QuesAnsw19PK3326Q7081.pdf

Subject: Questions/Answers asked by different Offerors for 19PK3326Q7081, “Language Instructor

Services for U.S. Embassy Islamabad”, Pakistan during and after pre-proposal conference held on

September 11, 2026.

Q.1: How long will take security clearance process for instructors and supervisors after the RAM process?

Answer: The security clearance process for instructors and supervisors is estimated to take approximately 4–6 weeks after completion of RAM vetting and receipt of necessary documents.

Offerors should plan accordingly and allow sufficient time for the completion of security clearances before the instructors and supervisors are scheduled to commence work onsite. The estimated processing time may vary depending on the scrutiny of the submitted documentation and completion of applicable security clearance procedures.

The contractor will be responsible for ensuring that all instructors obtain the required security clearances before commencing services, in accordance with the requirements of the RFQ and the resulting contract.

Q.2: Can Arizona State University (ASU) apply as the primary partner with NIT, Lahore, for operational management in Pakistan?

Answer: Yes. Arizona State University (ASU) may apply as the primary offeror and may engage the

National Institute of Technology (NIT), Lahore, as a subcontractor to support operational management and other related activities in Pakistan.

ASU, as the primary offeror, must demonstrate compliance with all applicable requirements specified in the RFQ.

NIT, Lahore, may support ASU in operational management and the delivery of required services in

Pakistan, subject to the terms and conditions of the RFQ and the resulting contract.

ASU, as the primary offeror and contractor, will remain responsible for the overall performance of the contract and compliance with all applicable contractual obligations, including the performance of its subcontractors. All required language instructors and supervisors must meet the applicable qualification, security clearance, and onsite performance requirements specified in the RFQ.

Q.3: Can foreign companies with a virtual or satellite office in Pakistan participate as contractors?

Answer: Yes. Foreign companies with a virtual or satellite office in Pakistan may participate as contractors, provided they meet all applicable requirements specified in the RFQ. Though, it is preferred but not required to have office in the Pakistan. However, the offeror must state they can manage the contract and language instructors virtually.

Q.4: How many days or weeks shall be given to the awardee contractor in the Notice to Proceed

(NTP)?

Answer: The contractor will be provided a minimum of 10 calendar days from the date of issuance of the Notice to Proceed (NTP) to complete the necessary mobilization and preparations for commencement of services.

The contractor shall ensure that all required resources, personnel, and arrangements are in place before commencing performance, in accordance with the requirements of the RFQ and the resulting contract.

Q.5: If an instructor does not meet the exact educational requirements, would equivalent education and relevant professional experience be considered?

Answer: Yes. Equivalent education and relevant professional experience may be considered, where permitted by the requirements of the RFQ and SOW.

Offerors are advised to carefully review Sections 1–3 and Section 4, including the SOW under Section

1, for the specific educational qualifications, experience, and other requirements applicable to instructors.

Any proposed equivalent education or relevant professional experience must be clearly documented and demonstrated in the offeror’s proposal for evaluation in accordance with the stated requirements of the RFQ. Embassy determination if equivalency is acceptable or professional experience is considered relevant will be deem as final.

Q.6: How should offerors complete Blocks 23 and 24 of SF-1449, particularly the Unit Price and

Amount fields?

Answer: Ignore Blocks 23–24 of SF-1449. Instead, offerors are required to complete the pricing table provided under Section 1, pages 4–6 of the RFQ. All applicable unit prices, amounts, and other required pricing information must be entered in the designated pricing table in accordance with the instructions provided in the RFQ.

Q.7: Does the Quality Control role have to be present on site every day?

Answer: No. QC role can be performed remotely/virtualy as long as all the duties and responsibilities of the role are accurately met. If any matters of concern are encountered during the course of program implementation, embassy retain the discretion to require onsite presence as needed..

Q.8: For past performance, will you look only at the prime contractor’s experience, or can the experience of key partners also be considered?

