Questions and Answers - Interpreter Services RFQ.pdf

RFQ 19PE5026Q0005 – Interpretation services

Questions and answers

Q1. Could you please confirm whether U.S.-based contractors are eligible to submit a quotation for this requirement, either directly or through compliance with local registration, licensing, or subcontracting arrangements within Peru?

A1. Yes. U.S.-based contractors may submit a quotation. As stated in Section 3 –

A.2.(4), the offeror must address its plan to obtain all licenses and permits required by local law, or provide copies of such licenses and permits if already obtained.

The registration, licensing, or subcontracting arrangements is the responsibility of the offeror.

Q2. Could you please confirm whether CLIN 002 (Virtual hourly rate) is subject to a two-hour minimum billable time, similar to CLIN 001, since no minimum is specified for CLIN 002 in Section 3.1?

A2. No minimum applies to CLIN 002. The virtual hourly rate should be quoted and billed per hour.

Q3. Could you please clarify, for CLIN 003 (In-person daily rate – 8 hours), whether a cancellation made within 48 hours will be billed at the full 8-hour daily rate, and whether the full 8 hours will also be billed if the interpreter is released early on the day of service?

A3. As stated in the Cancellation Policy, cancellations must be made at least 48 hours prior to the scheduled event. Any cancellation received less than 48 hours before the event will result in the full-service fee (100%) being charged. For CLIN

003, the daily rate covers an 8-hour day; therefore, if the interpreter is released early on the day of service, the full 8-hour daily rate still applies.

Q4. Could you please confirm whether the audio technician and sound technician included in CLIN 005 and CLIN 006 may be priced under a separate CLIN, as interpretation equipment is typically billed per unit, while technicians are billed per hour?

A4. No. The pricing for the audio technician and sound technician must be included as part of the rental of the translation booth under CLIN 005 and CLIN

006. These technician costs should not be priced under a separate CLIN.

Q5. Could you please provide an example of how VAT should be calculated and invoiced, including which portions of the contract price are subject to VAT, as described in Section 4 - Value Added Tax?

A5. The VAT will depend on the tax regime under which the company is registered in Peru to conduct business. VAT must be shown as a separate line item when submitting an invoice.

Q6. Could you please confirm whether the Government would consider separating consecutive and simultaneous interpretation into distinct categories or CLINs in the pricing schedule, given that they are different interpreting modalities and not all interpreters are qualified to perform both?

A6. No. The Government will not separate consecutive and simultaneous interpretation into distinct categories or CLINs. Based on previous experience, both interpreting modalities must remain within the same category in the pricing schedule.

Q7. Could you please clarify under what circumstances this would apply? Our understanding is that the interpreter’s role is strictly to provide oral interpretation, and that serving as an official notetaker is a separate function that may raise concerns regarding role neutrality, accuracy, and scope of services.

A7. The Government expects interpreters to provide oral interpretation only. The reference to notetaking is not intended to assign a separate administrative or clerical function to the interpreter.

Q8. Could you please provide historical usage data or estimated service volumes from prior years for these interpretation services, to help vendors better understand expected ordering levels under this indefinite-quantity contract?

A8. Historical usage data cannot be provided at this time, as service volumes vary from year to year. Under this IDIQ contract, the Government guarantees a minimum of $100 and a maximum of $82,000 per year.

Q9: Could you please clarify whether offerors are required to have an established office or local certification in Lima, Peru at the time of award in order to be eligible for this contract, or if authorization to operate locally may be obtained after award?

A9. Yes. Offerors must have an established office in Lima, Peru at the time of award in order to be eligible for this contract. Local certification or authorization to operate must already be in place and cannot be obtained after award.

Q10. Could you please confirm the specific locations where the interpretation services are expected to be performed, including whether they will take place exclusively at the U.S. Embassy in Lima or at multiple sites?

A10. Services are expected to be performed at multiple sites within Peru and are not limited to the U.S. Embassy in Lima.

Q11. Could you please confirm whether this solicitation is limited to locally established agencies in Peru, or if U.S.-based agencies are also eligible to submit a quotation?

A11. This solicitation is not limited to locally established agencies in Peru.

However, offerors must possess all licenses and permits required by local law in order to conduct business in Peru.

Q12. If non-local agencies are considered, could you please confirm whether any personnel other than the interpreters (e.g., the Project Manager) are required to be locally based in Peru, or if those roles may be performed remotely?

A12. The scope of work requires in-person services.

Q13. Would the Government be able to provide a list of current incumbent contractors performing these interpretation services?

A13. No.

Q14. Would the Government be able to disclose the current contract rates for the interpretation services under this requirement?

A14. No.

Q15. In what part of our proposal should we indicate that 18% VAT (IGV) applies for all services we provide in Peru? A separate cover letter?

A15. The VAT will depend on the tax regime under which the company is registered in Peru to conduct business. Include a statement in Section 1.3 Pricing indicating that VAT % that will be charged as a separate line item when billing for these services.

Q16. “(3) Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work”. How do we present this evidence? Are CVs, invoices, pictures, letters enough?

A16. As an example, offerors could provide the following documents as evidence:

• Resumes or CVs of key personnel showing relevant experience and qualifications

• Staffing plans outlining roles, responsibilities, and availability

• Organizational charts showing how the project team fits within the company

• Letters of commitment from proposed staff or subcontractors

• Training or certification records relevant to the work

• Inventory lists of equipment they own or lease

• Proof of access to specialized tools or facilities (e.g., lease agreements, vendor letters)

• Descriptions of technical systems or software they will use

• Logistics plans showing how equipment will be deployed and supported

• Audited financial statements (balance sheet, income statement)

• Bank letters confirming available credit or financial standing

• Proof of insurance (general liability, workers’ comp, etc.)

