Q_and_A_for_16-R-0007_Medical_Translation_No._2.pdf

Q and A for FA5209-16-R-0007, Medical Translation and Escort Services No. 2

Part I.

1. Q: Please confirm that this opportunity it open to large businesses.

A: It is open to large businesses.

2. Q: Please confirm who is currently supporting this work for the 374th Medical Group. Is the current vendor Japanese or US Company?

A: The current contractor is Entourage, an American vendor.

3. Ref: Section L. 4.

Q: Would the Government confirm that only electronic copies of the proposal must be submitted?

A: Electronic copies are acceptable and preferable.

4. Ref: Section L & M

Q: Would the Government consider including a technical proposal volume for evaluation?

Evaluating only price and past performance places all bidders who are not the current incumbent at a competitive disadvantage when being evaluated under LTO source selection.

A: No. Evaluation criteria are price and past performance. Offerors can submit their commercial past performance, which is recent and relevant.

5. Ref: PWS 1.5.2.1.1

Q: Would the Government clarify where the on-site manager will be based? Will they have office space on Yokota Air Base?

A: Yes. An appropriate office will be provided within the 374th Medical Group Hospital

Building.

6. Ref: PWS 11.6.2

Q: Would the Government clarify if there are any Interagency Language Roundtable (ILR) score requirements for English and Japanese?

A: Proficiency will be no less than 4+ in all aspects of the ILR.

7. Ref: PWS

Q: Would the Government clarify how many full time and how many part time contractor personnel are currently supporting this requirement?

A: Cannot answer. Those are the contractor’s discretion.

8. Ref: PWS

Q: Would the Government clarify how much time contractor personnel spend conducting

Translation activities and how much time contractor personnel spend conducting interpretation activities?

A: Patient case load-dependent.

9. Ref: PWS

Q: In the case that long-term care is required and a translator must be committed to one case for an extended period of time, how does the Government anticipate allowing for additional contractor personnel to be on-boarded to support the requirement, considering CLINs are FFP?

A: The government will make a request should additional contractor personnel is required. Payment will be in accordance with CLIN structure.

10. Q: Would the Government allow for some translation activities to take place remotely or do all translations have to happen on location?

A: Translations will be performed at the Hospital.

11. Ref: PWS

Q: Would the Government confirm the type of documents which will be translated? Are they handwritten, Scanned, or electronic documents? If they are electronic, please confirm file type

(PDF, Word, etc.).

A: Scanned documents

12. Ref: PWS 1.5.2.1

Q: Would the Government confirm that on-site management is only required during Core Hour

Services? Is someone expected to man this office 24/7?

A: Yes. However, POC to receive "on call (emergency transfer)" is 24 hours, 7 days a week. The POC can be off base.

13. Ref: CLIN x003 & PWS 1.5.2.2.3.5

Q: Would the Government confirm if CLIN X003 is FFP or cost reimbursable?

A: Cost reimbursable (See Amendment 0001)

Part II.

1. P3, Sec 1, Paragraph 1.4: ...” contractor shall respond to the COR’s/FRED’s request to provide services during base closures due to inclement weather, but not limited to when only mission essential personnel are required to report to base.” In the event of severe inclement weather, when travel is not possible, despite request from COR/FRED who makes the determination if the contractor must put our staff in harm’s way.

A: Final determination will be made by the COR.

2. P4, Section 1, Paragraph 1.5.1: Item “iv” is missing. Is this a typo or is there another qualification of which we need to be aware?

A: It is a typo.

3. P4, Section 1, Paragraph 1.5.1, Item V: Please define Physical Security Procedures

A: Physical security procedures mean physically securing medical records/information via in a locked drawer. Physical security procedure training will be provided by the government.

4. P4, Section 1, Paragraph 1.5.1, Item VI: Please define Demonstrate Knowledge

A: The contractor must be able to exhibit or present proof of knowledge

5. P5, Section 1, Paragraph 1.5.2.1. 2.5: What does “assist” mean? Will the contractor be responsible for identifying and contacting the host nation medical provider or will the medical team identify the hospital and the contractor coordinate? Please define further.

A: Paragraph 1.5.2.1.2.5 explicitly states that the contractor will assist with identifying a host nation facility with the capability to care and accept….

6. P5, Section 1, Paragraph 1.5.2.1.2.7: Does the government provide tracking software or will the contractor be required to purchase or build a tracking system?