Answer: The primary offeror will remain responsible for the overall performance of the resulting contract. The past performance of the primary offeror will be considered, and also for subcontractor where applicable, in accordance with the evaluation criteria specified in the RFQ.

Offerors shall submit relevant past performance information for the primary offeror and any proposed key partners, subcontractors, or teaming partners, as applicable.

The Government will evaluate past performance in accordance with the stated evaluation criteria and the requirements of the RFQ.

Q.9: What are the requirements for obtaining Defense Base Act (DBA) insurance, and how should associated insurance costs be reflected in the proposed monthly rates?

Answer: Offerors may obtain DBA insurance rates directly from a Department of Labor (DOL)-approved insurance provider and use those rates to estimate the applicable insurance costs.

The successful contractor will be responsible for obtaining and maintaining the required DBA insurance coverage in accordance with the applicable contract requirements before commencing performance and throughout the contract period.

Q.10: What are the 5000-C W-14 forms, and do they apply to a local Pakistani company?

Answer: Required only when the total contract price is $350K or more.

Q.11: Can a primary partner not based in Pakistan apply, and would it need an experienced Pakistani partner?

Answer: Refer to answer#03.

Q.12: Are there any additional guidelines, requirements, or background documents available now beyond what is currently posted (e.g., estimated number of instructors, hours, locations, or minimum qualifications)

Ans: No. just to reiterate the professional reference provided for the instructor should be valid, accessible and not of personal relatives/friends.

Q.13: Whether this requirement will be set aside for small business

Ans: No. This requirement will not be set aside exclusively for small businesses. The solicitation is open to all qualified and eligible offerors that meet the stated requirements, regardless of their business size. Small businesses are welcome to participate and submit proposals, provided they meet all the eligibility, technical, experience, and other requirements specified in the solicitation.

Q.14: Does the three-year experience requirement apply to the prime offeror as a legal entity only, or may it be satisfied by the combined experience of the offeror and a named teaming partner documented in the quotation?

Ans: The contract will be awarded and signed between the U.S. Embassy and the primary offeror.

Therefore, the primary offeror must demonstrate compliance with all applicable requirements specified in the RFQ, including the three-year experience requirement.

The primary offeror may identify and include a teaming partner, where permitted under the RFQ.

However, the experience and qualifications of a teaming partner may not automatically be combined with those of the primary offeror to satisfy the three-year experience requirement. Offerors should carefully review the RFQ for the applicable experience requirements and any provisions regarding teaming arrangements, subcontractors, or reliance on the experience of other entities.

The primary offeror will remain responsible for the performance of the contract and compliance with all solicitation requirements.

Q.15: Does the requirement refer to years in business generally, or to years performing language instruction services of similar scope?

Ans: The three-year experience requirement refers specifically to experience providing language instruction services of similar scope and nature, rather than the number of years the company has been in business generally. Offerors must demonstrate relevant experience in accordance with the requirements specified in the RFQ.

Q.16: We respectfully request that these confirmations be recorded in the written question responses, and that the Government specify:

(a) whether a foreign-registered offeror satisfies A.2(2) where an affiliated company under common ownership is registered and operating in Pakistan;

Answer: Referring to answer#03.

(b) whether a foreign-registered offeror satisfies A.2(2) through its own virtual or satellite office in

Pakistan, without a separately registered Pakistani entity; and

Answer: Referring to answer#03.

(c) what documentary evidence the Government will accept to demonstrate the established business presence required by A.2(2) — for example a certificate of incorporation, a business registration, a tenancy or service-office agreement, a utility or telephone account, or another form the Government prefers.

Answer: The Government may accept the following documentary evidence to demonstrate the established business presence required under Section 3, Addendum to 52.212-1, paragraph A.2(2), subject to verification and compliance with the RFQ requirements:

• Certificate of incorporation or business registration.

• Tenancy agreement or service-office agreement.

• Utility bill or telephone account.

• Other relevant documentary evidence demonstrating an established business presence in

Pakistan.

