A-2 Draft CLIN and Pricing Structure - OIATC Language Interpretation and Translation Services.pdf

Draft 5-Year FFUP CLIN & Pricing Structure

Language Interpretation and Translation Services

Base period plus four 12-month option periods

CLIN Structure Notes

• Translation remains unit-priced by measurable output (per word) and should retain direction-specific language-pair pricing.

• Interpretation is structured as fixed event-based units: one initial interpretation assignment unit that includes up to 30 minutes of active preparation with the Government team plus live interpretation for a scheduled session up to 60 minutes, and each additional 15-minute increment specifically scheduled or ordered for the same assignment.

• The Government expects the vast majority of interpretation to be remote. A rare in-person interpretation event in Alaska may be required approximately once every other year. The Government requests industry feedback on whether separate remote and in-person interpretation pricing lines are commercially necessary.

• A separate travel CLIN is contemplated for preauthorized, actual, allowable travel costs incurred in direct support of the rare in-person Alaska event. Travel would be reimbursed in accordance with the Federal Travel Regulation (FTR) and would not be firm-fixed-unit-price.

• Cancellation charges, if retained in the final solicitation, are currently contemplated as a percentage of the scheduled interpretation service price rather than as separately priced CLINs. The Government requests industry feedback on whether that approach reflects customary commercial practice.

• For market research purposes only, the Government is considering annual evaluation quantities corresponding to an estimated annual spend of approximately $100,000 for each 12-month period. This draft does not establish a guaranteed amount or final contract ceiling.

1. Schedule of Services

Base Period (12 Months)

CLIN Title Type Unit POP Illustrative description

0001 Routine Written Translation Services FFUP Word Base Period (12 Months)

Routine written translation by language pair at [Rate Attachment establish at Time of Award]; invoices based on accepted words × unit price.

0002 Rush Written Translation Services FFUP Word Base Period (12 Months)

Expedited written translation requested within 24 hours when accepted by the contractor; per-word rates at [Rate Attachment establish at Time of Award].

0003 Proofreading and Editing Services FFUP Word Base Period (12 Months)

Stand-alone proofreading/editing service, not bundled into translation unit pricing; invoices based on accepted words × unit price.

0004 Desktop Publishing / Formatting Restoration FFUP Page Base Period (12

Months)

File conversion, formatting restoration, and final document layout support for translated deliverables.

Interpretation Services – Initial Assignment Unit (Scheduled Session Up to 60 Minutes)

FFUP Assignment Base Period (12 Months)

Scheduled interpretation assignment that includes up to 30 minutes of active preparation with the Government team, two interpreters, and live interpretation for a scheduled session up to 60 minutes; no separate billing for preparation.

0006 Interpretation Services – Additional 15- Minute Increment FFUP Increment Base Period (12

Months)

Each additional 15-minute increment specifically scheduled or ordered for the same interpretation assignment.

Travel – Preauthorized In-Person Alaska Support

T&M Lot Base Period (12

Months)

Preauthorized actual, allowable travel costs incurred in direct support of an authorized in-person interpretation assignment in Alaska; reimbursable IAW FTR and contract terms.

Option Period One (12 Months)

CLIN Title Type Unit POP Illustrative description

1001 Routine Written Translation Services FFUP Word Option Period One (12 Months)

Routine written translation by language pair at [Rate Attachment establish at Time of Award]; invoices based on accepted words × unit price.

1002 Rush Written Translation Services FFUP Word Option Period One (12 Months)

Expedited written translation requested within 24 hours when accepted by the contractor; per-word rates at [Rate Attachment establish at Time of Award].

1003 Proofreading and Editing Services FFUP Word Option Period One (12 Months)

Stand-alone proofreading/editing service, not bundled into translation unit pricing; invoices based on accepted words × unit price.

1004 Desktop Publishing / Formatting Restoration FFUP Page Option Period One

(12 Months)

File conversion, formatting restoration, and final document layout support for translated deliverables.