• Lines of credit or financing agreements

• Evidence of past performance on contracts of similar size and scope, showing they have successfully managed comparable financial demands

• Contract references demonstrating successful completion of similar work

• Performance evaluations

Q17. “(5) The offeror’s strategic plan for the cleaning service of curtains, rollers and other blinds to include but not limited to...” Does this refer to interpretation equipment (portable and booths)?

A17. Offerors shall provide an strategic plan referencing the interpretation services stated in the scope of work. (See revised Section 3).

Q18. Please provide incumbent(s) and incumbent(s)’s rates, historical task order number, historical volumes, breakdowns for in-person, virtual and equipment rentals, historical spend, projected volumes, projected budget for the contract and per year.

A18. Historical data cannot be provided at this time as it may vary. However, the

IDIQ contract guarantees a minimum of $100 and up to a maximum of $82,000 per year.

Q19. What are Offerors to list in SF 1449, Blocks 23 and 24? Block 23 has a continuation page. We are also instructed to fill out Block 24.

A19. Offerors should complete Section 1 – 3 Pricing Section for the Base, 2

Option Years and for the Option to Extend Services (6 months)

Q20. Please specify the difference between travel and transportation.

A20. In this context, travel refers to services provided by the interpreter, outside

Lima, which may require expenses such as airfare tickets and hotel accommodation. Transportation refers to the movement of the interpreter within

Lima, specifically from their location to the service site and back.

Q21. Will travel within Peru be covered by the U.S. Government provided it is pre-approved, as per page 3?

A21. As outlined in Section 1–3 (Pricing), additional travel expenses, including travel such as airfare and hotel accommodations, must be pre-approved and will be paid by the U.S. Government.

Q22. Please advise distances that vendors will need to include in their pricing to cover 2.2. Transportation (p. 7)

A22. Distances may vary depending on the sites.

Q23. Is CLIN 002, Virtual hourly rate, pre-scheduled or on demand?

A23. Pre-scheduled.

Q24. What is the minimum for CLIN 002, Virtual hourly rate? The industry standard is to charge the minimum of 1 hour.

A24. The minimum request is 1 hour.

Q25. Are vendors allowed to provide CLIN 002, Virtual hourly rate, outside of

Peru?

A25. No. Services required are within Peru.

Q26. Please specify business days and hours.

A26. Services may be requested at any time, 24/7, Monday through Sunday, including weekends and holidays.

Q27. Where are vendors to list their after-hours, and urgent / emergency (less than

48 hours in advance) charges?

A27. All rates must be completed as specified in the Pricing chart. There are no special rates for urgent or emergency services.

Q28. What is the cancellation policy for CLIN 002, Virtual hourly rate? The industry standard is 1 hour.

A28. Please refer to answer A 3 above for cancellation policy.

Q29. What is the cancellation policy for equipment rentals?

A29. Please refer to answer A 3 above for cancellation policy.

Q30. Please specify which CLINs are subject to VAT. Please specify their corresponding VAT rates. As per 4. Value Added Tax, vendors are to specify VAT in their proposals.

A30. Please refer to A5 above. All services are subject to VAT.

Q31. Please confirm that vendors are to include VAT in prices in Section 1, Block

23.

A31. Please refer to A5 above.

Q32. Please confirm that the solicitation is for simultaneous interpretation. The industry standard is to differentiate pricing between consecutive and simultaneous.

A32. Please refer to A 6 above.

Q33. Please advise re 1.5 (p. 7): The Contractor may be required to take on a public relations or mediating role as part of the interpreting, so as not to jeopardize policies and program objectives and in order to obtain the desired results. The industry standard is to have interpreters adhere strictly to what is being said, without providing their own inputs.

A33. Section 1.5 (p. 7) does not require interpreters to provide personal opinions or deviate from strict interpretation standards. The contractor’s interpreters will continue to adhere to professional codes of ethics, including accuracy, impartiality, and non-advocacy. The reference to a ‘public relations or mediating role’ refers only to maintaining clear communication and preventing misinterpretation—not to offering opinions or influencing outcomes.

Q34. Please advise how an interpreter is to interpret but also take notes, as per 1.6 on p. 7.

A34. Please refer to A7 above.

Q35. If vendors were to use subcontractors, are vendors to list then subcontractors’ experience in providing services in Peru, as per A. Summary of

Instructions, A.2, (2) (p. 26)?

A35. Yes.

Q36. Please advise what evidence vendors are to provide in respect of A.

Summary of Instructions, A.2, (3) (p. 26).

A36. Please refer to A16 above.

Q37. If vendors were to use subcontractors, are such vendors to submit proof of subcontractors’ legal status in Peru, as per A. Summary of Instructions, A.2, (4) (p.

27)?

A37. Yes.

Q38. Please advise re A. Summary of Instructions, A.2, (5) (p. 27) and how it applies to (a) through (b) of A. Summary of Instructions, A.2, (5).

A38. Do not understand the question.

Q39. If vendors have a current SAM certification, what are vendors to fill out in

Section 5?

A39. Offerors should complete and submit Section 5 – Representation and

Certifications.