6973GH-23-R-00044 Questions and Answers_02.09.23.pdf

6973GH-23-R-00044

Date: 02/09/2023

Questions and Answers:

1. What is the average number of words for documents that may require rush delivery within 24 hours?

Government Response: The average # of words per documents since April 2021 is 442 words.

The fewest # of words in a single document is 33 words and the most words in a single document during this time frame is 3642. There have only been 2 rush requests since April 2021.

2. What is the average number of words for documents that will require standard delivery of 3 business days?

Government Response: The average # of words per documents since April 2021 is 442 words.

The fewest # of words in a single document is 33 words and the most words in a single document during this time frame is 3642.

3. Regarding "Format and. Attestment", it seems like your team will be providing Word documents for translation; however, could you please specify if the files will have a complex layout? If yes, formatting charges may apply. Are we able to include such charges in Attachment 1?

Government Response: Per section 4.1 in the SOW, both submitted and delivered documents will be in ‘pdf’ format, but you will be provided a Microsoft word template for Columbia and Argentina translations. The documents must resemble the original document format as much as possible. The layout of the files is generally very basic letter format.

4. Who is the incumbent for this contract and what rates were offered in the last contract period?

Government Response: The Spanish Group LLC. The current rates cannot be disclosed.

5. What has been the biggest challenge for fulfilling services under this contract, or if this is a new contract, are there any challenges that you anticipate?

Government Response: There have been no challenges fulfilling services under this contract.

6. Will the criteria be best value or lowest price?

Government Response: Lowest Price Technically Acceptable (LPTA)

7. On Attachment 6 section L, page 3 it says that the offeror will complete page 1 and 2 section A of the past performance surveys. There is no "section A" that I can see there. I'm going to assume unless otherwise noted by you that section A refers to the area including "to:" and "5 in total"

Government Response: Correct. Offeror is to complete pages 1 & 2. Customer is to complete pages 3-5.

8. As for page 2, it says "offeror to complete this page", and it says "name of contractor" - I take this to mean, by "contractor" you are referring to the entity purchasing our services.

Government Response: Offeror needs to complete pages 1 &2. Your current/previous customer will fill out the remaining pages. Contractor is the entity that is using/has used your translation services.

9. This same language is in the form "Attachment 3 - Past Performance Experience Form.docx" - it references the "contractor" in item 1 and "role of the contractor" in item number 6. I am not sure which entity is which. In this case I think "contractor" means us, the "offeror". Is that right?

At least that would be what I think for section 6, but I am thinking that "contractor" in section 1 is referring to the entity that purchased services from us, the offeror on this bid.

Government Response: Yes, the contractor refers to you, the offeror.

10. Lastly, on the surveys, I am not sure if they need to meet the same criteria as those of the past performance information forms - i.e. last 5 years, over $15,000 total project. It says that they need to be the same/similar. Would projects that include "interpreting" i.e. oral translation, qualify? Would this apply to both the past performance experience forms and the past performance surveys? Is it okay for both the past performance experience forms and the past performance surveys to include the same projects?

Government Response: Interpreting will not qualify unless a paper copy of what was translated was sent after the oral translations occurred. It is okay for the past performance experience forms and surveys to include the same projects.

11. Is there an incumbent and if so, what are the current rates?

Government Response: The Spanish Group LLC. The current rates cannot be disclosed.

12. May the vendor use out of state and/or out of country translators?

Government Response: U.S. translators must be used to the highest extent possible. When international translators must be used, the vendor must provide notification to the COR with relevant information pertaining to the translation, including what country the translator is located and provide a security plan for the data transmission. See updated Section 1.3 in the

SOW.

13. How often are 24-hour turnaround translations required?

Government Response: There have only been 2 rush requests since April 2021.

14. Attachment 6-Section L- Instructions Conditions and Notices to Bidders. On page 3, L.3(b), it is mentioned The vendor shall provide current, complete, and accurate cost or pricing data within five (5) calendar days after receipt of the Contract Specialist’s request. Please clarify whether we have to include pricing with this submission or not.

Government Response: Pricing should be reflected in the submitted Schedule B document. At this time, the FAA is not requiring supporting cost and pricing data for the buildup of the rates in the Schedule B. However, the FAA does reserve the right to ask for that data in the future.

15. Can you please clarify how many Past Performance Surveys are required in the submission?

Government Response: Please refer to Section L.2 (i) Factor 1 – Past Performance Information. It states a minimum of two (2), but no more than four (4) Past Performance Experience Information forms.

16. What is the contract period and option years?

Government Response: Base plus 4 option years.

Base Year Period of Performance: 7/8/2023 - 7/7/2024 Option Year 1 Period of Performance: 7/8/2024 - 7/7/2025 Option Year 2 Period of Performance: 7/8/2025 - 7/7/2026 Option Year 3 Period of Performance: 7/8/2026 - 7/7/2027 Option Year 4 Period of Performance: 7/8/2027 - 7/7/2028

17. Can you please clarify the process for submitting proposals electronically, including file size limitations and acceptable formats?

Government Response: Please refer to Section L.2 (e)(f)(g)

18. Is bi-monthly payment an option?

Government Response: No

19. Is there an incumbent for this solicitation? If so, please provide the original solicitation ID number (if available) and the number of Full Time Employees (FTEEs) they had to fulfill the requirement. Is there a headcount requirement or suggestion for FTEEs?

Government Response: The Spanish Group LLC. 6973GH-22-Q-00118. FTEEs are unknown.

20. Are resumes required for the proposal submission?

Government Response: No.

21. Will the FTEE(s) be required to work on-site or will it be a remote position?

Government Response: There are no on-site requirements for this solicitation.

22. Is there a minimum wage requirement for this position?

Government Response: No.

23. What are the contractor registration requirements?

Government Response: Please refer to AMS 3.3.1-33 System for Award Management

24. Will the government be responsible for proposal preparation costs?

Government Response: No

25. Whether companies from Outside USA can apply for this? (like,from India or Canada)

Government Response: Only USA based companies can apply.

26. Whether we need to come over there for meetings?

Government Response: There are no on-site requirements for this solicitation.

27. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Government Response: The expectation is the only U.S. based companies will apply. Relating to the tasks of translations, U.S. translators must be used to the highest extent possible. See updated Section 1.3 in the SOW.

28. Can we submit the proposals via email?

Government Response: Yes

29. Attachment 1 asks for a flat rush fee per document for rush projects. In order to provide the best most advantageous pricing arrangement for the FAA, is it acceptable to submit a percentage increase of the per word rate for rush projects as opposed to a per document fee?

Charging a per document fee can lead to higher than necessary pricing for rush assignments.

Government Response: No. The rush fee is in addition to the per word pricing and should be submitted as a per document.