Ansewes to Questions.pdf

page section paragraph Question Answer

3 1 1.1.3 Is it required for the contractor to be a US based company?

No

6 Appendix1 1 Can the contractor work on only selected documents?

Yes

7 Deliveries or Performanc e

2 Will the documents be given all in one instance or several instances from June 2020 to May 2025?

The documents will not be given to the contractor all in one instance. The document materials will be prioritized at times and selected documents would be given to the contractor in order.

3 PWS

2.0 table

Request approximate weekly page count word count, and if possible a representative sample page of the records to be translated.

Word counts for each document materials vary and the weekly requirement also varies depends on the translation medium and set due dates. We have many variety of document materials to be translated.

Good general example of the materials are instruction manuals of equipment (i.e. generators, pumps or lab equipment), Users Manuals, and/or, Industrial standards like ASTM, safety/environmental and other training materials.

3 solicitati on

Unit type is listed as "job."

Request if this is an hourly rate, page rate, word rate or what other unit "job" refers to.

Based on the local market research, the translation jobs were estimated as word rate

4 General section

3.3.2 In what document format are

the original files to be translated in? (PDF or Word)?

We will send the original pdf document to the contractor and upon a request by the contractor, we or contractor convert the document into Word format.

The illustration or photos will be inserted as JPG or other document type.

4 General section

3.3.2 Will the translated Japanese

documents need to be layoutted as the original English documents?

Yes, It is preferred to be laid out as the original English documents

8. OFFER

DUE DATE

GENERAL

INFORMA

TION

REGARDIN

G

SUBMISSI

ON OF

QUOTATI

ON

5/1/2020, 10:00 AM Non-US or Responses must be received NLT: 28 Apr 2020, 1000 JST (quote dead line) 1000 JST (quote dead line)

Offer due date will be

5/1/2020, 10:00 AM (JST)

23 Specific instructio ns

3 Will our SAM registered downloadable FARS & DFARS report be the accurate document to submit for Reps & Certs requirements?

Correct; please ensure that all representations and certifications in SAM are current and accurate prior to submission.

3 1.1.3 5 Can we only provide final electronic copies via email or shall we also deliver hard (printed) copies to DLA Energy Okinawa, Japan?

Electronic copies via email is the most preferred method of delivery.

It is not necessary to provide hard copies as long as we receive the electronic copies.

23 Specific Instructio ns

4 Shall we submit the license of all the translators who are going to take part in the project?

It is preferable to see the certification but will follow 18 CONS policy.

1 1 1 Is this RFQ new or is there an incumbent vendor currently holding this contract? Will this be a single or multi-award vendor?

This RFQ is new and there is no incumbent vendor who is currently holding the contract. It will be multi-award vendors.

4 3.3 3.3.1 Beside Word and Adobe, are there any other supported files your organization works in? If PDF is supported, can the files be sent in Word and converted into PDF? This is to prevent losing the layout if converting from PDF to Word.

The most of the documents are in pdf format and a few in Word documents. We currently don't have any documents in other formats but it is possible to have one in the future. We will send the original document (PDF or Word) to the contractor and upon a request by the contractor, we or contractor convert the document into preferred format.

5 3.4 3.6 Is there a need to provide proof of certification from the translators?

It is preferable to see the certification but we will follow 18 CONS policy.

4 3 3.1.1 How much desktop publishing is expected/typical for deliverables? e.g. can vendors assume there will be limited non-text formatting, manipulating of images/labeling diagrams etc. or is a high amount expected?

The lay out of the translated content should be same or close as the original material as much as possible.

High amount of desktop publishing to make adjustment, editing, inserting graphics, labels and or pages is expected.

4 3 3.3.1 For .pdfs to be translated, are these documents typically scanned copies/images saved as.pdfs or document-based (such as those created from a MS Word document)?

The most of the pdf documents are converted from other document based software.

1.1 1.1.1 With regard to the linguists used on the project: do you require US citizenships, or any particular security clearance?

U.S. Citizenship is not required. The documents are for public use and therefore do not require clearance.

6 Apeendix table Is the list of material complete?

Or is it merely a sample of the kind of work that will be requested over the course of the contract?

