASE REQ.

NO.

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

Contracting Office

Department of State

American Embassy

Beirut, Lebanon

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

X

9a. AMENDMENT OF SOLICITATION NO.

19LE2024Q0008

9b. DATED (SEE ITEM 11)

February 29, 2024

10a. MODIFICATION OF CONTRACT/ORDER

NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

[ ] is extended, [ X ] is not extended

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning ___1____ copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF

OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A. 52.243-1 Changes--Fixed Price (AUG 1987)

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ X ] is required to sign this document and return __1_ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

SEE ATTACHMENT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

16A. NAME OF CONTRACTING OFFICER

Christopher Berkey – Contracting Officer

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

March 22, 2024

CONTINUATUION SHEET

RFQ # 19LE2024Q0008

English Language Training Program

U.S. Embassy Beirut - Lebanon

We are hereby amending the RFQ # 19LE2024Q0008 to answer the received questions.

Here below the answers to the received questions:

Q1: How many employees in total could or should enter in this training program?

A1: An average of 36 students in total (6 students for each of the 6 levels, beginner, beginner +, intermediate, intermediate +, advanced, advanced +)

Q2: Could you please estimate how many classes we can training each day? because you mention The U.S. Embassy shall provide one classroom for six students only?

A2: You could hold up to 6 classes per day, but the schedule will be agreed once the contract is awarded. There is only one classroom available, and the classes will be limited to 6 students per class.

Q3: Do you need training session for each level of students alone or we can make this training from the beginning to all levels?

A3: Based on the assessment test, each student will be selected in one of the six levels thus the trainer is required to deliver the curriculum for each level accordingly.

Q4: Regarding section 6.3, the RFP states that “The Contractor shall deliver a complete and full translation of the items listed in paragraph D.1, above, within fifteen (15) days.” Please clarify to which section you are referring, since the RFP does not contain a section “D.1”. Moreover, please clarify “within 15 days” of what?

A4: It is a typo; there is no need to provide any translation. The successful offeror shall provide the materials to the COR within 15 calendar days.

Q5: Section 4.3 mentions the need for supervisors and section 5.1.5 addresses the need for student counseling. It should be noted that both of these services are distinct from

"English Language Instruction." Could we make adjustments to the pricing table to include these two services separately?

A5: Yes, adjustment can be made to include a separate line item for these two services.

Q6: Please elaborate on IRS Form W-14. Is it required from vendors based in the States?

A6: Refer to RFQ # 19LE2024Q0008 – Page 30 – Bullets (1) and (2).

Q7: Is there a budget allocated to this contract? If yes, how much?

A7: As per our Independent Government Cost Estimate (IGCE), the total cost of the contract, i.e. base and plus four option years shall not exceed $247,500.

Q8: Under the FOIA, is there an incumbent currently providing these services? If yes, please identify them and how long have you been working with them.

A8: There is no incumbent providing these services.

Q9: Under the FOIA, how much are you currently paying for the services?

A9: The Embassy does not currently have this service.

Q10: Is this solicitation a set-aside for a particular certification (WBE, WOSB, DBE, or

SBE)?

A10: No, this solicitation is not set-aside.

Q11: In case the proposal becomes publicly available, could we mark certain portions of our proposal confidential to avoid such disclosure? Alternatively, could we send two copies of the proposal with the second version redacted, again to safeguard our proprietary information?

A11: The offer of the awardee shall become an integral part of the contract. The related information shall be published on SAM.gov for the sake of transparency. Offers shall take this point into consideration when submitting their bids.

Q12: Are the insurance terms negotiable?

A12: Offerors shall abide by the terms and conditions of RFQ # 19LE2024Q0008.

Q13: Is this the first time this program is running?

o If not, who is the current provider?

o What was the previous contract value?

A13: Refer to Q8.

Q14: Is there a maximum contract value?

A14: Refer to Q7.

Q15: What is the expected number of students for the program?

A15: The number of students is variable depending on the interest and commitment.

Q16: Is there an expected number of instructors?

A16: It falls on the contractor’s responsibility to choose the number of instructors.

Q17: How many instructors currently teach classes?

A17: No classes are currently held.

