Request_for__Proposal_DTOS5916R00005.pdf

Solicitation DTOS5916R00005

Interpreter Services

U.S. Department of Transportation Office of the Secretary of Transportation 1200 New Jersey Ave, SE Washington DC 20590

May 23, 2016

Subject: Request for Sign Language Interpreter Services

Dear Prospective Offerors, The Department of Transportation (DOT) primary purpose of this contract is to support the DOT Disability Resource Center mission by providing sign language interpreting services for DOT employees, visitors, and applicants required by law and as needed.

The DOT anticipates the award of an Indefinite Delivery/Indefinite Quantity (IDIQ) five (5) year Firm Fixed Price (FFP) Contract using the procedures outlined in FAR Part 12-Acquisition of Commercial Items. The resultant award shall consist of a base period of performance with four (4) one year option periods.

Prospective offerors are asked to review the attached combined Synopsis/Solicitation and submit its proposal in accordance with the instructions provided herein.

Questions pertaining to this solicitation are due on June 1, 2016 by 12 noon EST. Please submit all questions via email to the Contract Specialist at Jacqueline.howard@dot.gov with a courtesy copy to the Contracting Officer, Robin Gates at Robin.Gates@dot.gov.

Please reference: Questions Request for Proposal (RFP) Number DTOS5916R00005 in the subject line. Responses to questions will be provided via a formal amendment to the solicitation.

Proposal submissions are due no later than June 24, 2016 at 3PM EST via email to Jacqueline.howard@dot.gov with a courtesy copy to Robin.Gates@dot.gov. Please reference: “Proposal RFP DTOS5916R00005 in the Subject line.

Thanks in advance for your interest in the Department of Transportation and its programs.

mailto:Jacqueline.howard@dot.gov mailto:Robin.Gates@dot.gov mailto:Robin.Gates@dot.gov

Sincerely, Robin D.

Gates Contracting Officer Acquisition Services Office of the Senior Procurement Executive

TABLE OF CONTENTS

Combined Synopsis/Solicitation Information Page 4

Contract Pricing Page 4

Definition Page 4-5

Tasks to be Performed Pages 5-12

Performance Specifications Pages 12-15

Contract Administration Pages 15-20

Contract Clauses Pages 19-24

Instructions to Offerors Pages 25-26

Evaluation Factors for Award Pages 25-27

Assumptions/Conditions Page 27

Solicitation Provisions IBR Page 27

Additional Information Page 27

List of Attachments Page 28

**PLEASE READ THIS NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY

NOTICE THAT WILL BE ISSUED**

This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

proposals are being requested and a written solicitation will not be issued. Interested parties are responsible for monitoring this site to ensure they have the most current information in reference to this acquisition.

The U.S. Department of Transportation (OST) Office of Senior Procurement Executive (OSPE) is issuing this solicitation, number DTOS5916R00005, as a Request for Quote

(RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) 2005-87 effective April 6, 2016. This requirement will be awarded as a commercial item under the procedures outlined in FAR Part 12.

The North American Industrial Classification System (NAICS) code for this procurement is 541930, “Translation and Interpretation Services” with a small business size standard of

7.5 Million. The Product Service Code for this procurement is “R608: Translation and Interpreting Services (Including Sign Language).”

1. CONTRACT PRICING

This is a Firm Fixed Price Contract in the amount of ____________________.

(Table with negotiated per year prices will be inserted upon award)

Period of Performance: _____, 2016 through ________, 2021

Period Date

Base Period Date of award through - To Be Determined Option Period 1 To Be Determined Option Period 2

To Be Determined Option Period 3 To Be Determined Option Period 4 To Be Determined *Fully Loaded Rate to include Travel (see Section 5 for locations)

2. DEFINITION OF TERMS

CONTRACTING OFFICER REPRESENTATIVE (COR): The role of the COR is to ensure contractors meet the commitment of their contracts. COR’s ensure proper development of requirements and assist Contracting Officers in managing their contracts.

DISABILITY RESOURCE CENTER (DRC): The Department of Transportation's Disability Resource Center (DRC) provides job accommodations and related services to DOT employees and job applicants. The Workforce Quality Division, within the Departmental Office of Human Resource Management, operates the DRC with guidance from the Departmental Office of Civil Rights. Services are provided to all DOT operating administrations nationwide.

INTERPRETING SERVICES:

People or services that provide DOT employees, visitors, and applicants with Oral, Cued Speech, Tactile, Close Vision, Legal, Medical, and interpreting services in accordance with The Rehabilitation Act of 1973.

EMPLOYEE WITH DISABILITY (EWD): DOT employee that have been granted interpreting services as a reasonable accommodation.