The provided list of material is not a complete list. It is a sample of the kind of work that are expected to be translated over the course of the contract.

6 appendix table Do you have any example files that you can share with us, for pricing and resourcing purposes?

We have many variety of document materials to be translated.

Good general example of the materials are instruction manuals of equipment (i.e. generators, pumps or lab equipment), Users Manuals, and/or, Industrial standards like ASTM, safety/environmental and other training materials.

3 solicitati on

Supplier cost

The Solicitation Form mentions Attachment 1: Price List. Can you forward a copy as this was not part of the the documents received.

The attachment has been incorporated.

23 Specific instructio n

1 The solicitation states that the submitted files should not be larger than 3 MB in size. Is this for individual files? Or collectively for all files included in the quote?

Collectively for all files included in the quote

23 Specific instructio n

2 Apart from FAR 52.212-3, what other provisions and clauses does the quoter need to fill in and submit? Will the CO provide full text for the contractor to fill in?

Please review the solicitation in its entirety. Instructions for fill-in information are given on an as-required basis per clause.

23 Specific instructio n

2 We have an active registration on SAM. Do we still need to submit pages from other provisions that require a quoter fill in?

The solicitation says this is not required if registered in ORCA.

But, ORCA is integrated with

SAM.

Please submit your representations from SAM via the fill-in information.

The solicitation is meant to be a standalone document.

SAM is the main concern concerning government contractor registration.

If additional clarification is needed, it will be sought following award.

23 Specific instructio n

2 Will it suffice to have the FAR & DFARS report attached additionally to the quote?

Please complete the fill-in information in the solicitation. This is a standalone document and should be limited to the required information.

3 Supplies or services

1 The solicitation states in Page 28 that award will be based on the cost per word. What is the estimated number of words that the unit "Job" stands for in Item 001? Does ' unit price' here reflect the price per word, or does it mean the estimate of the entire job (for estimated word counts of Appendix 1 on the PWS)? What does ' Amount ' reflect?

Based on the local market research, the translation jobs were estimated as word rate.

3 1 1.1.1.1 Would you accept other proof of translator proficiency besides TOEIC or STEP...for example, ATA (American Translator Association) Certification, University Degree in translation, Proz certification, certifcation from the Defense Language Institute, etc. Another option is to have translators provide sample translations, which we are happy to do.

Yes we do accept other certification.

3 1 1.1.3 The Contractor shall work at their own office, and provide with final

Electronic copies via email is the most preferred method of delivery.

It is not necessary to provide hard electronic copies via e-mail or saved on CD/DVD and at least one (1) or two (2) hard (printed) copies to DLA Energy Okinawa.

Can you please clarify this? Must the contractor provide electronic versions AND hard copies? What do you mean, "1 or 2 copies"? Which is it?

Would they need to be color copies? This could be up to 400 pages or more, which will incur printing prices and shipping prices.

Could the contract simply provide print ready PDFs?

copies as long as we receive the electronic copies.

What is the current per word rate that your current vendor charging for English into Japanese translations?

There is not a current contract in place. Interpretation of legal documents is typically handled by an in-house interpreter at the Wing Staff Agency (WSA)

How will our proposal be stored and who will have access to the proprietary information contained therein?

Responses to the solicitation will be stored on a government server. Only members of the 18th Contracting Squadron will have access to the files or parties with a “need to know” status (including, but not limited to:

Air Force Office of Special Investigation, Inspector General Parties, Staff Judge Advocate, etc.)

In case the proposal become publicly available, could we mark certain portions of our proposal confidential to avoid such disclosure?

Please mark the proposal as you see fit. Please note that, once awarded, the contract will be made public information and pricing will need to be disclosed.

Under the FOIA, is there an incumbent currently providing these services? If yes, please identify them and how long you have been working with them?

This RFQ is brand new and there is no incumbent vendor who is currently holding the contract.

Why are you considering changing vendors?

This contract fulfills a new government requirement.

Are there any glossaries, reference files, or translation memories that may be leveraged for cost savings?

No. Translation Memories are not available.

PRICE

LIST

Would it be acceptable to include a project minimum charge for smaller documents on our price list?