Offerors should submit sufficient documentary evidence to demonstrate that they operate an established business in Pakistan with a permanent address and listed telephone number, as required by the RFQ. The office may be physical or virtual, as permitted under the solicitation.

In addition, offerors must ensure that their technical proposals comply with all applicable requirements specified in Sections 3 and 4 of the RFQ, including the established business presence, experience, qualifications, and other eligibility requirements. However, if the offeror does not have a required office in the Pakistan. The offeror must state they can manage the contract and language instructors virtually.

Q.17: Quotation submission deadline

The solicitation states that offers are due on 28 September 2026 at 1500 hours local time. At the conference the closing time was stated as 12:00. Please confirm the correct date and time for receipt of quotations, and the email address to which quotations are to be submitted.

Answer: Correction: Please follow the submission deadline specified in the RFQ. Quotations must be submitted by September 28, 2026, at 1500 hours (3:00 PM) local time.

Please refer to the RFQ for the designated email address and submission instructions.

Q.18: Estimated volume of instruction

To allow offerors to plan staffing and scheduling accurately, please provide the Government's estimate of the anticipated volume of instruction — for example the approximate number of students enrolled per year, the number of concurrent courses, or the estimated instruction hours per month.

Answer: The program serves approximately 100 students annually for each of the Urdu and English tracks. Survival, Basic, and Intermediate courses run for 10 weeks at 2 hours per week, while Short and Advanced language courses are offered concurrently, as needed, based on staff registration numbers. Course duration and weekly instructional hours may be adjusted based on student feedback and experience as lessons are delivered.

Q.19: The pricing tables in Section 1 reference "Attachment 01" against the English language instructor line item for each contract period. We were unable to locate Attachment 01 in the solicitation package. Please provide it, or confirm where it may be obtained.

Answer: We meant “LS i-Level Descriptions” under statement of work. Please refer to the LS i-Level

Descriptions under the SOW for the applicable English language instructor levels and descriptions.

Q.20: Risk Analysis Management (RAM) — DS Form 4184

Special Requirements, Risk Analysis Management, states that vetting is a condition of award and that offerors may be asked to submit the information required by DS Form 4184 about their company and key personnel. Please confirm:

(a) At what stage of the procurement will this information be requested?

Answer: The required RAM information will be requested from the lowest-priced technically acceptable offeror prior to contract award. The selected offeror will be required to submit the necessary information for RAM vetting before the Government proceeds with the award.

(b) What is the Government’s expected processing time for vetting, relative to the Notice to Proceed date of not less than ten days from contract award?

Answer: The Notice to Proceed (NTP) will be issued after contract award. RAM vetting will be conducted prior to award, and the expected processing time is approximately 4–6 weeks from the date the complete required information is received from the offeror.

Offerors should plan accordingly and ensure that all required RAM information is submitted promptly to avoid delays in the procurement process.

(c) Is the current version of DS Form 4184 the 08-2022 revision?

Answer: Offerors should use the current approved version of DS Form 4184 for submission of the required RAM information.

Q.21: Offeror identification

During the conference, provision 52.204-90, Offeror Identification, was referenced in the meeting chat.

Please confirm whether this provision applies to this solicitation and, if so, provide its full text or confirm where it may be accessed.

Answer: Yes. Provision 52.204-90, Offeror Identification, applies to this solicitation. Offerors that do not have an active Federal Government contract registration in the System for Award Management

(SAM) at the time of submitting their offer must complete paragraphs (c) and (d) of the provision and include their responses with the offer.

The full text of this provision is provided on page 43 of the RFQ.

Q.22: Quality Control Manager

At the conference the Government confirmed that the Quality Control Manager role may be assigned to one of the four language instructors as an additional functional responsibility, or filled by a separate individual, and that the role is not required to be on site daily. We request that this be confirmed in the written responses.

Ans: Refer to question # 7.

Q.28: Should ASU hold the required SAM/UEI as the legal offeror, with NIT identified as the local partner or subcontractor? Would NIT also require separate SAM/UEI registration?