3. INTRODUCTION

The U.S. Department of Transportation (DOT), Office of the Secretary (OST), Workforce Quality Division operates the Disability Resource Center (DRC). In compliance with The Rehabilitation Act of 1973 (http://www.ada.gov/cguide.htm), DOT is in need of Nationwide Sign Language Interpreting Services for DOT employees, visitors and applicants required by law. DOT requires employees with disabilities be handled with great sensitivity and confidentiality. In addition, conformance to the standard practices and Code of Professional Conduct of the Registry of Interpreters for the Deaf, Inc. (RID) http://www.rid.org/, is expected of all DRC sign language interpreting vendors.

Disciplined, recordkeeping, and related analysis (Attachment J-2) are essential to track expenditures, workload, and to ensure that accommodations are provided within established timeframes. Sign Language Interpreting Services include; Oral, Cued Speech, Tactile, Close Vision, Legal and Medical . DOT provides employees cultural awareness events, sign language classes, and other related topics concerning individuals that are Deaf and Hard of Hearing (D/HH).

The Department of Transportation has approximately 60,000 employees nationwide. Of this number, one percent (1%) of employees currently self-identify as D/HH. As a result, sign language interpreters are needed by D/HH and Hearing employees at all grade levels to carry out their duties. Since the President signed Executive Order 13548, Increasing http://www.ada.gov/cguide.htm http://www.rid.org/

Federal Employment of Individuals with Disabilities, into law on July 26, 2010, (which directed departments and agencies to recruit and hire more Federal Workers with disabilities), DOT has experienced an increase in employees that are D/HH and anticipates this number will continue to increase.

DOT requires Contractor support services for sign language interpreting services, awareness trainings, and scheduling interpreting services expects approximately 18,000 sign language interpreting hours nationwide annually. DOT has sufficient need for sign language interpreting services for the DOT DC Metropolitan

(Region 1) to use two (2) to ten (10) interpreters Monday through Friday based upon the volume of requests.

Areas outside of the Baltimore-Washington DC Metropolitan Area is considered Region II.

Region II sign language interpreting services shall be scheduled on an as needed basis. On occasion, DOT will need additional sign language interpreters in the Washington DC Metropolitan Area that will be outside of the assigned ten interpreters.

4. PURPOSE

The primary purpose of this contract is to support the DOT Disability Resource Center mission by providing interpreting services to DOT employees, visitors, and applicants in accordance with The Rehabilitation Act of 1973.

5. SCOPE

The Contractor shall provide sign language interpreting services to the DOT, USCG and other Federal agencies’ employees located in the Baltimore-Washington DC Metropolitan Area (Region I) and various locations throughout the United States to include Puerto Rico, U.S., Virgin Islands, and locations in the Western Pacific such as Guam and American Samoa (Region II).

REGION I: Baltimore-Washington DC Metropolitan Area (as defined by the Office of Management and Budget as the Baltimore-Metropolitan Statistical Area.)

o District of Columbia, District of Columbia o Anne Arundel County, Maryland o Baltimore City, Maryland o Baltimore County, Maryland o Calvert County, Maryland o Carroll County, Maryland o Charles County, Maryland o Dorchester County, Maryland o Frederick County, Maryland o Harford County, Maryland o Howard County, Maryland o Montgomery County, Maryland o Prince George's County, Maryland o Queen Anne's County, Maryland o St. Mary's County, Maryland o Talbot County, Maryland o Washington County, Maryland o Franklin County, Pennsylvania o Alexandria City, Virginia o Arlington County, Virginia o Clarke County, Virginia o Culpeper County, Virginia o Fairfax City, Virginia o Fairfax County, Virginia o Falls Church City, Virginia o Fauquier County, Virginia o Frederick County, Virginia o Fredericksburg City, Virginia o Loudoun County, Virginia o Manassas City, Virginia o Manassas Park City, Virginia o Prince William County, Virginia o Rappahannock County, Virginia o Spotsylvania County, Virginia o Stafford County, Virginia o Warren County, Virginia o Winchester City, Virginia o Berkeley County, West Virginia o Hampshire County, West Virginia o Jefferson County, West Virginia

REGION II: All locations outside of the Baltimore-Washington Metropolitan Area

The Contractor shall be committed to employing individuals that are D/HH as services providers, consultants and in administrative roles whenever possible. The contract shall accurately represent the qualifications of the interpreters.

The Contractor shall provide qualified sign language interpreters who have experience, education, training, national certification, state licensure and skills to meet the requirements of the consumer’s communication styles.