Interpretation Services – Initial Assignment Unit (Scheduled Session Up to 60 Minutes)

FFUP Assignment Option Period One (12 Months)

Scheduled interpretation assignment that includes up to 30 minutes of active preparation with the Government team, two interpreters, and live interpretation for a scheduled session up to 60 minutes; no separate billing for preparation.

1006 Interpretation Services – Additional 15- Minute Increment FFUP Increment Option Period One

(12 Months)

Each additional 15-minute increment specifically scheduled or ordered for the same interpretation assignment.

Travel – Preauthorized In-Person Alaska Support

ODC Lot Option Period One

(12 Months)

Preauthorized actual, allowable travel costs incurred in direct support of an authorized in-person interpretation

Option Period Two (12 Months)

2001 Routine Written Translation Services FFUP Word Option Period Two (12 Months)

Routine written translation by language pair at [Rate Attachment establish at Time of Award]; invoices based on accepted words × unit price.

2002 Rush Written Translation Services FFUP Word Option Period Two (12 Months)

Expedited written translation requested within 24 hours when accepted by the contractor; per-word rates at [Rate Attachment establish at Time of Award].

2003 Proofreading and Editing Services FFUP Word Option Period Two (12 Months)

Stand-alone proofreading/editing service, not bundled into translation unit pricing; invoices based on accepted words × unit price.

2004 Desktop Publishing / Formatting Restoration FFUP Page Option Period Two

(12 Months)

File conversion, formatting restoration, and final document layout support for translated deliverables.

Interpretation Services – Initial Assignment Unit (Scheduled Session Up to 60 Minutes)

FFUP Assignment Option Period Two (12 Months)

Scheduled interpretation assignment that includes up to 30 minutes of active preparation with the Government team, two interpreters, and live interpretation for a scheduled session up to 60 minutes; no separate billing for preparation.

2006 Interpretation Services – Additional 15- Minute Increment FFUP Increment Option Period Two

(12 Months)

Each additional 15-minute increment specifically scheduled or ordered for the same interpretation assignment.

Travel – Preauthorized In-Person Alaska Support

ODC Lot Option Period Two

(12 Months)

Preauthorized actual, allowable travel costs incurred in direct support of an authorized in-person interpretation

Option Period Three (12 Months)

3001 Routine Written Translation Services FFUP Word Option Period Three (12 Months)

Routine written translation by language pair at [Rate Attachment establish at Time of Award]; invoices based on accepted words × unit price.

3002 Rush Written Translation Services FFUP Word Option Period Three (12 Months)

Expedited written translation requested within 24 hours when accepted by the contractor; per-word rates at [Rate Attachment establish at Time of Award].

3003 Proofreading and Editing Services FFUP Word Option Period Three (12 Months)

Stand-alone proofreading/editing service, not bundled into translation unit pricing; invoices based on accepted words × unit price.

3004 Desktop Publishing / Formatting Restoration FFUP Page Option Period Three

(12 Months)

File conversion, formatting restoration, and final document layout support for translated deliverables.

Interpretation Services – Initial Assignment Unit (Scheduled Session Up to 60 Minutes)

FFUP Assignment Option Period Three (12 Months)

Scheduled interpretation assignment that includes up to 30 minutes of active preparation with the Government team, two interpreters, and live interpretation for a scheduled session up to 60 minutes; no separate billing for preparation.

3006 Interpretation Services – Additional 15- Minute Increment FFUP Increment Option Period Three

(12 Months)

Each additional 15-minute increment specifically scheduled or ordered for the same interpretation assignment.

Travel – Preauthorized In-Person Alaska Support

ODC Lot Option Period Three

(12 Months)

Preauthorized actual, allowable travel costs incurred in direct support of an authorized in-person interpretation

Option Period Four (12 Months)

4001 Routine Written Translation Services FFUP Word Option Period Four (12 Months)

Routine written translation by language pair at [Rate Attachment establish at Time of Award]; invoices based on accepted words × unit price.

