Amendment A0003 -A31 Question and Answers- 5-8-26.xlsx
XLSX spreadsheet 27 KB Posted
- Solicitation number
- D-26-OE-0009
About this file
This file is a Question and Answer (Q&A) document for RFQ D-26-OE-0009, providing clarifications on Translation and Interpretation Services for the IDEC 2026 conference in Buenos Aires, Argentina, scheduled for August 18-20, 2026. The procurement is a 100% small business set-aside under NAICS Code 541930, issued by the Drug Enforcement Administration (DEA). The Q&A addresses numerous technical, logistical, and administrative clarifications regarding interpretation requirements, equipment specifications, staffing, and submission procedures, with the final proposal deadline extended to May 15, 2026 at 10:00 AM EST. Key service requirements include simultaneous interpretation in six languages (Arabic, English, French, Portuguese, Russian, and Spanish), with specific language pair configurations for a plenary session and three concurrent breakout rooms; interpretation equipment including isolation booths (minimum 8 for plenary, 4 total for breakout rooms), 400+ infrared (IR) receivers with headphones, and related audio-visual support; and technical staffing for setup, operation, and breakdown.
The Q&A clarifies that translation of PowerPoint presentations is not required—only interpretation during presentations—and that offerors may provide optional services beyond required items but must address all mandatory requirements. The venue is confirmed as Sheraton Buenos Aires Hotel and Convention Center (San Martin 1225-1275, Buenos Aires, Argentina), with floor plans provided. Contractors may source local interpreters in Argentina subject to background screening by the DEA's Regional Country office. Technical submission requirements include a 20-page maximum for Volumes I and II (excluding up to 20 additional pages of interpreter CVs), with pricing structured using a government-provided CLIN pricing sheet. Offerors must maintain active SAM.gov accounts, provide written compliance with FAR 52.212-3 and clause DEA-2852.209-70 (Organizational Conflicts of Interest), and submit proposals electronically to Naomi.S.Collier@dea.gov. The government does not require formal security clearances but reserves the right to conduct background investigations and may require facility escorts as needed.
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Sheet1
| Questions | Answer | Will the RFQ be amended |
| Could you kindly provide us with the estimated potential of the RFQ referenced as D-26-OE-0009? | Not Available. Offeror should offer the best and final bid to account for all items of the requirement. | No |
| Language Variants / Dialects- Could you please specify which dialects or regional variants are required for Spanish, Portuguese, and French (e.g., Latin American Spanish vs. Peninsular Spanish, Brazilian vs. European Portuguese, etc.)? | The government will need the following: Latin American Spanish (also known as standard Spanish), Brazilian Portuguese, and standard French. This is addressed on page 1 in the statement of work. | Yes |
| Written Translation Requirements |
The RFQ references translation from English into Spanish and Portuguese for PowerPoint presentations, as well as written proficiency across multiple languages. However, we did not identify corresponding line items for translation services in the pricing schedule.
| o | Should translation services be included in the quotation? | ||
| o | If so, will a separate line item be provided, or should these costs be incorporated elsewhere? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | No |
| Simultaneous Interpretation Equipment (SIE) |
The provision of interpretation equipment typically requires on-site technical support, including at least one technician and installation/tear-down crew.
| o | Will the Government provide a dedicated line item for these services, or should they be included within the equipment pricing? | The government updated the statement of work, this question is addressed on page 2. | Yes |
| Additional Booths for Breakout Rooms |
Under “Extra Items,” additional booths are referenced for breakout meeting rooms.
| o | Are these booths in addition to the eight (8) booths specified in the base requirement? | ||
| o | If so, will a separate pricing line item be provided for these additional booths? | The government updated the statement of work, this question is addressed on pages 2 and 3. | Yes |
| In your “Schedule of supplies/services” section “language” you require “French to English to Spanish” please confirm it means that you require 2 pairs of interpreters the one for French <> English interpreters and the one for English<>Spanish during 3 days. The “Quantity of Translator(s)” equal to “4” meaning: 2 interpreters for French <> English and 2 for English<>Spanish ? | The government updated the statement of work, this question is addressed on pages 3 and 4. | Yes | |
| Regarding the request for 4 English-Spanish interpreters, does it mean there are 2 different meetings at the same time that requires interpretation in EN<> ES ? | The government updated the statement of work, this question is addressed on pages 3 and 4. The government attached a draft IDEC 2026 agenda. | Yes | |
| In the “Schedule of supplies/services” you mention “translator”, please confirm you mean here “interpreters” by it. | The government updated the statement of work, this question is addressed on page 1. The government needs the contractor interpretation services. | Yes | |
| • | Please could you confirm the exact needs of interpretation and equipment in each space: |
Plenary: How many booths ? Which language pairs ?