The Contractor shall provide sign language interpreting services, awareness trainings, and scheduling services. The Contractor’s employees shall meet the qualifications required to obtain a DOT identification/access card. The Contractor is responsible for ensuring the DOT identification/access card is returned to the COR when any personnel separates from this contract. The Contractor shall maintain a consistent team of sign language interpreters to minimize the cost to the Government in all areas. Assignments, in such cases, may require the interpreter to have a government security clearance. The Contractor shall provide qualified personnel or to arrange for acquiring the appropriate clearances through the agency that is requesting services.

6. TASKS

6.0 KICK-OFF MEETING

Within five (5) business days after award, the Contractor shall meet with the Contracting Officer’s Representative (COR) at the DOT Headquarters’ Office. The purpose of this meeting is to discuss successfully meeting the outlined objectives. The Contractor shall be responsible for coordinating this meeting with the COR.

6.1 INTERPRETING SERVICES

The Contractor shall provide sign language interpreting services to include; Oral, Cued Speech, Tactile, Close Vision, Legal, and Medical for DOT, USCG and other Federal agencies nationwide. The Contractor shall provide sign language interpreting services for DOT employees, visitors and applicants and other federal agency employees for official functions, events, and other activities associated with their employment and employment benefits as approved by the (COR).

The Contractor shall provide 14,000 sign language interpreting hours annually to Region I, 4,000 sign language interpreting hours annually for Region II.

The Contractor shall provide two (2) to ten (10) sign language interpreters Monday- Friday for Region I. The Contractor shall provide sign language interpreting services for Region II on an as needed basis. The Contractor shall provide sign language interpreting services Monday through Friday between the hours of 7:00 a.m. to 6:00 p.m. (based upon the time zone where the services are required). The Contractor shall provide sign language interpreting services outside of the workdays and work hours when required on an as needed basis. The Contractor shall maintain sign language interpreters to ensure response within the contractually required minimum notice timeframe.

Subcontracting is permitted in all aspects of the contract. The prime contractor shall be fully responsible and accountable for the quality and acceptable performance of all subcontractor activities. The Contractor shall ensure that subcontractors conduct work consistently and in accordance with the SOW. The Contractor shall establish mechanisms to monitor and improve the quality of services provided. The Contractor shall actively solicit feedback and input from the DOT D/HH stakeholders and promote the development of interpreters’ skillset.

6.2 AWARENESS TRAINING

On a quarterly basis, the Contractor shall conduct community-building activities for DOT customers to facilitate better communication and remove barriers and stigmas associated with D/HH. The COR in coordination with the contractor shall identify awareness training, additional activities and responsibilities. Such events include hosting:

Workshops for those interested in learning / practicing sign language;

Outreach events to help raise awareness and support diversity and inclusion.

The Contractor shall also assist when DOT takes the lead on awareness events.

6.3 SCHEDULING

The Contractor shall provide nationwide scheduling services covering Regions I and II.

The Contractor shall provide scheduling services Monday through Friday from 8:00am to 5:00pm in all time zones in Regions I and 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. The Contractor shall ensure resources are being used efficiently and effective. The Contractor shall strive for continuity of services and consistency of interpreters placed in ongoing jobs whenever possible.

The Contractor shall have in place and maintain a procedure for processing local, regional, and remote interpreter requests, and shall be prepared to accept and fulfill requests starting on the effective date of the contract. This procedure shall include a mechanism for confirming assignments.

The Contractor shall provide a Lead Sign Language Interpreter that is physically located in the DOT Headquarters to serve as the point of contact between the COR, Interpreters and the Contractor. The Contractor shall be responsible for supervising the interpreters’ job performance.

7. PERSONNEL QUALIFICATIONS

7.0 SIGN LANGUAGE INTERPRETER

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. DOT consumers will also perform evaluations which will be averaged over time to determine the quality of service delivered. The Interpreters assigned to the contract shall acquire and maintain knowledge of the culture and terminology that relates to the employee’s work. A core team of 20 individuals shall be identified under this contract to provide the interpreting services to employees for Region I. A core team of individuals shall also be identified to provide the interpreting services to employees for Region II. This will allow the interpreters to become familiar with the culture, terminology, and logistics of each work site while ensuring continuity and consistency of service for the employees who receive interpreting services. Interpreters shall become familiar with information on the DOT website (www.dot.gov) and the DRC website (http://www.transportation.gov/drc).

