36C25026Q0028 0001.docx

SUBJECT*

RFQ | American Sign Language Interpreting Services

GENERAL INFORMATION

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

Contract Specialist April Fawley april.fawley@va.gov

PLACE OF PERFORMANCE

10701 East Blvd

Cleveland OH

ADDITIONAL INFORMATION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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:

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

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication 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 is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, 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.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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 letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 10-17-2025 None Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor

MI

48105 36C250 Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite 2200 Ann Arbor

MI

48105 To all Offerors/Bidders

36C25026Q0028

X

1. Attached are answers to questions regarding solicitation#36C25026Q0028.

2. Quotes are due via email by 5:00 p.m. EST, on 10-31-2025.

3. Please continue to look on Contract Opportunities for any potential updates.

4. The above numbered solicitation is amended as set forth in Item 14.

5. The hour and date specified for receipt of Offers is NOT extended.

Roman Savino Contract Officer

CONTINUATION PAGE

See Solicitation_Questions_and_Answers

36C25026Q0028 QUESTIONS AND ANSWERS

1. Is the solicitation a new requirement set by the government or is this a contract currently being performed that the government is renewing. If this is a renewal, do you have the contract number associated with the old contract?

Answer: This is a follow-on requirement to Contract #36C25024P0346.

1. Our company specializes in developing artificial intelligence software for real-time communication accessibility, including voice-to-sign and sign-to-text applications. We’re exploring whether the Judiciary (or your office specifically) would consider evaluating or piloting an AI-based ASL interpretation platform as a potential future capability to support or supplement live interpreter contracts.

I understand the current solicitation is focused on human interpretation services; however, our intention is to learn whether the agency might be open to collaborating or discussing a proof-of-concept that could reduce costs and expand accessibility coverage in the long term.

If this is something your office would be open to exploring, we would appreciate the opportunity to provide a short capabilities overview or demonstration.

Answer: AI services/pilot programs are not being pursued at this time.

1. We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Answer: See answer to similar Question #1.

1. Contract History – Is this requirement a recompete of an existing ASL interpreting contract? If so, could you please share the name of the current contractor, contract or purchase order number, and total obligated amount to date?

Answer: This is a follow-on requirement to Contract #36C25024P0346 between the Department of Veterans Affairs and CS & POE Corporation. Obligated dollars to-date are $209,942.06, representing a two-year contract.

1. Historical Pricing – If this is a recompete, what are the current rates being paid under the existing contract (monthly rate for the 30-hour-per-week service and hourly rate for unscheduled/emergency interpretation)? If not, could you share what the VA has historically paid for these services, whether through a previous contract or an internal staffing arrangement?

Answer: See answer to similar Question #4.

1. SCLS Applicability – The solicitation references FAR 52.222-42 and Wage Determination 2015-4727 (Rev. 27). Can you confirm that Service Contract Labor Standards apply and that the current Cuyahoga County wage determination will govern at award?

Answer: Service Contract Labor Standards (SCLS) are applicable to this requirement. Please refer to WAGE DETERMINATION 2015-4727 list, revision 27 on SAM.gov (visible on the Home page). The Contractor is responsible for the correct title classification of workers and compliance with DOL applicable wage and hour laws and assume all related risks. The VA is not responsible for wage determinations and classifications.

1. Why do we need to supply internet access to multiple users - are we expected to provide our own internet access at the location?

Answer: This Is a revision. There is NO REQUIREMENT to supply any internet access to users, or your own at the location.

1. What equipment needs to be installed and maintained?

Answer: This is a revision. There is NO REQUIREMENT for equipment installation or maintenance.

1. Who is the incumbent? What is the incumbent contract #?

Answer: See answer to similar Question #4.

1. Under task #2 it states “The unscheduled/emergency interpretation services will be paid by the hour for actual hours worked.” Please confirm the Cleveland VA medical center honors a national standard 2 hour minimum for these requests. The phrasing “paid by the hour for actual hours worked,” is a little unclear of what the expectation is. Ie if the interpreter arrives onsite and the emergency only lasts 30 minutes, the vendor will still bill for a 2 hour minimum of services.