Room 2 : 1 booth (English <> Spanish.)
Room 3: 2 booths (English <> Arabic & English <> French.)
| Room 4: 1 booth (English <> Spanish.) | The government updated the statement of work, this question is addressed on pages 2 and 3. | Yes | ||
| • | Can you confirm if you require a sound system in each room with the number of microphones required per room ? | |||
| The contractor will need a sound system for three (3) conference rooms. This question is addressed on pages 2 and 3 of the updated statement of work. | Yes | |||
| Could you confirm the exact venue/location of the conference ? | The awarded hotel is Sheraton Buenos Aires Hotel and Convention Center. Address: San Martín 1225 1275, C1104 Cdad. Autónoma de Buenos Aires, Argentina | No | ||
| You refer to “PPT and written content, which suggests translation rather than interpretation” in the RFQ, but it’s not a part of the “Schedule of supplies/services”, should we include translation pricing in the schedule? If yes, how (unit / quantity) ? Please confirm. | ||||
| The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |||
| • | In the RFQ you require that the contractor shall “Display fluent spoken and written Arabic, English, French, Portuguese, Russian, and Spanish covering a wide range of terminology in many fields, as well as thorough knowledge of the government, history, and culture of the United States and of the cultural differences between the languages” | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| Please confirm what do you mean by “Display”? What service do you require here ? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | ||
| • | In the RFQ you confirm that “The Government may require the Contractor to compare the Arabic, English, French, Portuguese, Russian, and Spanish (when needed) versions of PowerPoints or another other translated material.” What and how will that be organised. The interpreters should onsite proceed with review of translated/written documents ? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 1. | Venue Location: Does the Government have a confirmed venue or hotel in the City of Buenos Aires? Knowing the specific location is critical for assessing logistical requirements and booth installation timelines | The awarded hotel is Sheraton Buenos Aires Hotel and Convention Center. Address: San Martín 1225 1275, C1104 Cdad. Autónoma de Buenos Aires, Argentina. The government attached floor plans of the conference rooms, that will be utilized during the conference. | Yes | |
| Hotel Accommodation for non-local interpreters: we can quote hotel accommodation but the Government can surely get a better rate at the hotel venue. Has this option been considered? | Offerors should reach out the host hotel to inquire about any special rates available. | No | ||
| Plenary Room Configuration (Task 2): The SOW (page 11) requests at least eight (8) isolation booths for the plenary room. However, Task 1 (page 9) lists six (6) conference languages (Arabic, English, French, Portuguese, Russian, and Spanish). Could you please confirm if the requirement remains at eight booths for additional redundancy/spare capacity, or if it should align with the six languages listed, that is 5 (five) interpretation booths? | The government updated the statement of work, this question is addressed on pages 2 and 3. | Yes | ||
| General AV Equipment Scope (Task 2): The SOW includes "Extra Items" such as power stands, podiums, microphones, and camera systems (page 11). Since this procurement is on an "all or none" basis, could you clarify if the interpretation contractor is expected to provide these items for the event, or if these items will be managed by the venue's internal AV provider? | The contractor can bring the necessary equipment as stated in the statement of work. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | No | ||
| Breakout Rooms Availability: Regarding Rooms 2, 3, and 4 (page 11), does the Government require these setups to be fully operational for all three conference days (August 18-20), or is there a specific schedule for these sessions? | The government is requiring that all three conference days are setup and fully operational. This question is addressed on pages 2, 3 and 4 on the statement of work. | Yes | ||
| Portable Interpretation Equipment: Based on our firm’s prior experience supporting IDEC conferences, we have found that portable "tour guide" systems (transmitters and receivers) are highly effective for bilateral side meetings. As these are not explicitly listed in Task 2, should we include them as an optional or integrated component of our technical proposal? | The offeror may propose optional support, however the offerors quote must address all the required items for this requirement. Optional services will not serve as a replacement for required services or items. | Yes | ||
| Documentation and Clause Matrix: Regarding the "Business Quote" instructions (page 6) and the "DEA PROVISION & CLAUSE MATRIX" (page 13), could you please confirm that we only need to submit the Organizational Conflicts of Interest (DEA-2852.209-70) as part of our written quote, and that all other Representations and Certifications (FAR 52.212-3) should be maintained and updated via our SAM.gov profile? If you could elaborate on the attachment, we would appreciate it. We know, for example, that we have previously signed the statements on covered telecommunications equipment or services on SAM and with the USA Embassy in Buenos Aires. | Yes, that is correct. | No | ||