FUNCTIONS:

The Sign Language Interpreter shall:

Interpret assignments which cover topics that contain technical and non-technical content and may involve computers, finance, science, engineering, legislative matters, human resources, civil rights, transportation, government, special events (i.e.., anthems, Patriotic songs, performance interpreting…), and other functions that are benefits of employment;

Perform both receptive and expressive interpreting (which are equally important);

Keep pace with multiple communications in conferences, meetings, seminars, training classes, etc.;

Negotiate with speakers to mediate pace of communication as necessary and appropriate;

Extrapolate, emphasize, and summarize information within context when dealing with complicated concepts, idioms, etc.;

Effectively assess the language needs of the D/HH consumer;

Apply the analytical skills necessary to determine which communication modes the

Deaf consumer is utilizing;

Prepare for each interpreting assignment including the knowledge needed to assist in setting up an environment that is conducive to meeting the communication needs of both the D/HH and Hearing consumer;

Be fluent in sign language on the entire sign language continuum to effectively facilitate communication between D/HH employees and Hearing employees;

Have comprehensive knowledge of the use of both English and American Sign Language (ASL) including the ability to read well and articulate clearly;

Have a working knowledge of and adhere to the tenets of the RID and NAD Code of Professional Conduct;

Knowledge of the diverse cultures within the DOT community to effectively work as an interpreter; and

Report to their assignments in accordance with established guidelines.

http://www.dot.gov/ http://www.transportation.gov/drc

Interpreters requiring an escort shall arrive early enough to clear security and arrive at the designated location at the appointed time. It can take 15 to 30 minutes to clear security.

QUALIFICATIONS:

Sign Language Interpreters shall be qualified to interpret within the state where services are being delivered. States have differing requirements that may include certification. The Contractor shall identify and conform to any applicable state requirements for sign language interpreters. The COR may request copies of certification documents to ensure compliance with State mandated requirements.

Sign Language Interpreters shall adhere to the RID Code of Professional Conduct and one of the following criteria:

Criteria 1, Certified Sign Language Interpreters:

Sign Language Interpreters shall hold an active national certification in sign language interpreting (e.g., RID, NAD);

Sign Language Interpreters shall have a minimum of one-year professional interpreting experience.

Criteria 2, Non-Certified Sign Language Interpreters:

Sign Language Interpreters shall have a minimum of three years of professional interpreting experience;

Passed the written test for RID/NAD certification

As of the sign language interpreter’s first day on the contract, the Interpreter shall obtain 2.0 professional studies continuing education units per year or obtain National Certification within 12 consecutive months from their first day on the contract.

7.1 LEAD SIGN LANGUAGE INTERPRETER (PROGRAM MANAGER)

The Contractor shall provide a Lead Sign Language Interpreter (Program Manager) and shall meet the following:

FUNCTIONS:

The Lead Sign Language Interpreter shall reside at the DOT HQ Building;

Perform all functions identified for Interpreter;

Be the main Point of Contact (POC) between the Government and the Contractor for all interpreting requests in Region I and Region II;

Manage the schedule, provide status updates and confirmation for all interpreter requests;

Work on-site Monday through Friday, Federal workdays, from 8 am to 5 pm (In the assigned time zone);

Reconcile and resolve any discrepancies with the DOT calendar not less than weekly;

Secure all interpreting related information and provide information to individuals only on a need to know basis as directed by the COR;

Notify the requesting POC if an escort is required;

Be responsible for escorting interpreters without a badge at the DOT HQ when requesting POC is unavailable;

Acknowledge requests as soon as possible but no later than one business day of receipt of the request;

Fulfill request making every attempt to accommodate the customer preference;

Send confirmation for request as soon as possible but no later than two business days of receipt of the request;

Report the status of late requests (requests that are made with less than five business days’ notice) as soon as possible but no later than one business day of receipt of the request;

Bring all unresolved schedule issues to the attention of government, as soon as possible;

Maintain a profile for each consumer that, at a minimum, includes each person’s communication preferences, description of workplace terminology, and contact information;

Assign the most appropriately qualified interpreters available for the assignment;

Solicit information about the specific assignment requirements, environment, and participants; and

Collect and provide preparation materials to the assigned interpreters.

7.2 LEAD SIGN LANGUAGE INTERPRETER’S QUALIFICATIONS

The Lead Sign Language Interpreter shall hold and maintain National Interpreter Certification. The Lead Sign Language Interpreter shall have a minimum of one year of experience in managing and coordinating people and scheduling resources in an environment with a high volume of consumers.

They shall have knowledge of best practices in the interpreting field and National Association for the Deaf (NAD)/Registry of Interpreters for the Deaf (RID) Code of Professional Conduct. Knowledge of computer software programs, such as Microsoft Word, Excel and Access, Microsoft Outlook or other e-mail system is strongly preferred.

The Lead Sign Language Interpreter shall have good organizational skills, attention to detail, the ability to handle multiple tasks simultaneously and experience in providing Customer interpersonal service.