Answer: 2 hour minimum billing is not permitted and expectation is to bill on actual hours worked

1. If an interpreter is not available onsite within 2 hours, would VRI be acceptable as an alternative.

Answer: Yes

1. Historically, what percent of requests have fallen in the Unscheduled/Emergency interpretation services category.

Answer: Less than 10% in the prior 20 months

1. Under “Technical Capability and Evaluation approach” it states in #5 “Contractors must be able to monitor video calls to ensure quality interpretations and periodically inspect” Is this in regards to using VRI as an alternative should in-person services for the emergency services be utilized?

Answer: This is a revision. There is NO REQUIREMENT for contractors to monitor video calls

1. Under Past Performance it is listed that “Previous experience installing, maintaining equipment, and providing internet access to multiple users at a single location” be utilized, however this is not listed in the SOW. Will the wording of past performance be updated?

Answer: There is NO REQUIREMENT to supply any internet access to users, or your own at the location. The SOW will not be updated to include the requirement of same.

1. Can you confirm that CLIN 0001 is correctly listed as a 1 yr (12 MO) total meaning services will be billed at a flat 30 hr/week rate? It is standard practice in the interpreting agency to bill for services per hour.

Answer: Confirmed

1. There is no mention of a cancellation policy. Can the vendor propose a cancellation policy, i.e. 48 business hours, etc., in our proposal response to be considered?

Answer: Cancellations can occur, however, a backup must be provided

1. Could you share the name of the incumbent vendor or contractor currently providing interpreting services for the Cleveland VA Healthcare System?

Answer: See answer to similar Question #4

1. Are there any known performance or quality-of-service concerns that prompted the re-solicitation of this requirement?

Answer: There are no known service or performance or quality-of-service concerns prompting the re-solicitation of this requirement.

1. Has the Deaf employee been served by a consistent interpreter under the prior contract? If so, is the VA open to offers reaching out to the current interpreters to obtain contingent offer letters and submit their resume with proposals to ensure continuity and minimal disruption to the employee?

Answer: Yes, 99% of the time, with the occasional backup. If interested, please submit a quote based on the requirement posted.

1. Are there any lessons learned or feedback from the previous contract (e.g., scheduling gaps, credentialing delays, clinical communication issues) that new offerors should be aware of?

Answer: None

1. Has there been any formal end-user (employee or supervisor) feedback collected on interpreter performance, communication style, or continuity preferences?

Answer: Annual Performance Evaluations take into account a check- in with employee using service

1. Is the employee ASL-fluent, or do they use another communication mode (e.g., PSE, tactile, SEE, CDI support)?

Answer: ASL-fluent

1. Does the employee use any other accommodation(s) in the workplace (CART, notetaking apps, etc.)?

Answer: Unable to answer

1. What specific clinical department does the Deaf employee work in (e.g., Spinal Cord Injury Unit, Physical Therapy, Primary Care)?

Answer: Spinal Cord Injury Unit

1. Will the Deaf employee be involved in interpreter selection to ensure language and personality match?

Answer: It is not the intent to include employee with interpreter selection

1. Who will be the contractor's point of contact that will monitor the interpreter(s) performance? Are they located at the Louis Stokes VAMC in the same office as deaf employees?

Answer: Alaine Smith, Program Management Analyst, located in the same facility.

1. Are interpreters expected to clock in/out through a VA timekeeping system or provide manual time logs/invoices for verification?

Answer: Not through VA timekeeping system (POC receives timecards)

1. Are there existing language access policies, glossaries, or SOPs that interpreters must adhere to?

Answer: Standard rules of behaviors the contract signs

1. Can you confirm whether this assignment is dedicated solely to one Deaf employee or if there may be occasional interpreting for other Deaf staff, patients, or visitors within the same clinical area?