Q18: Will you accept a tiered pricing structure? For example, the first X hours each month charged at XX USD and hours X-X charged at XX USD. If so, should we provide our own pricing table as the RFQ table does not allow space for this?

A18: Yes, you can provide your own pricing table.

Q19: Section 1.2 says “The minimum guarantee would be four (4) sessions per week.”

However, under Section 3: Period of Performance, the RFQ states “At no time is the

Contractor guaranteed any number of hours during the course of any week. The total number of hours awarded off of this solicitation may be higher or lower than the estimated hours shown in the pricing section.” Can you please clarify?

A19: Section 1.2 is amended to remove the 4 sessions per week guarantee.

Q20: Mode of Instruction: Are classes conducted online, in-person, or in a hybrid format?

A20: Classes are conducted in-person. It can only be conducted online in case it’s of a security emergency. The latter case will be held upon CO’s approval.

Q21: Weekly Time Commitment: What is the expected weekly hours for each class?

A21: It is a one-hour class. The class will be held twice/ week.

Q22: Syllabi/Curriculum: Will the syllabi or curriculum be provided, or should we use our own?

A22: It falls under the contractor’s responsibility to select the appropriate curriculum that will fit our student’s needs.

Q23: Class Size: What is the anticipated number of students per class?

A23: Average of 6 students per class.

Q24: Student English Proficiency: Are all students expected to be at the same English proficiency level, or should we conduct a placement test?

A24: A placement test conducted by the contractor.

Q25: Course Focus: Is the course intended to be general English, or is there a specific focus such as "English for Diplomats"?

A25: It is general English.

Q26: The course discussed in the meeting was 2 hours per class a minimum of two classes per week. The contract stipulates that there will be 1 hour classes a minimum of two classes per week. Can you clarify as to what will be the schedule going forward?

A26: Each of the six levels has a one-hour class. Each week consists of two classes.

Q27: For the assessment exam, the companies listed use a LIR system in place. There is an equivalency in the CEFR system. When producing the Assessment Exam, are we able to base it on the CEFR scale?

A27: It’s the contractor’s responsibility to decide how the assessment exam will be processed.

Q28: Are we required to use the listed companies, or are we allow to create our own

Assessment Exam base on the CEFR/LIR system that is listed?

A28: Only the assessment exam that is implemented at your institution is required.

Q29: As listed in the contract, the students are required to reach a proficiency that allows them to translate Arabic to English and vice versa. Is that a core curriculum requirement?

A29: It’s essential to LE Staff to be able to interpret Arabic to English and vice versa.

However, all other skills are quite important for their English proficiency.

Q30: We must prove the scope and sequence of the program (curriculum) to the COR and

HR before disseminating a copy of it to the student. On what standard will the program be assessed?

A30: A basic assessment will be made that the curriculum covers reading, writing, listening and speaking.

Q31: The contract lists a 90%-95% success rate as a requirement. Should the students not meet that benchmark even with extensive scaffolding and proactive intervention, and say fall into the 80% success rate category, would that affect the application of other aspects of the contract?

A31: Student’s failure to the contract does not affect the scope of the contract neither the performance of the contractor.

Q32: Contractually it is stated that the COR and HR will interview and assess the teaching and self-assessing candidate we chose as a contractor. What are the standards that our candidate will be assessed on?

A32: It’s the contractor’s responsibility to hire the teacher.

Q33: Teachers compensation can be invoiced, will that be covered fiscally, or will it be on the contractor until completion of the first year contract? Can the teacher remunerations be clarified?

A33: Teacher’s compensation is the responsibility of the contractor.

Q34: What system would be in place for adjustments that the COR and HR will make to the curriculum, and will the contractor be able to apply/reject any adjustments?

A34: COR and HR will not make changes to curriculum that will be shared upon each semester.

Q35: How many levels will function concurrently within the first contractual period?

A35: maximum of 6 levels.

Q36: The COR contractually will sign off on invoiced hours, is there a mechanism where the contractor may resolve a dispute with this any other issues that may arise with the COR and HR?

A36: Any dispute shall be shared in writing to the attention of CO.

