Questionnaire_Responses_06282016.xlsx
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- Interpreter Services
- Solicitation number
- DTOS5916R00005
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| QUESTIONS | Responsible Office | ANSWERS | |
| 1 | Who is the incumbent contractor currently performing work (request name and contract number)? | PMO | The current Incumbents are: |
The Anixter -DTOS59-12-C-00405 Hired Hands- DTOS59-12-00408 Hearing Speech Deafness Center- DTOS59-12-C-00403 TechFirst, INC-DTOS59-14-C-00414 Sign Language Resource Services- DTOS59-12-C-00407 Signing Resources Interpreting-DTOS59-12-C-00404 Partners Interpreting, LLC-DTOS59-12-C-00424 Stuart B. Consultant-DTOS59-11-F-10048
| 2 | Has a contractor performed similar work for the government in the past (request name and contract number)? | PMO | See question #1 |
| 3 | What are the alternatives if there is no "Past Performance"? | CON | A past performance questionnaire is being provided for Offerors to use to submit Past Performance. Offerors with no relevant Past Performance history should provide three (3) references for any interpreting work performed. In addition, the evaluation team reserves the right to access Past Performance information from varying sources (e.g. PPIRS) |
| 4 | Confirm if solicitation is an 8a competitive or a Total Small Business solicitation? | CON | This is a Total Small Business Set-aside…Please reference previous amendment for the evaluation process. |
| 5 | How are services currently being provided? | PMO | See question #1 |
| 6 | What is the current total contract? | PMO | The current services are provided via a series of contracts and purchase orders. The cumulative total of these are not available at this time. Offerors are advised to reference the hours provided in the RFP in preparing its proposal. |
| 7 | Is there a need for Russian Interpreter Services | PMO | No, Russian Interpreting Services are not required under this contract. |
| 8 | In Section 6.3 - II. All incoming requests for services must be scheduled and confirmed within two business days. In the event a late request is made (less than 2 business days’ notice), the Contractor will notify the COR of the confirmation as early as possible but no later than 4pm the day the request is received. How can this be confirmed if we receive a request at say 3:50pm, and we are expected to have confirmation no later than 4pm? Is there a set time when the request should be made by? | PMO | The SOW will be changed : All incoming requests for services must be acknowledged and confirmed within two business days In the event a late request is made less than 2 business days' notice, The Contractor will notify the COR with a status or confirmation for the request as early as possible but no later than 4:00 |
| 9 | When providing services to more remote areas in Region II, is Video Remote Interpreting (VRI) an option? | PMO | VRI is not under this contract. |
| 10 | Is there a page limitation to this RFP (excluding resumes)? | CON | 20 pages not including resumes. |
| 11 | Regarding Pricing, we are asked to provide a Firm Fixed Price. It is typical in the industry to have different price point depending on last minute vs advanced notice requests as well as standard interpreting services vs technical/scientific interpreting services (to name a few examples). Having said that, are we still expected to create a price for the 18,000 hours a year? Do those hours include the hours of the Lead Sign Language Interpreter? | CON/PMO | See revised Section 1 of the RFP. |
| 12 | Is there an estimated date as to when the contract will be awarded | CON | 9/16/16 |
| 13 | Is it possible to elaborate on the locality of services, past or current, in Region II? Compass understands that the need may change but where has the government seen the most need, either currently or in the past, for ASL services in Region II. | PMO | Location Average hours /month |
Renton, WA 22 Fort Worth, TX 8 Chicago, Il 28 Oklahoma City, OK 62 Boston, MA 22 Vancouver, WA 9 Anchorage, AK 36 Atlanta, GA 4 Atlantic City, NJ 10 Chesapeake/Norfolk, VA 11 Farmingdale, NY 7 Kansas City, MO 6 Riverside, CA 8 Other locations are random
| 14 | The solicitation states the DOT will award a 5 year FFP IDIQ. Given that it's an indefinite quantity and Section 24 (Invoice and Billing Requirements) states that the Contractor will be paid for the actual number of hours worked, does the DOT intend it to be fixed-hour rates for support services? | CON/PMO | The interpreters will be paid based on the schedule they were assigned for the day. The contract type will now be Labor Hour. |
| 15 | The instructions for the Business/Cost Volume require that Section I of the solicitation be completed, which requires a proposed FFP amount for the contract. Is this simply a not-to-exceed amount for the contract based on an Offeror's proposed price? | CON/PMO | See revised Section 1 of the RFP. There will be a not to exceed amount for the Contract. |
| 16 | The instructions for the Business/Cost Volume state that price will be evaluated "based on pricing information provided. The level of effort....is based on reasonable assumptions". In order to ensure a fair opportunity for all Offerors, can the DOT provide a breakdown of the current level of effort (14,000 hours for Region 1 and 4,000 hours for Region II annually) to demonstrate assumed regular, ad hoc, and last minute requests for interpreting services? This could great affect pricing | PMO | See the answer to question 13 |
17 The RFP does not identify VRI services. Would DOT consider this in the proposal from all Offeror's as services in the event it decides that VRI services would be deemed acceptable at some point throughout the 5 year FFP IDIQ? PMO See the answer to question 9