4002 Rush Written Translation Services FFUP Word Option Period Four (12 Months)

Expedited written translation requested within 24 hours when accepted by the contractor; per-word rates at [Rate Attachment establish at Time of Award].

4003 Proofreading and Editing Services FFUP Word Option Period Four (12 Months)

Stand-alone proofreading/editing service, not bundled into translation unit pricing; invoices based on accepted words × unit price.

4004 Desktop Publishing / Formatting Restoration FFUP Page Option Period Four

(12 Months)

File conversion, formatting restoration, and final document layout support for translated deliverables.

Interpretation Services – Initial Assignment Unit (Scheduled Session Up to 60 Minutes)

FFUP Assignment Option Period Four (12 Months)

Scheduled interpretation assignment that includes up to 30 minutes of active preparation with the Government team, two interpreters, and live interpretation for a scheduled session up to 60 minutes; no separate billing for preparation.

4006 Interpretation Services – Additional 15- Minute Increment FFUP Increment Option Period Four

(12 Months)

Each additional 15-minute increment specifically scheduled or ordered for the same interpretation assignment.

Travel – Preauthorized In-Person Alaska Support

ODC Lot Option Period Four

(12 Months)

Preauthorized actual, allowable travel costs incurred in direct support of an authorized in-person interpretation

2. CLIN Description

The narrative below is year-neutral description language:

CLINs 0001 / 1001 / 2001 / 3001 / 4001 — Routine Written Translation Services The contractor shall provide routine written translation services in accordance with the performance work statement.

This is a firm-fixed-unit-price CLIN. Fixed unit prices shall be established by language pair in [Rate Attachment establish at Time of Award] on a per-word basis. The awarded unit price shall be fully loaded and shall include translation labor, terminology research, project management, quality assurance/quality control, and delivery in the required electronic format. Payment shall be made only for accepted translated words delivered during the applicable period of performance.

CLINs 0002 / 1002 / 2002 / 3002 / 4002 — Rush Written Translation Services The contractor shall provide rush written translation services when the Government requests expedited turnaround and the contractor accepts the request. This is a firm-fixed-unit-price CLIN. Fixed unit prices shall be established by language pair in [Rate Attachment establish at Time of Award] on a per-word basis for requests requiring delivery within 24 hours or within the rush window established in the solicitation. The awarded unit price shall be fully loaded and shall include project management and quality assurance/quality control. Payment shall be made only for accepted translated words delivered under an authorized rush request.

CLINs 0003 / 1003 / 2003 / 3003 / 4003 — Proofreading and Editing Services The contractor shall provide stand-alone proofreading and editing services when ordered by the Government. This is a firm-fixed-unit-price CLIN. The fixed unit price shall be established in [Rate Attachment establish at Time of Award] on a per-word basis. This CLIN is intended for editing, proofreading, and quality review work that is ordered separately from the translation CLINs. Payment shall be made only for accepted words reviewed and delivered during the applicable period of performance.

CLINs 0004 / 1004 / 2004 / 3004 / 4004 — Desktop Publishing / Formatting Restoration The contractor shall provide desktop publishing, formatting restoration, file conversion, and final layout support for translated deliverables when ordered by the Government. This is a firm-fixed-unit-price CLIN. The fixed unit price shall be established in [Rate Attachment establish at Time of Award] on a per-page basis. The unit price shall include the formatting and file-preparation effort necessary to deliver the final product in the format required by the Government.

Payment shall be made only for accepted pages completed and delivered during the applicable period of performance.

CLINs 0005 / 1005 / 2005 / 3005 / 4005 — Interpretation Services – Initial Assignment Unit (Scheduled Session Up to 60 Minutes) The contractor shall provide one initial interpretation assignment unit for a scheduled simultaneous and/or consecutive interpretation assignment. Each unit shall include: (1) up to 30 minutes of active preparation/coordination with the Government team before the meeting; (2) two interpreters; and (3) live interpretation for the scheduled meeting for up to 60 minutes. This is a firm-fixed-unit-price CLIN. Fixed unit prices shall be established by language in [Rate Attachment establish at Time of Award] on a per-assignment basis. The preparation component is included in the unit price and shall not be billed separately. Unless the Government specifically establishes separate remote and in-person pricing lines in the final solicitation, the awarded unit price shall apply to the interpretation assignment itself and authorized travel, if any, shall be handled separately under the travel CLIN. Payment shall be made only for accepted assignments performed during the applicable period of performance.