| Advance Payments or Reimbursement of Travel Expenses: Is it possible to receive advance payments on the single PO or for the specialized interpreters traveling from the United States, would the Government consider the reimbursement of airfare expenses in advance, once the tickets have been purchased and the expense is incurred by the contractor | The government can provide in-progress payments, with supporting documentation, to reimburse expenses incurred in furtherance of the overall contract. The reimbursement travel expenses are subject to the limits in the FTR. Any amount paid as an in-progress payment will be deducted from the contract total value in the final payment. | No | ||
| In the Schedule of Supplies/Services, you mention that some interpreters must work with English and Spanish (apart from their native language), and some only in Spanish or English. Do you need interpreters who are fluent in three languages for those cases? For example, you need 4 interpreters from Russian to English to Spanish, all interpreters should speak the three languages, or some interpreters can be fluent in Spanish and others in English? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| In the Schedule of Supplies/Services, you mention the quantity of interpreters, and later, you mention you also need translators (written word). Is the number of interpreters counting the translator as well? Additionally, in the General Information section, you mention that you need translation from English to Portuguese, vice versa, and from English to Spanish, vice versa. Do you also need translators for other languages, such as French, Russian, and Arabic? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Lastly, in the Audio Visual section, you mention the need for 8 booths, but in the Agenda Item, you only mention 4 booths. Do you need the other 4 for another activity? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Q1 – Pg 12 – Statement of Work – Security Requirements Given the background screening requirements, can the Government clarify whether interpreters must be U.S.-based personnel, or if locally sourced interpreters in Argentina are acceptable provided, they meet integrity and vetting standards? | All contractor personnel supporting this procurement are entrusted with a certain level of trust due to the nature of the Drug Enforcement Administration’s (DEA) mission. The government expects the vendor will employ persons of integrity and trustworthiness. To ensure this, the DEA reserves the right to conduct background screening or a full background investigation on all employees if a need arises. While all services provided on this contract will be performed outside of the DEA, all contractors must be escorted if the need arises to enter a DEA facility. The DEA reserves the right to modify the security requirements found in this contract at any time. | Yes | ||
| Q2 – Pg 11 – Statement of Work – Audio Visual / Breakout Rooms Setup The Statement of Work references equipment such as screens/monitors (e.g., 19-inch screens). Can the Government confirm whether these items are expected to be provided by the contractor, or if they will be supplied by the venue/hotel | The contractor can bring the necessary equipment as stated in the statement of work. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | No | ||
| Q3 – Pg 9–10 – Statement of Work – Task 1: Interpretation Can the Government clarify what the primary language(s) of the speakers will be during plenary and breakout sessions, to determine the extent to which relay interpretation will be required? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Q4 – Pg 9–11 – Statement of Work – Task 1 & 2 (Interpretation Approach) Would the Government be open to alternative delivery methods, such as leveraging a secure remote or hybrid interpretation platform, to support multilingual communication while potentially reducing on-site logistical requirements? If so, are there any security or technical constraints we should consider? | No, the government is not equipped to do alternative delivery methods during IDEC 2026 in Buenos Aires, Argentina. | No | ||
| Q5 – Pg 11 – Statement of Work – Audio Visual / Technical Responsibilities Can the Government confirm whether a sound system will be provided by the venue or Government, and whether there will be an on-site technical team managing microphones and audio that will coordinate with the contractor’s interpretation team | The contractor can bring the necessary equipment as stated in the statement of work. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | No | ||
| Q6 – Pg 11 – Statement of Work – Audio Visual / Technical Integration Can the Government clarify the expected level of coordination between the contractor’s technicians and any venue or Government-provided audiovisual staff, particularly regarding microphone feeds and integration with interpretation systems | The contractor can bring the necessary equipment as stated in the statement of work. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | No | ||
| Q7 – Pg 4 – Schedule of Supplies/Services – Pricing Structure The pricing sheet does not include a line item for technical support personnel. Should offerors include technical staffing costs within other line items, or will a separate pricing structure be accepted? | The government updated the statement of work, this question is addressed on page 2. | Yes | ||
| Q8 – Pg 4 & Pg 11 – Schedule of Supplies/Services & Statement of Work – Equipment Pricing Given that interpretation equipment (e.g., booths and related systems) is referenced in the Statement of Work but not clearly itemized in the pricing sheet, can the Government clarify how offerors should present pricing for these components? | The government updated the statement of work, this question is addressed on page 2. | Yes | ||
| Q9 – Pg 11 – Statement of Work – Audio Visual / Equipment Responsibility Has the Government already secured an audiovisual or equipment vendor for the event, or is the contractor expected to provide all interpretation-related equipment and associated services as part of this requirement? | The contractor can bring the necessary equipment as stated in the statement of work. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | No | ||