The Lead Sign Language Interpreter shall receive, from the Government point of contact, all the related information needed for each request. The minimum information shall be included for each request:

Name and telephone number of individual making the request;

Name and telephone number of two on-site contact persons/ security liaisons;

Date of scheduled event;

Start and end time of scheduled event;

Type of event (meeting, training, seminar/conference, telecom, other agency event, benefit/privilege of employment);

Number and type (e.g. legal, medical, etc.…) of interpreters needed;

Location of event including street address, building name or number, and room/suite number;

Name of D/HH employee, applicant, or visitor (consumers) attending and agency receiving services (FAA, FHWA, etc..); and

Whether tactile or close vision interpreting is needed.

The Lead Sign Language Interpreter shall receive the following additional information when available:

Meeting type including number of hearing and non-hearing attendants;

Meeting/Conference agenda and schedule (scheduled breaks);

Terminology/acronyms and/or regional sign;

Whether event will be videotaped/recorded/televised or will include a non-captioned video;

Specific or special wardrobe/dress requirements;

Whether local or other travel will be required

All Contractor employees working on this contract shall be required to sign the Contractor Employee Confidentiality Agreement Form (Attachment J-1) and provide a copy to the Contracting Officer (CO) upon request.

8. DELIVERABLES

The Contractor shall prepare and provide two bi-weekly performance reports each month.

The first report shall cover a period of the 1st through the 15th and the second report shall cover a period of the 16th through the end of the month. Contractor shall email reports to the COR within five business days after the end of each period and include the following information:

Employee name;

Agency/Mode

Event Type Duration of Request

# of Interpreters

Hours of interpreters Date of service Date of request for service

Date of cancellation

Late request Late cancellation Late request cost

Late cancel cost

Each assignment should detail the name of the Deaf or Hard of Hearing employee using the service and the name of person requesting services, if different.

Contractor shall break down information by DOT administration (e.g. FAA, FTA, FHWA, etc).

The report shall reflect the contract number on the cover or first page.

A “Sample Report” is included in (Attachment J-4). The monthly report shall be sent in machine-readable electronic format to the COR within 15 business days after the end of each month.

9. HOURS OF OPERATION (DUTY LOCATION)

Contractors will report to work no earlier than 7:00 A.M. and end their workday no later than 6:00 P.M., Monday through Friday when serving the EWD at primary duty location.

Contractors are expected to be able to work a minimum of two (2) to four (4) hours each day assigned. Total daily hours are not necessarily consecutive

10. PERIOD OF PERFORMANCE

The period of performance shall not exceed 60 months inclusive of a one year base period and four one (1) year option periods. Options shall be exercised Options shall be exercised at the Government’s discretion and as authorized by FAR Subpart 17.2. Each of the four option terms will only be granted upon a favorable review of the Contractor’s performance and validation of continued need and available budget

Period Date

Base Period Date of award through To be determined

Option Period 1 To be determined

Option Period 2 To be determined

Option Period 3 To be determined

Option Period 4 To be determined

11. PLACE OF PERFORMANCE

Performance of duties will either take place in the EWD’s primary duty location or during official Government travel.

12. OBSERVANCE OF LEGAL HOLIDAYS AND EXCUSED ABSENCES

The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year’s Day January 1

Martin Luther King’s Birthday Third Monday in January

President’s Birthday Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas December 25

Inauguration Day January 20 every four years

(b) In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by President’s Proclamation

(c) It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement to compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked. This provision does not preclude reimbursement for authorized premium pay.

13. CONTRACT ADMINISTRATION

14. CONTRACTING OFFICER

The CO is the only individual who can legally commit or obligate the Government for the expenditure of public funds. Only the contracting officer has authority to: (1) increase or decrease the award amount; (2) direct or negotiate any changes; (3) modify or extend the period of performance; (4) change the schedule of completion; (5) authorize payment under this call; (6) otherwise modify any terms or conditions of this Contract.

CONTRACTING OFFICER

Robin D. Gates 202-366-1408 202-366-9848 Fax Robin.Gates@dot.gov

CONTRACT SPECIALIST

Jacqueline Howard 202-366-5149 202-366-9848 Fax Jacqueline.Howard@dot.gov

15. CONTRACTING OFFICER REPRESENTATIVE

a. The Contracting Officer shall appoint in writing, a COR. The Contractor shall be provided a copy of the appointment letter identifying the task for which the COR is responsible. The COR may not re-delegate his or her authority.

b. The COR will act as the liaison to coordinate activities between the Contractor and Contracting Officer, as required, in the performance of the work under this contract.

The COR has authority to provide technical clarification of the contract requirements, but does not have the authority to modify any contract provisions, including, without limitation, changing the scope of work, the cost/price thereof, or the performance delivery schedule(s) therefore. Technical clarification will be issued in writing within 5 (five) calendar days after verbal issuance.

c. Only the Contracting Officer has the authority to change the terms and conditions of this contract. In the event the Contractor effects changes to the contract at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without any authority and no adjustments will be made to the contract.

d. If the Contractor deems technical direction to modify or conflict with any contract provision, the Contractor shall refer the matter to the Contracting Officer immediately.