18 Can DOT identify and name the other known areas serviced in Region II to allow offeror's the opportunity to identify and prove ability? PMO See the answer to question 13
| 19 | Will the DOT have the ability to allow for all stakeholders to have internet services to utilize systems in place? i.e. Lead interpreter and/or interpreters? | PMO | The Lead Interpreter will have access to Government system for scheduling purposes. The Interpreters will not need to utilize government systems. |
| 20 | We did not see cancellation language in this RFQ. We recommend revising the RFP/RFQ (the solicitation is referred to as both an RFP and an RFQ in two different sections of the document) to add language regarding what is a timely and what is an untimely cancellation, keeping in mind that industry standard is two business days notice for timely cancellations. | CON/PMO | See Section 6 of the RFP. |
| 21 | In section 7.2, the RFQ/RFP states that the lead sign language interpreter shall receive a list of additional information when available; however, some very necessary items are not listed. These include an advanced copy of agendas, narrator scripts, event programs, and advanced prep to include briefing slides. We recommend adding these to the list of items, which are furnished to the interpreter prior to an assignment. | PMO | See section 7.1 "Lead Sign Language Interpreter" Functions in the RFP. |
| 22 | In section 9, we respectfully ask the government to provide greater clarification regarding the statement “Total daily hours are not necessarily consecutive”. It is not clear whether As currently written, only the incumbent will know the structure of the typical daily schedule putting other vendors at a significant disadvantage and limiting the robustness of the offers to the government. Clarification in the form of typical historical schedules is an excellent example of what all vendors would need in order to create the most meaningful offers to the government. It is not clear whether the government expects two to ten interpreters to be on call at the headquarters location five days per week with a potential utilization of two to four hours of actual interpreting per day or whether the government has two to ten interpreters report to headquarters, some for two-blocks and some for four-hour blocks of time, or if an interpreter might be scheduled for a one-hour meeting in the morning and then not be needed again or paid for their time until another one-hour meeting in the afternoon. Please specify the typical schedule based on historical information, for the two to ten interpreters in Region I and Region II | PMO | See the answers to questions 13 and 14. In Region I, we ty pically use 2 to 10 interpreters 8 hours a day. However, scheduling will be based upon the need of our consumers which is typically known 3 business days in advance. |
| 23 | Section 24 states that “ The contractor shall be paid for the actual number of hours worked.” How does the contract address early dismissal for assignments or instances in which an interpreter is asked to stay when an assignment runs over? It is non-standard in our industry for an interpreter to be booked for an assignment, for example 0800-1500 training class, and then be released at 1430 due to the class ending early and then not be paid for their confirmed assignment time. The interpreter reserves this confirmed block of time for the customer and cannot accept other assignments so the only instance in our industry when the interpreter would be paid for their ‘actual work hours’ when they differ from the confirmed hours is 1) if the assignment is canceled with two or more business days notices and as a timely cancellation, is not billable or 2) the interpreter works longer than the confirmed time with the approval of the CO/COR and the Contract Program Manager (suppose the class ends at 1530 rather than 1500) or 3) an interpreter arrives late/leaves early due to illness or emergency thus altering their confirmed hours. Please consider clarifying/revising. | PMO | See the answer to question 22. |
| 24 | Section 13 has no content. Is this intentional? | CON | The RFP numbering has been adjusted……… |
| 25 | In the original Sources Sought document, the government illustrated a three-CLIN pricing structure; however, in the RFP/RFQ section 1, the government seems to be asking for a firm fixed price cost for everything for one year meaning only one CLIN. Without additional details on the other direct costs (ODC’s) from previous years, historical data specifying actual hours of services, including training offered, only the incumbent would have sufficient knowledge to create a robust and accurate price proposal. I urge the government to provide more details so that all offeror's have sufficient data on which to build a competitive and sustainable pricing proposal. | PMO/CON | See answer to question 13 |
| 26 | Is this a follow-on contract? If so, who is the incumbent for this effort? Is the government satisfied with their performance? | PMO | See answer to question 1 |
| 27 | If this is a follow-on contract, what is the previous contract number? | CON/PMO | See Question 1 |
| 28 | The government is looking for a firm fixed price contract; however, has stated that they will be increasing utilization of interpreting services and recruiting more EWD’s. How will increased utilization be addressed when it outpaces the pricing in the FFP structure? | PMO/CON | See question 11 |
| 29 | Please provide historical utilization data for Region I and Region II for 2014 and 2015. Does the government expect this to increase/decrease or remain the same for the base period and all option years? | PMO | 2014 REGION I Total: 13, 000 hours of utilization 2014 REGION II Total: 3,000 |
2015 REGION I Total: 13,000 2015 REGION II Total: 3,000
The Government anticipates utilization to increase based on the quantities identify in section 1 of the RFP.