| Q10 – Pg 11 – Statement of Work – Breakout Rooms Setup For Room 3 (English, Arabic, and French), can the Government clarify whether interpretation is expected between all three languages bidirectionally, or if English will serve as the pivot language for all exchanges? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Q11 – Pg 4 – Schedule of Supplies/Services – Language Combinations For language pairs listed as “French to English to Spanish,” “Russian to English to Spanish,” and “Portuguese to English to Spanish,” does the Government intend for all communication to be relayed through English, or should offerors propose direct interpretation where feasible? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Q12 – Pg 9 – Statement of Work – Languages The Statement of Work lists Arabic, English, French, Portuguese, Russian, and Spanish “when needed.” Can the Government confirm whether all listed languages are required simultaneously throughout the event or if requirements will vary by session? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Q13 – Pg 11 – Statement of Work – Session Structure Can the Government confirm whether breakout sessions will run concurrently with the plenary session, requiring full parallel staffing across all rooms? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Q14 – Pg 9–10 – Statement of Work – Interpretation Scope Will the conference include Q&A or interactive discussion segments requiring interpretation, and if so, should these be assumed to follow the same modality (simultaneous vs. consecutive) as the main sessions? | Yes, the conference will include question and answer, the government asks the contractor to provide two microphones per conference room. There will be workshops occurring at the same time. The government updated the statement of work, this question is addressed on page 4. | Yes | ||
| Q15 – Pg 12 – Statement of Work – Additional Interpretation Support Will escort, or liaison interpretation services be required for participant arrivals, departures, or side meetings before and after the conference dates? | The government will ask the interpreters to attend side meetings during the conference. However, the government will not ask the interpretation staff to participate in arrivals or departures only side meetings during the conference. The government recommends the contractor list the cost for overtime if needed. | No | ||
| Q16 – Pg 4 – Schedule of Supplies/Services – Translation Pricing The Statement of Work includes translation requirements; however, the pricing sheet does not provide structure for per-word pricing. Would the Government allow modification of the pricing sheet or submission of an additional line item to include per-word rates for translation services? | The government has updated the statement of work, review pages 2, 3, and 4. | Yes | ||
| Could you please clarify whether video recording and/or in-room live projection (IMAG/CCTV) will be required? | The government will NOT have any video recording during the sessions. | No | ||
| Could you please clarify the expected lighting approach (e.g., standard corporate lighting vs. enhanced/dynamic lighting design)? | Yes, the contractor shall provide ehanced lighting for the booths. | Yes | ||
| Could you please confirm whether additional event segments (e.g., social events, dinners, closing sessions) will require technical production support? | At this time, the government only needs interpretation services during the conference hours described on the draft IDEC 2026 agenda. The government requested the contractor to list interpreter cost for over time, on the statement of work on page 1 if needed after the required meeting times. | No | ||
| Could you please confirm whether digital signage (e.g., screens or totems in foyer or access areas) will be required? | No, the government will not need digital signage for the foyers of the hotel. The awarded audiovisual company will handle the digital signage in the foyer or access areas. | No | ||
| Could you please clarify the expected level of scenography/stage design (e.g., basic corporate setup vs. enhanced scenic design)? | The contractor will only need the technician to set-up and break down their booths during the conference. | Yes | ||
| Could you please confirm whether the event will include virtual speakers or any form of remote participation? | No, the government is not equipped to do alternative delivery methods during IDEC 2026 in Buenos Aires, Argentina. | No | ||
| The SOW specifies 400+ IR receivers with headphones for the plenary room but does not address the public address (PA) sound system. Will the venue provide an existing PA system, or is the contractor expected to supply it? If the contractor is to supply it, what is the expected room capacity and layout to determine appropriate speaker configuration? | The contractor is only in charge of the 400 plus IR receivers with headphones per the statement of work on page 4. The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com. Contractor should also provide a logical plan to distribute and retrieve receivers from conference attendees. | Yes | ||
| The SOW does not specify microphone requirements for the plenary session. How many microphones are required, and what types are preferred (e.g., handheld wireless, lapel/lavalier, podium gooseneck, panel/conference table)? Please specify quantities per use case (e.g., presenter at podium, panel discussions, floor Q&A). | Yes, the conference will include question and answer, the government asks the contractor to provide two microphones per conference room. There will be workshops occurring at the same time. The government updated the statement of work, this question is addressed on page 4. | Yes | ||