The following individual is: To be filled in upon award mailto:Jacqueline.Howard@dot.gov

16. CONTRACTOR POINT OF CONTACT

The following positions are reserved for Key Personnel:

Lead Interpreter (Program Manager) Alternate Lead Interpreter

All other sign language interpreters are considered Non-Key Personnel to this contract.

However in the event the positions are vacated, they are to be replaced by individuals with equal or better qualifications. Upon replacement, the Contractor shall notify the COR and provide proof of qualifications upon request.

To be filled in upon award

17. PAYMENT

The vendor shall be paid in accordance with FAR 52.212-4 (i).

18. SECURITY CLEARANCE

The Contractor may need to submit to a background or National Crime Information Center Check, (NCIC).

19. CONFLICT OF INTEREST

Should it be determined that a potential, perceived or real, conflict of interest exists, the contract employee that is the source of the conflict shall cease all work immediately.

20. CONFIDENTIALITY AND PRIVACY

All financial statistical, personal, technical and other data and information relating to the Disability Resource Center operation, that are designated confidential by said organization (i.e., medical, personal and other information related to requests for reasonable accommodations for individuals with disabilities and made available to the Contractor in order to carry out this contract, or that becomes available to the Contractor in carrying out this contract, shall be protected by the Contractor from unauthorized use and disclosure through the observance of the same, or more effective procedural requirements, as are applicable to operations.

The Contractor shall not be required to keep, confidential, any data or information which is or becomes publicly available, is already rightfully in the Contractor’s possession, is independently developed by the Contractor outside the scope of this Contract, or is rightfully obtained from third parties.

21. MARKING

All deliverables submitted to the U.S. Department of Transportation shall clearly indicate the Contract Number, Contractor’s name, description of items contained therein and consignee’s name and address for which the information is being submitted in accordance with the best commercial practices to meet the packing requirements of the carrier and ensure safest delivery at destination.

22. PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information including invoices, forms, reports, submitted, etc., to the Contracting Officer (CO) or the Contracting Officer’s Representative (COR) shall be paid by the Contractor.

23. INSPECTION AND ACCEPTANCE

Inspection and acceptance of the supplies and/or services to be furnished under this task order will be performed by the Contracting Officer’s Representative (COR) at the U.S.

Department of Transportation. Supplies and services under this contract shall conform to the requirements set forth in this task order.

24. INVOICE AND BILLING REQUIREMENTS

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. See attached form for printable proof that should accompany the vendor’s invoice.

Invoices shall contain the information required by FAR 52-232-25, Prompt Payment including the contract number and applicable line item numbers. It is the Federal Government’s policy to pay contractor invoices via Electronic Funds Transfer (EFT).

The Contractor shall provide invoicing in the following manner.

a. The Contractor shall invoice within 30 (thirty) working days of the end of each month. The Contractor must bill regardless of receipt of invoices from their own subcontractors. The Contractor shall be paid for the actual number of hours worked.

b. The Contractor must bill regardless of receipt of invoices from their own subcontractors.

c. Invoices shall be sent to:

FAA/OST/WCF

WCF Account c/o AMZ-160 P.O. Box 25730 Oklahoma, City, OK 73125

The email address is 9-AMC-AMZ-OST@faa.gov

25. FAR 52.212-5 Contract Terms and Conditions required to implement Statutes or

Executive Orders – Commercial Items (March 2016)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

52.209-10 Prohibition on Contracting with Inverted Domestic Corp Nov 2015

52.233-3 Protest After Award Aug 1996

52.233-4 Applicable Law for Breach of Contract Claim Oct 2004

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the

Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

52.203-6 Restrictions on Subcontractor Sales to the Government Sept 2006

Alternate I Oct 1995

52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards Oct 2015

52.204-14 Service Contract Reporting Requirements Jan 2014

52.209-6 Protecting the Government’s Interest When

Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment Oct 2015

52.209-9 Updates of Publicly Available Information Regarding Matters Jul 2013

52.219-8 Utilization of Small Business concerns Oct 2014

52.222-3 Convict Labor Jun 2003

52.222-21 Prohibition of Segregated Facilities Apr 2015

52.222-26 Equal Opportunity Apr 2015

52.222-35 Equal Opportunity for Veterans Oct 2015

52.222-36 Equal Opportunity for Workers with Disabilities Jul 2014

52.222-37 Employment Reports on Veterans Feb 2016 mailto:9-AMC-AMZ-OST@faa.gov

52.222-40 Notification of Employee Rights Under the National Labor Relations Act

Dec 2010

52.223-18 Encouraging Contractor Policies to Ban Text

Messaging While Driving Aug 2011

52.223-6 Drug-Free Workplace May 2001

52.224-1 Privacy Act Notification Apr 1984

52.224-2 Privacy Act Apr 1984

52.225-1 Buy American Act-Supplies May 2014

52.225-13 Restrictions on Certain Foreign Purchases Jun 2008

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

52.222-55 Minimum Wages under Executive Order 13658 Dec 2015

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records—Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e) (1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause—