A: Paragraph 1.5.2.1.2.7 does not indicate a tracking software or application.

7. P6, Section 1, Paragraph 1.5.2.2.2.3: Does not provide time for translation. RFP pg.3, item 0002 states, Services for Other Than Core Hours. It includes escorts & transfers and the other translation services required in accordance with the attached PWS.” PWS pg.7, 1.5.2.3

“REPORTS” item iv, covers aforementioned translations. “Reports and documents generated appointment, referred by the 374 MDG at host nation facilities shall be translated and submitted the 374th Medical Staff and the COR within 3 duty days. Translation requests received after

1200L will be processed the following duty day.” Based on this information, please clarify if the aforementioned translation should be included in this section.

A: Translation is included in each CLIN (CLIN x001 and CLIN x002)

8. P6, Section 1, Paragraph 1.5.2.2.3.2: Please define “multiple” to this end, is there a finite

“no less than” number the government has in mind? Historical data provided does not enough information or consistent data for a contractor to make a determination to facilitate multipole

A: Multiple means more than 1 with no finite number.

Below is the historical data being requested for the multiple transfers occurring simultaneously:

January 8th, 2016 1st Transfer)6:00-13:30 2nd Transfer)11:30-16:00

September 29th, 2015 1st Transfer) 17:00-21:00 2nd Transfer)3:00-9:00

August 10th, 2015 1st Transfer) 10:00-19:00 2nd Transfer)16:30-21:00

July 14th, 2015 1st Transfer)21:00-0:00 2nd Transfer)14:40-20:00

June 14th, 2015 1st Transfer) 4:00-11:00 2nd Transfer) 20:30-4:00

9. P6, Section 1, Paragraph 1.5.2.2.3.3: Under what CLIN should federal standards for usage of the contractor’s agent’s POV for the purpose of executing the contact? Furthermore, is there any historical data on how often a translator/interpreter has had to use their POV; to include mileage? To this end, there seems to be no way for the contractor to account for the cost associated with this paragraph. Where can the contractor account for the cost associated with this paragraph?

A: All transportation will be provided by the Contractor under this contract besides the case fallen in CLIN x003. The translator who accompanied to an emergency transfer is expected to come back by contractor’s expense.

10. P7, Section 1, Paragraph 1.5.2.2.3.5: As mentioned in question 9; would the government consider changing this to a travel CLIN not to exceed a specific amount of money; in order to cover usage of POVs, day-time public transportation and mid-night transportation in the execution of the contract?

A: No.

11. P7, Section 1, Paragraph 1.5.2.3: Based on the historical data provided, it suggests that there are times of extreme volumes of documents needing to be tracked, translated and disseminated. To this end, what is the procedure in the event that certain batched of documents are too large to complete in the allotted times mentioned here in the PWS?

A: There are no cases like “certain batched of documents are too large to complete in the allotted times mentioned here”. You just put more manpower to complete them.

12. P8, Section 1, Paragraph 1.6.2.4: With the request of experience and qualified individuals, is a fairly mid-range TOEIC of 740 sufficient to manage this type of translation at the volumes shown in the historical data or would a higher TOEIC in the 800 range be more suitable?

A: This is the bottom line.

13. P8, Section 1, Paragraph 1.6.2.4 & 1.6.2.5: Will the government accept DLI (Defense

Language Institute) certifications in lieu of a TOEIC or JLPT N1?

A: No.

Part III.

1. Can a contractor submit more than one bid for this opportunity?

A: Yes.

2. Will the government provide a HIPAA compliant office space with enough workstations to complete multiple; up to 3 translations and transfer reports at a time?

A: Refer to No. 5. We cannot guarantee the width of the office.

3. Is there an incumbent contractor currently performing the same or similar work? If so, is there a contract number available?

A: Yes. The current contract is FA5209-16-P-0017.

Part IV.

1. How do you estimate transportation cost?

A: Transportation costs besides the one fallen in CLIN x003 should be included in either

CLIN x001 or CLIN x002.

2. How do you accomplish the contact with the patient 48 prior to the escort?

A: By calling the patient via phone.

3. Is it required for the Contractor to contact to the local medical facilities before escort or transfer? If so how?

A: FOR EMERGENCY TRANSFERS, it is REQUIRED for the contractor to contact medical facilities to determine which medical facility would accept the patient.