Q37: Regarding 1.2, please confirm that the estimate of 500 -1000 hours per year should be given as a fixed price per session of USD which would include all of the expenses including instruction, materials, supplies, etc.. The breakdown would be provided as in the tables on page 5.

A37: Yes, fixed price includes all above.

Q38: Regarding the schedule of 7:00 am – 6:00 pm, the hourly sessions for each student/group should not be more than 1 hour at a time? Is that correct?

A38: Yes.

Q39: Further in the RFQ it states students should not take more than 2 hours per week. So if the session is 5 months or 20 weeks each student will take 2 hours a week or 40 hours for the session of in class learning. So the class would be 2 times a week of one hour a class, correct?

A39: Yes.

Q40: How much out of class work can be assigned to the learners. Will they have time and commitment to study out of class? Selected students will be highly committed to study and pass the required English level.

A40: We recommend keeping the class work minimal while ensuring that their learning progress is kept intact.

Q41: What is the purpose of providing a budget (price) for the Base Year, Year One, Two, Three and Four? Is it expected that some students will continue on through multiple levels until a target be achieved?

A41: This is a fixed term contract. We expect that the students complete the semester.

However, the number of students who will be moving to the next level may vary (i.e.

level of commitment, budget). We would expect some students to continue on to the next level and new students to start who may not have participated the previous semester to start.

Q42: Is there an approximate number of staff who will be tested? Will they all start at the same time taking classes?

A42: Average of 6 students per class. They all start at the same semester.

Q43: Are these options included to take into consideration anticipated increase in prices and such?

A43: The contract is for one base year and four option years. The Government shall unilaterally choose to exercise any option year based on the performance of the contractor. It is up to the contractor to decide how to price or if they choose to anticipate any increase in the prices.

Q44: Is there a target level the Embassy would like all learners to achieve (i.e. B2+ or C1 on the CEFR for example?

A44: Improving the language skills is only required to attain the skills of that level.

Q45: On page 6 1.3 Payment copied below, how frequently will the payment be issued – after each 5- month course or more frequently?

A45: Payment shall be made at the end of the month.

Q46: On page 7, under the curriculum, what is meant by original materials. Should all of the materials and curriculum be designed specifically for the group of students, or can a textbook be used as the foundation and then tailored for the needs of the students?

A46: Any of these options can be implemented.

Q47: Will there only be one classroom available onsite at the Embassy? This implies that only one class can take place at a time, correct?

A47: Yes for both questions.

Q48: Does the computer have access to audio equipment for listening exercises?

A48: Yes, it can be equipped with headsets.

Q49: Can alternative venues be suggested off site from the Embassy?

A49: No.

Q50: Regarding the initial testing for a baseline, a- does the placement test have to be one that is approved by the Foreign Service Institute and others? b- Or can others be suggested? c- Or two budgets one with an approved test and one with an alternate not-approved test as approved test will greatly add to the price per hour?

A50: a- No for the one approved by Foreign Service Institute.

b- Yes.

c- Placement test that is used by the contractor’s institution is only required.

Q51: Does the baseline test need to test all four skills of English reading, writing, speaking and listening or are two skills reading and listening sufficient?

A51: All four skills need to be assessed.

Q52: In 5.1.5 student counseling, Page 12 – should there be a fixed fixed number of hours for this counseling?

A52: Counseling is on needed basis and free of charge.

Q53: Are there any suggestion for a MEAL plan?

A53: No

Q54: How frequently should progress reports and grades be submitted to the Embassy? At the end of the course?

A54: Expression of concerns can be shared during the semester. Grades (pass or fail) should be submitted at the end of course.

Q55: Regarding the format of the proposal, are there any specifications for the solicitation, such as paper, size, font size? Can text boxes have smaller font size? Is there a page limit? Is there any link to specifications which should be followed?

A55: Solicitation must be submitted electronically in MS-Word,MS-Excel or pdf format. If the file size should exceed 20 MB, separate files must be made and attached to separate emails.

Q56: What is the expected launch of the project? Next Fall/Winter 2024? Or are classes expected to start this upcoming Spring/Summer 2024?

A56: Expected to launch this upcoming Spring/Summer 2024.