52.203-13 Contractor Code of Business Ethics and Conduct Oct 2015

52.219-8, Utilization of Small Business Concerns (Oct 2014) (15 U.S.C. 637(d) (2) and (3)), in all subcontracts that offer further subcontracting opportunities.

If the subcontract (except subcontracts to small business concerns) exceeds $700,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

52.222-26 Equal Opportunity Apr 2015

52.222-35 Equal Opportunity for Veterans Oct 2015

52.222-36 Equal Opportunity for Workers with Disabilities Jul 2014

52.222-37 Employment Reports on Veterans Feb 2016

52.222-40 Notification of Employee Rights under the National Labor Relations Act (Dec 2010) Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

52.222-50 Combating Trafficking in Persons Mar 2015

52.222-54 Employment Eligibility Verification Oct 2015

(2) While not required, the Contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations.

(End of clause)

26. FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer at the address below:

U.S. Department of Transportation/OST Office of Senior Procurement Executive Attn: Robin Gates, Contracting Officer 1200 New Jersey Avenue W83-482, Southeast Washington, DC 20590

52.202-1 Definitions Nov 2013

52.203-5 Covenant Against Contingent Fees May 2014

52.203-7 Anti-Kickback Procedures May 2014

Acknowledgement of receipt is confirmed by obtaining a written and dated document from Robin Gates, Contracting Officer.

27. FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/far/.

52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower

Apr 2014

52.204-4 Printed or Copied double-sided on Postconsumer

Fiber Content Paper May 2011

52.212-3 Offeror Representations and Certifications –

Commercial Items * see Note

Apr 2016

52.212-4 Contract Terms and Conditions –Commercial Items May 2015

52.216-24 Limitation of Government Liability Apr 1984

52.216-25 Contract Definitization Oct 2010

52.222-41 Service Contract Act Labor Standards May 2014

52.225-25 Prohibition on Contracting with Entities Engaging https://www.acquisition.gov/far/ in Sanctioned Activities Relating to Iran—

Representation and Certification Oct 2015

52.232-1 Payments Apr 1984

52.232-18 Availability of Funds Apr 1984

52.232-33 Payment by Electronic Funds Transfer—

System for Award Management Jul 2013

52.232-39 Unenforceability of Unauthorized Obligations Jun 2013

52.232-40 Providing Accelerated Payments to Small Business Dec 2013

52.233-1 Disputes May 2014

52.243-1 Changes- Fixed Price Aug 1987

52.244-6 Subcontracts for Commercial Items Feb 2016

Please note:

*All Offerors and prospective contractors must be registered in the System for Award Management (SAM) with their Online Representations and Certifications Applications (ORCA) at https://www.sam.gov/portal/public/SAM/or must provide a completed copy of 52.212-3 with their quotation.

28. FAR CLAUSES IN FULL TEXT

39. FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor prior to the expiration of the current performance period.

(End of Clause) https://www.sam.gov/portal/public/SAM/

30. FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor prior to the expiration of the current performance period; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, but excluding the exercise of any option under the clause 52.217-8, Option to Extend Services, which is incorporated into this contract in full text, shall not exceed 5 years.

(End of clause)

31. DEPARTMENT OF TRANSPORTATION ACQUISITION REGULATIONS (48

CHAPTER 12) CLAUSES

TAR 1252.223-73 SEAT BELT USE POLICIES AND PROGRAMS (APR 2005

32. INTRUCTIONS TO OFFERORS

32.1 QUOTATION PREPARATION INSTRUCTIONS

One file shall contain the technical proposal; the other file(s) shall contain the business proposal. Each file shall be complete in itself in order that evaluation of one file may be accomplished independently of, and concurrently with, evaluation of the others.

Electronic copies shall be formatted using Microsoft Office or a PDF file.

The font (typewritten or printed letters) shall be 12 point Times New Roman (with the exception of the pre-printed product literature). Each page shall have adequate margins on each side (at least one inch) of the page. Header/footer information (which does not include any information to be evaluated) may be included in the 1” margin space.

33. SUBMISSION OF PROPOSALS

Offerors shall submit their proposal in the subjects to the following identification. Failure to furnish a complete proposal at the time of proposal submission may result in the proposal not being accepted by the Government for evaluation and being eliminated from consideration and award.