| The SOW does not specify display or projection requirements for the plenary room. How many screens are required, what are the preferred dimensions, and does the Government have a preference between LED display panels or projection systems? | The contractor is only in charge of the 400 plus IR receivers with headphones per the statement of work on page 4. The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | ||
| The SOW does not specify whether presentation laptops or computers are to be supplied by the contractor or the contracting party. How many presentation computers are required for the plenary room, and is the contractor expected to provide them? | The contractor is only in charge of the 400 plus IR receivers with headphones per the statement of work on page 4. The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | ||
| Can the Government provide the expected daily schedule for plenary and breakout sessions to estimate interpreter shifts and overtime? | Please see draft agenda attached in Amendment A0002 | Yes | ||
| 1. | Can the Government clarify the background check requirements for contractor personnel? Specifically, will locally sourced (Argentina-based) interpreters be acceptable with appropriate background screening, or are U.S. citizen interpreters required to undergo U.S. federal background checks prior to the event? Additionally, are there any citizenship or nationality restrictions? | The contractor can source local interpreters in Argentina. After the contractor has been awarded, the government will require at a minimum a National Agency Security Check of each interpreter by the Regional Country DEA office in Buenos Aires, Argentina. | Yes | |
| 2. | Does the Government have any restrictions or preferences regarding the use of locally based interpreters and technical staff versus personnel deployed from outside Argentina? | The contractor can source local interpreters in Argentina. After the contractor has been awarded, the government will require at a minimum a National Agency Security Check of each interpreter by the Regional Country DEA office in Buenos Aires, Argentina. | Yes | |
| 3. | Can the Government confirm whether all services are simultaneous interpretation, or if consecutive or escort interpretation may also be required? | The government has updated the statement of work, review pages 2, 3, and 4. | Yes | |
| 4. | Can the Government confirm the final list of required languages and directionality, and whether relay interpretation (e.g., via English or Spanish) is acceptable where direct interpretation is not available? | The government has updated the statement of work, review pages 2, 3, and 4. | Yes | |
| 5. | What is the expected number of interpreters per language/booth for full-day coverage? | The government has updated the statement of work, review pages 2, 3, and 4. | Yes | |
| 6. | Can the Government provide a detailed conference agenda, including the number of simultaneous sessions/rooms, daily start and end times, and any evening or off-site events requiring support? | The government has attached the draft IDEC 2026 agenda with the updated statement of work. | Yes | |
| 7. | Can the Government confirm whether the contractor is expected to provide full interpretation equipment and A/V support, or if any equipment and infrastructure will be provided by the venue or Government? | The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | |
| 8. | Are there any specific technical standards or compatibility requirements for interpretation equipment to ensure integration with the venue’s systems? | The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | |
| 9. | What level of on-site technical support coverage is expected (e.g., full-day presence, per-room technicians)? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | |
| 10. | Can the Government clarify expected daily working hours and the process for approving overtime, including whether extended hours are anticipated? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | |
| Interpreters work with the same pivot language. This pivot language is the main language of the conference. Usually, it has always been EN for IDEC. This is to ensure that all languages are covered at all times (the relay being done in English). Interpreters can only work from and to one single language at a time. Meaning that in a room, if Russian, English and Spanish are spoken, you'll need 2 EN <> Russian and 2 EN <> ES interpreters in that room. With that being said, could you please clarify the language regime of the conference and the number of interpreters per language? Would this assumption be correct (still a total of 20 interpreters): - 4 English - French interpreters - 4 English - Russian interpreters - 4 English - Arabic interpreters - 2 English - Portuguese interpreters - 6 English - Spanish interpreters | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Would it be possible to get the draft agenda of the event presenting the rooms and the sessions with the language regimes to make sure we cover all interpretation needs and that we provide enough booths per room? | The government has attached the draft IDEC 2026 agenda with the updated statement of work. | Yes | ||
| Do you want the CV to display the names of the interpreters or can we send anonymous CVs? | The contractor can source local interpreters in Argentina. After the contractor has been awarded, the government will require at a minimum a National Agency Security Check of each interpreter by the Regional Country DEA office in Buenos Aires, Argentina. | Yes | ||
| Completion of DEA-2852.209-70 – Organizational Conflicts of Interest (MAY 2012) –The Contractor shall refer to clause DEA-2852.209-70 located in attached clause matrix. ==> What is expected from us for this request? Should we sign the Clause Matrix? | Please provide written compliance with clause | No | ||