| 30 | Please specify historical utilization for video remote interpreting for Region I and Region II for 2014 and 2015. | PMO | No historical utilization information for video remote interpreting for Region I and Region II for 2014 and 2015. |
| 31 | Where travel is incurred on other interpreting contracts, the government typically uses a separate CLIN structure for other direct costs and specifies an amount of funds for ODC’s, which vendors should include in their proposal. Will the government consider reimbursing for travel costs in this manner? | PMO | See revised Section 1 of the RFP. |
| 32 | Would the government consider a CLIN structure in which the lead interpreter position, which clearly carries greater responsibility and administrative duties than other interpreters, is assigned a separate CLIN? | PMO | The pricing has be restructured include the Lead Interpreter. See Section 1 of the RFP. |
| 33 | Would it be possible to break out travel for Region II? Depending on the location, mileage and/or portal to portal charges may apply and it would be difficult to determine a fully burdened flat rate for everything outside the DC metro region. If not, do you have a breakdown of usage in each area? | PMO | The pricing structure has been changed to include travel in Region II. See Section 1 in the RFP. |
| 34 | Can you clarify if the Firm Fixed Price the Government is seeking is one FFP total for the full five years, or a FFP fully loaded hourly rate? If FFP total, is that to be based on 14,000 hours in Region I and 4,000 hours in Region II? If not, can you provide the basis of hours on which to bid? | PMO/CON | See Section 1 for revised pricing structure. |
| 35 | Can you clarify what is to go on the line in section 1? Is there a chart that was intended to be placed in Section 1 other than the Period of Performance chart? | CON | See revised Section 1 of the RFP. |
| 36 | Rates vary from area to area across the country. In order for vendors to be able to provide more competitive pricing can the Government provide more information on where the 4,000 hours around the country will be? Specifically, based on historical data, can you provide an hourly breakdown of the volume by city where the services are likely to be used? | PMO | See the answer to question 13. |
| 37 | The verification form contains information that the interpreter would not be aware of, such whether the assignment was an emergency/last minute request. Can this be removed from the form? If not, can DOT clarify who will provide this information to those completing the form? | PMO | No, the information contained on the verification form will remain the same. Clarification and guidance will be provided to the Lead Interpreter. |
| 38 | The verification form includes cancellation date & time (if applicable). Can you clarify, if there is a cancellation, does the interpreter still complete the form even though they will not be at the site to have someone sign the form? | PMO | See answer to question #37 |
| 39 | Will you extend the question due date? | CON | |
| 40 | Is there a specific vendor the Department of Transportation has in mind? If so, which one? Yona Systems Group is more than willing to potentially contact the vendor of interest if they are not able to bid on an 8(a) opportunity and potentially form a partnership for this specific opportunity. Yona Systems Group is an SBA 8(a) Certified, Native American, Indian Small Business Economic Enterprise (ISBEE). Our team consists of seasoned professionals who have an excellent performance record, supplemented with teaming partners that recognize Department of Defense goals and initiatives. We are located in McLean, Virginia, just outside Washington, DC. | This is a competitive requirement. | |
| 41 | Can I serve specific locations such as Region I and not Region II | PMO/CON | This is a nationwide contract. The regions are not being dismantled for this contract. |
| 42 | Section 7.1 Lead Sign Language Interpreter (Program Manager): Is it necessary to have the Program Manager also be a sign language interpreter? These two jobs require different skill sets, and a non-sign language interpreter will also not take a provider out of service for administrative work. | PMO | Yes, the Lead Sign Language Interpreter (Program Manager) is required be a sign language interpreter. |
| 43 | Section 16. Contractor Point of Contact: Do the Lead Interpreter/Program Manager, and Alternate Interpreter need to be named in the bid response, or can they be named after award? | PMO | The Lead Interpreter/Program Manger and Alternative Interpreter should be named when bids are submitted. |
| 44 | The RFP includes the following language “Demonstrate the ability to provide services in all location within five business days of award of the contract;” Please provide the locations of offices in Region II which employ D/HH individuals and will require sign language interpreting support. | PMO | See the answer to question 13. |