CLINs 0006 / 1006 / 2006 / 3006 / 4006 — Interpretation Services – Additional 15-Minute Increment The contractor shall provide additional 15-minute increments for the same scheduled interpretation assignment when the meeting extends beyond the initial scheduled session or when additional increments are specifically scheduled or ordered for the same assignment. This is a firm-fixed-unit-price CLIN. Fixed unit prices shall be established by language in [Rate Attachment establish at Time of Award] on a per-increment basis. Each increment shall be fully loaded and shall not be billed as direct labor hours. Payment shall be made only for accepted increments performed during the applicable period of performance.

CLINs 0007 / 1007 / 2007 / 3007 / 4007 — Travel – Preauthorized In-Person Alaska Support The contractor shall provide preauthorized travel in direct support of an authorized in-person interpretation assignment in Alaska. This CLIN is cost-reimbursable and is not subject to fee. Reimbursement shall be limited to actual, allowable travel costs incurred in accordance with the Federal Travel Regulation (FTR) and the terms of the contract. Travel time, local commuting costs, and any cost not specifically authorized in writing are not reimbursable.

Appendix A. Illustrative pricing-attachment framework

A-1. Translation pricing matrix

Language pair Unit Routine translation (unit price)

Rush translation (unit price)

English into Spanish Word ______ ______

Spanish into English Word ______ ______

English into French Word ______ ______

French into English Word ______ ______

English into Italian Word ______ ______

Italian into English Word ______ ______

English into Portuguese Word ______ ______

Portuguese into English Word ______ ______

English into Russian Word ______ ______

Russian into English Word ______ ______

English into Chinese Word ______ ______

Chinese into English Word ______ ______

English into Korean Word ______ ______

Korean into English Word ______ ______

English into Vietnamese Word ______ ______

Vietnamese into English Word ______ ______

English into Japanese Word ______ ______

Japanese into English Word ______ ______

English into Thai Word ______ ______

Thai into English Word ______ ______

English into Indonesian Word ______ ______

Indonesian into English Word ______ ______

English into German Word ______ ______

German into English Word ______ ______

English into Norwegian Word ______ ______

Norwegian into English Word ______ ______

All Other Languages Word ______ ______

A-2. Interpretation pricing matrix

Language Unit for initial session

Initial session up to 60 min

(unit price)

Additional 15-min increment (unit price)

Spanish Assignment / Increment ______ ______

French Assignment / Increment ______ ______

Italian Assignment / Increment ______ ______

Portuguese Assignment / Increment ______ ______

Chinese (Mandarin/Cantonese) Assignment / Increment ______ ______

Vietnamese Assignment / Increment ______ ______

Japanese Assignment / Increment ______ ______

Korean Assignment / Increment ______ ______

Thai Assignment / Increment ______ ______

Indonesian Assignment / Increment ______ ______

Russian Assignment / Increment ______ ______

German Assignment / Increment ______ ______

Norwegian Assignment / Increment ______ ______

All Other Languages Assignment / Increment ______ ______

Travel CLIN Note. No fixed unit prices are requested for the separate travel CLIN. Travel, if authorized, would be reimbursed at actual allowable cost, preauthorized in writing, and in accordance with the FTR and contract terms.

Respondents are requested to comment whether separate in-person interpretation unit prices are commercially necessary in addition to the separate travel CLIN.

A-3. Ancillary fixed-unit services

Service Unit Illustrative use Unit price

Proofreading and editing Word Stand-alone editing / proof review ordered separately from translation ______

Desktop publishing / formatting restoration Page Layout clean-up, file conversion, and final formatting support ______