| The maximum number of pages is ten. If we have to include the CV of the 20 interpreters and the proposed staff, can we add those CVs in an annex? | CVs can been submitted as attachment to the quote and will not be included in the 20 page count, however the total CV page count should not exceed 20 additional pages | No | ||
| Can we add a separate quote to display the details of our proposal? | Offeror's quote shall be provided in the format instructed in the RFQ. Offeror shall offer pricing using the government provided CLIN pricing sheet. Any additional services can be suggested in Volume II of the business report. Any omissions on required items can be considered non-compliant | Yes | ||
| Where should we indicate the additional costs for the technicians (accommodation, per diem, transport, etc).? | The government updated the statement of work, this question is addressed on pages 1and 4. | Yes | ||
| Has the final venue been selected? If so, please provide venue name and address. This will help us find the accommodation for our staff at the best value and to include local transport if needed. | The awarded hotel is Sheraton Buenos Aires Hotel and Convention Center. Address: San Martín 1225 1275, C1104 Cdad. Autónoma de Buenos Aires, Argentina. The government attached floor plans of the conference rooms, that will be utilized during the conference. | No | ||
| If I understand properly, on top of the simultaneous interpretation, you also require written translation of text and documents. Should we expect those requests during the conference or before? Should those translation costs be included in the interpretation rate or should we add a price for written translation requests? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | ||
| Portuguese and Russian seem to be missing from the siderooms/regional workshop rooms. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| If available, may the Government share floorplans and room dimensions for the plenary and breakout rooms. | The government has attached the draft IDEC 2026 agenda with the updated statement of work, and the floor plans of the conference rooms. | Yes | ||
| Please confirm the estimated attendee count for the plenary session and final capacities for breakout rooms. | The government has attached the floor plans of the conference rooms. | Yes | ||
| Please confirm whether the contractor is expected to provide the full technical production scope for plenary and breakout rooms, including PA, microphones, displays/projection, computers, cameras, confidence monitors, and technical staffing, or interpretation systems only. | The contractor is charge of the equipment listed on page 4 in the statement of work. The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | ||
| Please confirm the final required quantity of IR receivers/headsets and whether units are expected to cover each room independently based on maximum room occupancy, or if the same attendee receiver units will move with participants between General Session and breakout rooms. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | ||
| Please confirm whether any in-house venue AV infrastructure, staging, or existing equipment will be available for contractor use. | The contractor is charge of the equipment listed on page 4 in the statement of work. The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | ||
| Please advise approved setup / strike dates, access hours, and any venue labor restrictions. | The government has attached the draft IDEC 2026 agenda. | Yes | ||
| Please list which blocks offerors are to complete on STANDARD FORM 18 (REV. O6-95). | Block 13: Name and Address of Quoter. |
Block 14: Signature of Person Authorized to Sign Quotation.
| Block 15/16: Date of Quotation and Name/Title of Signer | No | ||
| Please confirm how offerors are to complete 11. SCHEDULE (Include applicable Federal, State, and local taxes) on STANDARD FORM 18 (REV. O6-95) since offerors are to submit SCHEDULE OF SUPPLIES/SERVICES. | Bid should include all (Include applicable Federal, State, and local taxes. Please note the federal government are exempted from taxes. | No | |
| Please confirm the set up in terms of rooms. The RFQ lists only breakout rooms 2, 3 and 4. | The government has attached the floor plans of the conference rooms. | Yes | |
| Please provide the agenda for the event. As per breakout rooms 2, 3, and 4, Russian and Portuguese interpreters are not required. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. | Yes | |
| Will the Government pay interpreters listed in SCHEDULE OF SUPPLIES/SERVICES regardless of how many hours of interpretation they provide? Again, as per the breakout rooms 2, 3, and 4, Russian and Portuguese interpreters are not required. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please explain how relay interpreting will work (French to English to Spanish, Russian to English to Spanish, Portuguese to English to Spanish). | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please confirm the number of interpreters in relay interpreting French to English to Spanish. Does the Government expect 2 interpreters from French to English and 2 from English to Spanish? Please confirm that 2 from English to Spanish are not counted under a separate line item English to Spanish. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please confirm the number of interpreters in relay interpreting Russian to English to Spanish. Does the Government expect 2 interpreters from Russian to English and 2 from English to Spanish? Please confirm that 2 from English to Spanish are not counted under a separate line item English to Spanish. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please confirm the number of interpreters in relay interpreting Portuguese to English to Spanish. Does the Government expect 2 interpreters from Portuguese to English and 2 from English to Spanish? Please confirm that 2 from English to Spanish are not counted under a separate line item English to Spanish. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please confirm whether Interpreter Coordinator is to be provided onsite or remote. | Interpreter is required to onsite, Please refer to statement of work. | Yes | |