| 45 | The RFP Includes the following language: “Demonstrate bills are current, complete, timely and accurate.” Please describe how you would like bidders to demonstrate this requirement. | PMO | Provide examples of how you are currently providing this service to your customers. |
| 46 | Section 35.3 Non-cost/price Evaluation Factors – Factor 2….How many resumes would you like submitted for evaluation purposes? | PMO | The proposals should include the resume of the proposed Lead Interpreter, the Alternate Lead Interpreter and the resume of the 18 proposed interpreters. |
| 47 | Can this solicitation be changed to an 8(a) Firms only? | CON | |
| 48 | Section 35.4 Cost/Price: Please clarify which table in Section 1 is required to be completed for this requirement. | PMO/CON | All charts in section 35.4 are required to be completed. |
| 49 | Section 33 Submission of Proposals, is there a page limit for Volume I or Volume II? If there is a page limit, will resumes count against the page limit? | PMO/CON | See question 10 |
| 50 | Will this contract be a Firm Fixed Price award with the 18,000 hours listed or an IDIQ with fluctuating hours? | PMO/CON | See the pricing structure section 1 of the RFP. |
| 51 | Is price escalation permitted? If so, may we list the yearly rate within the business proposal? | CON | See the pricing structure section 1 of the RFP. |
| 52 | Will you be accepting quotes offered that are not part of the GSA schedule? | CON | This is not a GSA requirement. |
| 53 | In section 7.0 SIGN LANGUAGE INTERPRETER, The Department of Transportation specifies “A Core team of individuals shall also be identified to provide the interpreting services to employees for Region II.” The RFP does not list the specific locations for Region II. Will the Department of Transportation provide a list of locations in Region II so that we may submit a core team of interpreters local to that region? | PMO | The RFP has been revised to include a subcontracting plan for Region II. We are requesting the names of companies currently being used to do business in Regions II varies areas. See the answer to the question 13. |
| 54 | In section 24. a. DOT specifies “The Contractor shall be paid for the actual number of hours worked.” How does this statement correlate with cancellation policies and hourly minimums? | PMO | See the revised RFP, Section 5 "Scope". |
| 55 | If an interpreter has been assigned by DOT to cover an event from 12:00pm-4:00pm but the event ends early at 3:00pm, will the interpreter be paid for the 3 hours worked or the scheduled 4 hours? | PMO | See the answer to question #14 |
| 56 | What is the current hourly minimum accepted by DOT? | PMO | The Contractor shall propose its own rate. The DOT does not designate "hourly minimums." |
| 57 | Can DOT further elaborate as to how the pricing chart in section 1 should be completed? | PMO/CON | See the answer to question 11 |
| 58 | Is DOT willing to provide information regarding the current hourly rate? | CON | Not at this time. |
| 59 | Can the Government clarify what is to be on this line on page 4 of the solicitation, where it says, “This is a Firm Fixed Price Contract in the amount of ____________________.” | This section is to be filled out upon award. | |
| 60 | Is the amount to be listed on page 4 an hourly rate times the approximate number of hours (14,000 and 4,000)? Are the vendors to provide one price regardless of the numbers of hours of services that may be needed by DOT over the next five years? | Yes it is the hourly rate times the approximate numbers hours. We are seeking the hourly rate for the numbers of hours listed in the RFP. See the answer to question 13 for Region II breakdown. See Section 1 of the RFP | |
| 61 | Section 35.4 states: " Offerors should fill in the chart in Section 1 of this document." We do not see a chart to be filled in (other than option years). Is there another table that should be included in the contract pricing section? | CON | See revised Section 1 |
| 62 | On page 4, Can the Government clarify what is meant by "(Table with negotiated per year prices will be inserted upon award)"? What exactly will be negotiated upon award? | CON | The not to exceed rates and amounts for the contract. |
| 63 | The solicitation states that there is a need for 2 to 10 interpreters daily in the DC Metropolitan area. Are all of these interpreters providing all-day on-call services? | PMO | No, schedules will be determined via the COR on a weekly basis to schedule need for the following week. See the answer to question #14. |
| 64 | Is there a current set schedule for daily on-call interpreters? If so, can this schedule be provided as a guide? | DOT does not have a current set schedule for daily on-call interpreters to provide. | |