Answer: Assignment is dedicated solely to one Deaf employee

1. For unscheduled/emergency requests — are these expected to occur at the same facility as the scheduled services, or could they be across multiple VA sites within the Northeast Ohio Healthcare System? Will a 2-hour minimum be honored (each time the interpreter is requested the VA pays for 2-hours to accommodate for the interpreters time and impact to their ability to support other clients)?

Answer: These occur at the same site scheduled services occur at. Billings must reflect actual hours worked with no minimums.

1. What is the notification procedure for emergency requests (phone, email, portal)?

Answer: Department will reach out to POC, POC will email request to Contractor

1. Should the contractor include resumes and designate primary and back-up interpreters in the RFQ with occasional substitutions be made as-needed with prior approval?

Answer: This is NOT a requirement of the RFQ

1. In the event the primary interpreter is unavailable (illness, emergency), what is the required notification process and response timeframe for assigning a replacement?

Answer: Same day notice to POC is sufficient, with back-up in place for regularly scheduled hours

1. Are there any infection control or immunization requirements (flu, COVID-19, etc.) for onsite contractors?

Answer: Unable to answer

1. Will there be a private workspace or interpreter station for downtime, or should interpreters plan to wait in general areas?

Answer: There is a private workstation for the interpreter station.

1. Will the VA provide free parking access for interpreters at the Louis Stokes Cleveland VAMC?

Answer: Yes

1. The RFQ states "5. Contractors must be able to monitor video calls to ensure quality interpretation and periodically inspect" however, the scope of work only mentions on-site ASL services at Louis Stokes Cleveland VAMC? Do we need to include a Video-Remote-Interpreting phone/login information as an alternative to in-person interpreting? Or should/will you delete the requirement to "monitor video calls?"

Answer: This is a revision. Contractors WILL NOT be required to monitor video calls

1. How many interpreters are currently serving this role at the Cleveland VAMC?

Answer: Answered elsewhere

1. Will the government provide workspace or should interpreters work from designated hospital areas?

Answer: Answered elsewhere

1. Are interpreters required to use any government equipment or systems (e.g., scheduling tools)?

Answer: No

1. What is the current or expected contract value/rate range for similar services?

Answer: Answered elsewhere

1. Will there be a transition period between current and new contractor?

Answer: No

1. How long does the VA’s vetting/security process take per interpreter?

Answer: Up to three weeks

1. Can interpreters who are subcontractors be used, and if so, how are they vetted? Answer: Unable to answer

1. What’s the policy for substitute interpreters (temporary replacements)?

Answer: Answered elsewhere

1. Are interpreters required to have specific medical interpreting certifications beyond ASL?

Answer: No

1. What metrics or reports must the contractor provide (e.g., attendance logs, service summaries)?

Answer: Attendance logs

1. How is “technical acceptability” verified during evaluation — documentation, demos, or both?

Answer: By performance and employee utilizing service

1. How frequently will performance reviews be conducted?

Answer: Annually

1. How often have emergency interpretations been required historically?

Answer: Answered elsewhere

1. How is emergency notice provided (phone, email, text alert)?

Answer: Answered elsewhere

1. Are interpreters compensated for travel time or only active interpreting hours?

Answer: No

1. Should quotes include travel and administrative costs in the hourly/monthly rates?

Answer: No

1. Are there minimum billing increments (e.g., 1-hour minimum)?

Answer: No minimum billings

1. How soon are invoices processed/paid through the VA FSC?

Answer: Unable to answer

1. How will the government exercise the one-year option (notice period, evaluation criteria)?

Answer: With 60 days’ notice and based upon Annual Performance Evaluation

1. Can pricing be adjusted for the option year?

Answer: Once awarded, contracts can only be adjusted with a bi-lateral modification

1. Are there any HIPAA or VA-specific privacy training requirements?

Answer: Yes

1. What specific background checks or security badges are required?

Answer: NBI background check … PIV badge - personal identification verification