| Please explain whether the Government took into account the industry standard of providing 2 interpreters for assignments exceeding 1 hour in length for simultaneous interpretation. If not, please explain the Government's teaming policy. | The government is recommending that the contractor uses industry standards for the interpreters. | Yes | |
| Please confirm that 4 English to Spanish interpreters will be assigned to breakout rooms 2 and 4, 2 per room. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please explain how relay interpreting will be conducted in breakout room 3 since English to Spanish interpreters may be assigned to rooms 2 and 4. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please provide the breakout of all rooms together with all language pairs, including relay interpreting. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| SCHEDULE OF SUPPLIES/SERVICES includes only Isolation booths. It does not include receivers and other accessories. Would the Government add separate line items for all required equipment, including the equipment’s exact quantities(s)? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please confirm the exact number of isolation booths to be provided by offerors. Task 2 lists at least 8 and then 7-8. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please confirm the exact number of IR receivers since Task 2 lists 400+. | The government does not have a confirmed amount at this time. The government recommends to list the price for 400 IR receivers at the time of RFQ. | No | |
| Please explain the difference between 400+ receivers and the 90 required for breakout rooms. | The government will allow the conference attendees to check out the receivers each day. The contractor is asked to provide 400 plus receivers depending on the amount of attendees on the day of the conference. This answer is addressed on pages 3, 4 and 5 of the statement of work. | Yes | |
| 19. Please explain the difference between isolation booths to be provided by offerors. Task 2 lists at least 8 and then 7-8 and then only 4 are required for breakout rooms. | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| Please explain the need for 19-inch screens in breakout rooms. Who will be providing such screens? | The contractor is charge of the equipment listed on page 4 in the statement of work. The contractor can bring the necessary equipment as stated in the statement of work on pages 4 and 5. Or work with the awarded audiovisual company, Congress Rental that is located in the Sheraton Buenos Aires Hotel and Convention Center. Link: www.congressrental.com | Yes | |
| Please confirm whether both Volumes 1 and 2 are to be double-spaced. SCHEDULE OF SUPPLIES/SERVICES is single-spaced. Double-spacing will make it difficult to adhere to the 10-page limit. | Volume I and II should follow the same formatting instructions. However the Page Limit has been increased to 20 pages. CVS are not include in the 20 page count, but should not exceed 20 additional pages | No | |
| Does the limit of 10 pages apply to the total number of pages of both Volumes 1 and 2? | Page Limit has been increased to 20 pages for Volume I and II. CVS are not include in the 20 page count, but should not exceed 20 additional pages | Yes | |
| Are resumes included in the 10-page limit? | Page Limit has been increased to 20 pages for Volume I and II. CVS are not include in the 20 page count, but should not exceed 20 additional pages | Yes | |
| 24. Does the Government expect offerors to provide resumes for all interpreters offerors plan to allocate to the RFQ? If only a sample of resumes is required, how many resumes does the Government expect and in which languages and how many per language? | Yes, the contractor shall provide no more than a two page resume for each interpreter. The government needs to see the interpreter can translate from the following five languages: | ||
| 1) | English to Arabic | ||
| 2) | English to Standard French | ||
| 3) | English to Russian | ||
| 4) | English to Brazilian Portuguese | ||
| 5) | English to Latin American Spanish | Yes | |
| 25. Please confirm that the Government will accept resumes with the first letter initial for last name, as per the industry standard. | Resumes should include first and last names. | No | |
| 26. Are offerors to list references as part of their responses to Factor 3 Past Performance? If yes, please provide what details for references offerors are to list. | No, references can be provided upon request. | No | |
| 27. What does the Government expect offerors to list under Business Size in Business Quote since RFQ is already a 100% small business set-aside? | Offeror shall provide current Business Size to include socioeconomic | No | |
| 28. How are offerors to complete DEA-2852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (SEP 2021), as per Business Quote? There is no form to complete. Separately, the RFQ includes only Sep 2021 and not May 2012 version. | Offeror shall provide written confirmation of compliance the clause DEA-2852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (SEP 2021) | No | |
