Questions and Clarifications for Translation Solicitation Responses.pdf

RFQ 36C24824P1146 VISN 8 Translation / Interpreter Service

Questions and Clarifications:

Question 1: Can we request a minimum of 15 min. Call?

• The VA is not able to restrict calls that require translation/interpreter service to a minimum of 15 minutes in length. The length of the calls will vary based upon the nature of the concern and the needs of the Veteran.

Question 2: How many minutes weekly/calls in Spanish were service in previous contract years?

• I am not sure that I understand this question. I would suggest sharing with them the call volume data that I sent a couple of weeks ago on the billable minutes and total number of calls per month. They can use this to get an estimate of the average length of call.

Question 3: What are the peak hours?

• The peak volume of calls occur during business hours Monday-Friday between 7:30am-4:30pm.

However, volumes are subject to change based upon various factors: national/regional health concerns (ie. COVID-19, flu, RSV).

Question 4: What is the contract number for the previous contract?

36C24819D0097

Question 5: The quantity of minutes requested for all the other non-Spanish languages combined equal

1,500 min per year? Is the number accurate?

• This is an estimate of the need for non-Spanish languages. The majority of the calls from the

VISN 8 CCC will be for Spanish translation assistance.

Question 6: Is the Solicitation 100% SDVOSB Set-Aside?

Yes

Question 7: Provide historical call volumes with % of Spanish?

• I would suggest sharing with them the call volume data that I sent a couple of weeks ago on the billable minutes and total number of calls per month. While this does not break out the Spanish calls from the non-Spanish calls 98%(appox.) of the calls will be for Spanish.

Question 8: Expand Specific Tasks on the Scope of Work?

a. How do you confirm to receive certified translation from the Mode: Phone? The mode of translation will be for phone. There is expressed interest in having video interpreter services.

Based upon recent communication, I think there is interest in establishing a national contract for this type of service.

b. Would you consider for written translation adding? The VISN 8 CCC does not have a need for written translation services.

i: Document Translation(Spanish) ii: Document Translation (other Languages) iii: Document Translation Minimum – Per Project Translation Fee (Spanish) iv: Document Translation Minimum – Per Project Translation Fee (Other Languages)

v. Rush Fee

Document Translation Minimum Fee: The minimum per project translation fee is charged when the combined word count multiplied by the price per word is less than the minimum fee.

Document Translation Rush Fee: for example, our company charges 30% RUSH fee added to the standard rate.

Question 9: Are we still to submit B.2 Price/Cost Schedule, as per:

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

The above amendment section must be filled-out in the event that an Amendment(s) is sent to the offeror or posted to www.sam.gov and must be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote.

Offerors shall complete and return Price/Cost Schedule located on pages 17 through 20 of this RFQ.

if we were to submit our offer on the SF 1449?

Alternatively, if we were to submit B.2 Price/Cost Schedule, are we still required to fill out items 19, 20, 21, 22, 23 and 24 on the SF 1449? The Combined Synopsis/Solicitation Notice states that Offeror to complete blocks 12, 17, 23, 24 and 30.

Items 23 and 24 would be meaningless if we were to omit items 19, 20, 21 and 22.

http://www.sam.gov/

In filling out The Combined Synopsis/Solicitation Notice SF 1449, are we to use quantities from B.2

Price/Cost Schedule?

Question 10: Are we required to submit:

Yes submit what is required.

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it ‘‘does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument’’ in paragraph (c)(1) in the provision at 52.204–26, Covered

Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at

52.212–3, Offeror Representations and Certifications–Commercial Products and Commercial Services.

The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it ‘‘does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services’’ in paragraph (c)(2) of the provision at 52.204–26, or in paragraph (v)(2)(ii) of the provision at 52.212–3.

when we are directed not to complete paragraph (v) if:

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision.

Our company’s certification in the System for Award Management (SAM) is current which includes annual representations.

Question 11: Would you please specify which blocks must be completed as per E.5 52.252-1

For Amendment acknowledgement is on page 4.

SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998):

https://www.sam.gov/

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

Question 12: Can you provide more details on the expected volume and frequency of translation and interpreter service requests?

I would suggest sharing with them the call volume data that I sent a couple of weeks ago on the billable minutes and total number of calls per month.

Question 13: Are there any specific performance metrics or service level agreements (SLAs) that we should be aware of?

Question 14: What are the key evaluation criteria for selecting the winning bid?

The Key Evaluation Criteria are provided in FAR Provision 52.212-2 on page 51

Question 15: Are there any specific reporting requirements or data management protocols we need to follow?

None only as required in the Performance Work Statement

Question 16: Can you provide more information on the expected integration with the VA’s existing systems and any potential interoperability challenges?

None exist as of now.

Question 17: What are the expectations regarding the Business Associate Agreement (BAA) and HIPAA compliance, particularly in terms of documentation and audit requirements?

All information in discussion about patient or Employee are highly confidently and the Contractor will be require by law to protect that information.

Question 18: Is there any historical data on the usage of translation and interpreter services within VISN 8 that can be shared?

I would suggest sharing with them the call volume data that I sent a couple of weeks ago on the billable minutes and total number of calls per month.

Question 19: Are there any specific qualifications or certifications required for the interpreters and translators?

Translators/Interpreters are required to complete annual mandatory training on HIPAA and Privacy.

Question 20: Can you elaborate on the contract's amendment and modification process, particularly concerning changes in scope or service requirements?

Any amendments required to this solicitation will be posted in SAM Contract Opportunities, please when providing your quote. You will need to acknowledge it on page 4.

Question 21: Is this a new contract or a follow-on contract?

This is a follow-on contract.

Question 22: Some of the terminology used in the PWS is confusing for those in the language services industry. For clarification, we are attaching a copy of our language services primer. Based on the current

PWS, we have the following question:

1. Paragraph 3.1 states, “This requirement includes prompt and accurate certified translation of documentation to include medical documentation when needed by either email or fax upon request”. Does this mean you are requiring written translation Services?

a. If so, there is no CLIN for this support to be priced.

No, we are not requesting written Translation Services.