| 65 | Based on historical data, can the DOT clarify how many requests from DOT to the vendor each year are for 3 hours or less of services? How many are for 7 hours or more of services? | DOT does not have the hourly breakdown as requested. See the answer for question 13 for Region II breakdown. | |
| 66 | Since the actual quantity of services is unknown and could vary greatly depending on new hires, employee attrition, etc. is it possible that an IDIQ contract would be better suited to this need? | CON | The cover letter of the RFP states the intent to award an IDIQ contract. |
| 67 | Section 7.0 states : "The Contractor shall provide sign language interpreters that are considered qualified by having a cumulative score of at least 60% on the performance based standards assessment as defined in this contract and the state requirements, if applicable, where services are delivered." Can the Government clarify which performance based standards assessment this refers to? Also, we assume national certification through the Registry of Interpreters for the Deaf will satisfy this requirement. Can the Government verify if this correct? | CON | The National Certification through the RID does not satisfy this requirement. The interpreter must have a cumulative score of at least 60 %. On the Performance Based Assessment. |
| 68 | 24b states: " The Contractor will furnish invoices with receipts of service. Receipts of service (verification that the government/ government employee did receive the service) shall be able to be completed via a secure electronic format for the EWD consumer or his/her designee." Can the Government clarify the following regarding form: |
a. Is this form in place and if so, how the vendor accesses the completed form to print for submission?
b. Are we to understand that the interpreter is not responsible for having the form filled out or returned to the vendor?
c. Since these forms are to be done electronically, can the Government clarify how they will be signed?
A. The Lead Interpreter will have access to the form and will supply it to the interpreter.
B. No, the interpreter is responsible for filling the form out the form and returning it to the vendor. When jobs are cancelled the form should be completed by The Lead Interpreter.
C. The form does not have to be completed electronically but must signed in person by both the interpreter and the consumer. Cancellations will be signed by The Lead Interpreter.
| 69 | Is there an incumbent for this bid? | See the answer to question #1 | |
| 70 | If there is an incumbent, at what rates are services currently offered? | CON | See the imcumbents listed in question 1. |
| 71 | Why has this RFP been re-issued with a new amendment? | CON | No response. |
| 72 | Does DOT anticipate awarding a sole-source or multi-vendor contract as a result of this RFP? | DOT will award this contract to one vendor for Nationwide Services. Vendors are allowed to subcontract. | |
| 73 | Standard protocol for sign language interpreting services includes the provision of two sign language interpreters for all assignments lasting longer than two hours, so that one interpreter can rest while the other signs. Will DOT accept pricing from offerors that is furnished based on this provision? | The pricing includes two interpreters on assignments. See Section 1 of the RFP. |
| 74 | DOT's RFP requests that the successful bidder identify " a core team individuals. To provide the interpreting services to employees for Region II."We would ask that DOT recognize that because Region II (as defined in this RFP) spans the entries country except for the Washington, DC metropolitan area, it is not feasible for offerors to present a core group of interpreters that will service this are. | The locations given in the answer to question #13 should have core interpreters identified. | |
| 75 | What is the address of the physical location from which the Program Manager will operate? | 1200 New Jersey AVE. SE, Washington, DC 20590 | |
| 76 | We have found that the best way to effect and manage interpreting service is through our established, off-site team of coordinators and Account Executives. This cannot be replicated by one person on-site at DOT. It is not reasonable to have one person (the Program Manager, as specified in DOT's RFP) handle the volume of administrative work that will be necessary to fulfill services under this contract while also performing translation and interpreting services. We are curious: has DOT contracted services using this method in the past? What problems have arisen as part of fulfilling services in this way? | Yes, DOT currently uses this method of having an on-site Program Manager, however do know that are off-site individuals that provide services. (See Revised SOW for clarification on this)> | |
| 77 | DOT's RFP does not appear to have a pricing sheet for offeror to submit their rates. How shall offerors submit pricing to DOT in response to this RFP? | CON | Pricing sheet is now provided. |
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