The Offeror shall provide 1 (one) electronic copy of each proposal.

The Technical and Cost Proposal shall be separate and complete. The Technical Approach, Personnel/Staffing, Past Performance and Management Approach.

These portions of the proposal shall not include any information concerning cost/prices (i.e., fees, unit prices, individual salary information, material cost, burden rates, profit amounts or total cost/price).

These instructions establish the acceptable minimum requirements for the format and content of proposals. Offerors shall direct all communications to the attention of the Contract Specialist with a courtesy copy to the Contracting Officer cited on the face page of the solicitation. Communications should not occur with other DOT personnel.

Your quotation shall be submitted by June 24, 2016 to Jacqueline Howard at the following e-mail address: Jacqueline.howard@dot.gov with a courtesy Copy to Robin.Gates@dot.gov.

Please reference “Proposal RFP DTOS5916R00005” in the subject line.

34. QUOTING THE CONTACTOR’S PREPARATION COSTS

This RFQ does not commit the Government to pay any cost for the preparation and submission of a quotation in response to this RFQ.

35. EVALUATION CRITERIA

35.1 ORDER OF IMPORTANCE

Non-price factors are more important than the price factor.

All non –price factors are of equal importance.

DOT will evaluate proposals based upon the following non-price evaluation factors:

Factor 1: Technical Approach

Factor 2: Personnel/Staffing Factor 3: Past Performance Factor 4: Management Approach

35.2 BASIS FOR AWARD

Award will be made on a competitive best value basis, using “trade- off” among cost/price and non-cost/ price factors. The Government may elect to award to other than the lowest priced Offeror, or other than the Offeror with the highest rated non-cost/price proposal. In either case, a trade-off will be conducted. The Government reserves the right of flexibility in conducting the evaluation as necessary to assure an award with the contractor providing the best value to the Government.

35.3 NON-COST/PRICE EVALUATION CRITERIA

Factor 1: Technical Approach - Offeror will be evaluated on interpreter service involving unusual or unique problems demanding creative approach and solutions. Offerors will be evaluated on problem solving alternative approaches and recommended solutions.

Offeror should address the following topics relative to your overall approach:

Demonstrate the company’s knowledge of current trends in the Deaf Community and interpreting profession;

Demonstrate the ability to provide services in all location within five business days of award of the contract;

Demonstrate your scheduling process to meet the scope of this contract;

Demonstrate the ability to provide the community building activities and trainings;

Demonstrate bills are current, complete, timely and accurate.

Factor 2: Personnel (Staffing) - Offerors academic, technical, and professional qualifications of interpreting staff are the most important aspects of personnel. Offeror must demonstrate the ability to obtain sufficient subject matter experts with recognized industry expertise to understand the technical factors. The Offeror shall present resumes, limited to two (2) pages each, representing the qualifications and certifications of the interpreters who will be assigned to this contract to provide core services. Resumes for Key Personnel and Non-Key Personnel shall address the following topics relative to the Contractors overall approach:

Demonstrate the ability to provide interpreters with various interpreting styles as indicated in the RFP

Demonstrate your staffing to meet criteria 1 of this contract.

Demonstrate your staffing to meet criteria 2 of this contract.

Factor 3: Past Performance - Each Offeror will be evaluated on its knowledge and experience along with its capability and capacity to effectively deliver high quality and timely service and solutions. Each Offeror will submit at least 3 companies and/or government agencies with which they have conducted a significant amount of business within the last 3 years.

Factor 4: Management Approach - Each Offeror will be evaluated on how well its overall program management approach, including its management plan, quality of service, cost control, timeliness of performance, business relations, personnel management, and subcontractor utilization, will meet or exceed the requirements of the Solicitation. The Offeror should consider addressing the following topics as applicable to their overall approach:

Demonstrate the ability to manage the size and scope of all the requirements set forth in the RFP;

Demonstrate the ability to manage the complexities of the required functions, including ability to fulfill late requests;

Demonstrate the ability to provide efficient utilization of staff, balancing the flexibility of core on-call resources and the costs of per-request resources;

Demonstrate your staffing approach for Region I

Demonstrate your staffing approach for Region II

35.4 COST/PRICE

Offerors should fill in the chart in Section 1 of this document. However, they should also provide a narrative (in excel or word) explaining the process for developing the loaded rate.

The Price will be evaluated based upon the pricing information provided. The level of effort, which includes all labor categories are based on reasonable assumptions. The evaluation of each price proposal will include accuracy, completeness, and reasonableness.

36. FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

FAR 52.204-7 System for Award Management Jul 2013

FAR 52.217-5 Evaluation of Options Jul 1990

37. ADDITIONAL…