Answer: Only the prime contractor (ASU) is required to be registered in SAM and hold a valid UEI.

NIT, Lahore, as the proposed local partner or subcontractor, is not required to maintain a separate SAM registration or UEI solely for its role as a subcontractor, unless otherwise required by the RFQ or applicable regulations.

Q.29: What would be the most appropriate way to present the ASU–NIT relationship in the quotation;

as a teaming arrangement, subcontracting arrangement, or another formal partnership structure?

Answer: Offerors should follow the instructions and requirements specified in Sections 3 and 4 of the solicitation regarding the roles and responsibilities of the prime contractor and subcontractors.

Q.30: During the pre-bid discussion, we understood that past performance of both the lead offeror and partner may be considered. Could you please confirm whether relevant experience from ASU, NIT and proposed key personnel can be considered together?

Ans: The primary offeror will remain responsible for the overall performance of the resulting contract.

The past performance of the primary offeror will be considered, and also for subcontractor where applicable, in accordance with the evaluation criteria specified in the RFQ.

Offerors shall submit relevant past performance information for the primary offeror and any proposed key partners, subcontractors, or teaming partners, as applicable.

The Government will evaluate past performance in accordance with the stated evaluation criteria and the requirements of the RFQ.

Q.31: The RFQ requires the Project Manager to have at least three years of relevant language-training experience. Could this role be filled by a qualified individual from NIT, provided the individual meets the requirement, or must the Project Manager be directly employed by the lead offeror?

Ans: From either side.

Q.32: Can the required Urdu and English instructors be locally employed or contracted through NIT, while ASU remains the lead offeror, provided all RFQ qualification, vetting and Embassy requirements are met?

Ans: We would prefer that all coordination occur with a single entity, given the complexity of security clearance, onboarding, and replacement processes for instructors. The hiring mechanism—whether locally employed or contracted—will be determined by the offeror, as they will serve as the instructors' employer. The employer must comply with all applicable local laws and maintain awareness of prevailing local staff management practices to effectively manage the instructors.

Q.33: For ASU personnel providing only remote academic or technical support from the U.S. and not requiring Embassy access, would RAM/DS-4184 vetting still apply?

DS4184 is not for individual’s vetting rather it is for the entity and the persons handling its financial matters.

Q.34: SAM.Gov and Valid UEI

a. If a local bidder does not currently have an active SAM.gov registration or UEI, may the bidder submit a proposal while registration is in process, or must registration be completed prior to submission?

Ans: Refer to question#21

b. Are SAM.gov registration and UEI required only for the Pakistan-incorporated bidding company, or also for the company's owners, Program Manager, CEO, or proposed instructors?

Ans: Only for the company regardless of any person or country.

c. What documentation must be submitted as evidence of SAM.gov registration and UEI, and must the

Contractor maintain active registration throughout the entire contract period, including option years?

Ans: The successful contractor must maintain an active SAM registration throughout contract performance and through final payment, in accordance with FAR 52.204-13, System for Award

Management Maintenance, and any other applicable contract requirements.

Q.35: FAR Clause 52.222-43, As a new bidder am not familiar with these requirements, would you please advise, what the Fair

Labor Standards Act and Service Contract Labor Standards–Price Adjustment provisions require the

Contractor to consider when preparing its proposal?

Ans: This clause is not checked in this solicitation. Accordingly, offerors are not required to prepare their proposals based on the provisions of this clause.

Q.36: Proposal Submission:

(a) Please advise how the bidder should submit the final bid, specifically:

- Should the Technical Proposal and Price Proposal be prepared and submitted as two separate documents/files?

Ans: Yes. Offerors are required to submit the following as separate documents/files:

1. SF-1449. (Volume 1)

2. Price Proposal. (Volume 1)

3. Technical Proposal. (Volume II)

(b) Where and how should these documents be submitted, and in what format?

Ans: Refer to para four of the cover page of the RFQ.