| 29. How are offerors to confirm that there are no changes or updates to the representations and certifications on file in the System for Award Management as required by paragraph (b) of Federal Acquisition Regulation provision 52.212-3 Contractor Representations and Certifications – Commercial Items, as per Business Quote? It is especially relevant for offerors that have nothing to list in (b)(2). | Offeror shall provide written confirmation of compliance the clause there are no changes or updates to the representations and certifications on file in the System for Award Management as required by paragraph (b) of Federal Acquisition Regulation provision 52.212-3 Contractor Representations and Certifications – Commercial Items, as per Business Quote | No | |
| 30. Are offerors to include Business Quote and Factor 4 in Volume 2? | Yes | No | |
| 31. Factor 4 instructs offerors to detail full travel expenses including Transport, Per Diem, Visa, Taxi and transfers which are not included in the hourly rate of the interpreter whereas SCHEDULE OF SUPPLIES/SERVICES provides only two aggregate prices, one for non-local and another for local interpreters. Please explain what level of detail offerors are to provide and where to list such details. | The government updated the statement of work, this question is addressed on pages 1, 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| 32. How long in advance will the Government make glossaries, presentation printouts, etc. available? Will the Government make them available to the offeror or to interpreters / interpreter coordinator directly? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 33. As per Task 1, will interpreters be also required to provide written document translation? As per the industry standards, written document translation is billed per word. Will the Government add a separate CLIN for written document translation? Can this translation be provided remotely by the offeror? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 34. As per Task 1, please explain how interpreters will be required to compare the Arabic, English, French, Portuguese, Russian, and Spanish (when needed) versions of PowerPoints or another other translated material. As per the industry standard, review of previously translated documents is billed per hour. Will the Government add a separate CLIN for review of previously translated documents? Can this review be provided remotely by the offeror? | The government updated the statement of work, this question is addressed on pages 2 ,3, and 4. The government has attached a draft IDEC 2026 agenda. | Yes | |
| 35. Will desktop publishing (DTP), or formatting, be required? The industry standard is to bill for such services by the hour. Will the Government add a separate CLIN for DTP? Can DTP be provided remotely by the offeror? | No, DTP is not required. | No | |
| 36. Please explain how the Government expects interpreters to provide notetaking, as per Task 1, when interpreters are also required to interpret either consecutively or simultaneously at the same time. | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 37. Please explain how simultaneous interpreters are expected, as per Task 1, to take on a public relation or mediating role as part of interpreting, so as not to jeopardize policies and program objectives and to obtain the desired results. The industry standard is to limit interpreters’ role to interpretation only. | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 38. When will the Government be providing topical briefings, as per Task 1? | The government will not need the contractor to translate the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 39. If interpreters are required to do personal research, as per Task 1, will such time be reimbursed by the Government in addition to the interpretation hours listed in SCHEDULE OF SUPPLIES/SERVICES. Will the Government provide direction of such research? Would the Government add a separate CLIN for personal research? Does the Government expect the offeror to do such research and share it with interpreters? | The government will not need the contractor to translate or research information for the PowerPoints. The government will only need the PowerPoints to be interpreted during the presentations. The government updated the statement of work. This question was addressed on page 1 of the statement of work. | Yes | |
| 40. Please confirm whether offerors are to include confirmations of their current SAM status. If required, where are offerors to include such confirmations (in which Factor and Volume)? | Offeror may include SAM information In Volume II Business Quote | No | |
| 41. Are interpreters required only for August 18-20? Proposed Performance Period lists August 17 through 21. Will be there any events (formal or informal) where interpretation is required outside of August 18-20? If yes, please provide the number of required interpreters, required total hours and language pairs. | Th government has updated the statement of work, this question is addressed on pages 1 and 4. | Yes | |
| 42. Please allow at least one week between posting the responses and the submission due date. | The government has extended the due date to May 15, 2026 at 10:00am EST. No late submissions will be accepted. | Yes | |
| Please confirm that the interpreters do not need to have a clearance. | All contractor personnel supporting this procurement are entrusted with a certain level of trust due to the nature of the Drug Enforcement Administration’s (DEA) mission. The government expects the vendor will employ persons of integrity and trustworthiness. To ensure this, the DEA reserves the right to conduct background screening or a full background investigation on all employees if a need arises. While all services provided on this contract will be performed outside of the DEA, all contractors must be escorted if the need arises to enter a DEA facility. The DEA reserves the right to modify the security requirements found in this contract at any time. | Yes |
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