Please include this as an additional line item. This will affect the total evaluated price of your offer.

PRICE

LIST

Do you anticipate that the documents to be translated will contain graphics, figures, drawings, or other design elements that are not editable in Word, thereby creating a need for desktop publishing? If yes, can we include our rate for this in the Price List?

We anticipate that some documents contain graphics, figures, drawings, etc. The lay out of the translated content should be same or close as the original material as much as possible. High amount of desktop publishing to make adjustment, editing, inserting graphics, labels and or pages is expected. It is up to the vendor to include the rate in to their price list.

SOLICITA

TION

4 Would you accept all language proficiency tests that are similar to STEP or TOEIC?

Yes we do accept other certification.

3 1.1 1.1.1.1 All ULG’s translators are professional linguists who are proficient in both Japanese and English. Can you please confirm that ULG’s ISO 17100:2015 Certification will be an acceptable form of certification assuring highest level of quality?

Yes. ISO 17100:2015 Certification is acceptable.

3 2.0 2.0 Can you confirm that the initial project is translation of documents is from Japanese into English and that the per word pricing that is needed is for a 60-day turnaround and a 15-day turnaround time?

As for now, the initial project should be translation of documents from English to Japanese and most likely 60 day turnaround. It is subject to change depends on the priorities and urgency at the time of the initial job order.

3 2.0 2.0 Can you clarify what it the total duration of this contract and what is the estimated annual value of this contract aside from the initial translation of ~118,000 words?

It is multiple year contract. The annual value of the contract will be determined based on the priority and urgency at the time of order.

The provided number 118,000+ is just an approximate word counts of a typical document to be translated.

Can you please confirm that ULG is allowed to utilize our translators that are employed by our company as subcontractors/independent contractors?

It is up to the primary contractor to utilize their own employees or subcontractors.

Can you confirm that you would like for [redacted] to provide pricing for 60-day turnaround time and an urgent processing of 15-day turnaround time?

Correct. Due to the time sensitive information, expedited service may be required. Please note that the government appreciates your most advantageous pricing.

4 3 3.3.1 Will documents contain uneditable graphics or pictures that require translation and formatting?

Yes. Some of the documents contain graphics or pictures. Translation is required if the information on the graphics are important.

4 2 2.1 How many pages are required to be delivered in the 60 (regular) or 15 (rush) day timeframe?

The pages of each document varies.

We will try to provide reasonable amount of time for both regular and rush order.

4 2 2.1 Are these requirements "working" days or "calendar" days?

It should be working days

4 3 3.1 Should the linguist who conducts the review be different from the linguist who does the translation?

It does not have to be a same linguist.

4 3 3.3.1 Will all files be provided in an editable format?

The most of the documents are in pdf format and a few in Word documents. We will send the original document (PDF or Word) to the contractor and upon a request by the contractor, we or contractor convert the document into preferred format.

3 1 1.0 Is the use of Machine Translation authorized for this program?

It is authorized but the translation must be accurate.

3 1 1.0 Is Translation Memeory currently being used? If so, can it be shared with the chosen provider?

No. There is no Translation Memory available.

6 APPENDI

X1

How many "books" are expected to require translation in the first year of this BPA?

The first year will be FY 20 (current year) year. Depending up on the contract starting date but we estimate to order maximum of 6-7 books.

6 APPENDI

X1

Do the "appx. word count per book" numbers (118,859) reflect the total expected translation requirment under this contract?

No. The provided numbers are approximate word and page count of the typical documents to be translated.

6 APPENDI

X1

Can the Government provide examples of these materials?

Yes.

3 1.1.3 Can required hard(printed)copies be delivered to DLA Energy Okinawa by mail(e.g.,FedEx)?

Electronic copies via email is the most preferred method of delivery.

It is not necessary to provide hard copies as long as we receive the electronic copies.

6 1.1.5 Can offerors use subcontracted linguists who meet the required qualifications?

Correct; prime contractors may choose to hire subcontractors.

Please ensure that by doing so you are not in violation of the terms and conditions of the contract and statutes.

6 1.1.5 Are any of the documents to be translated subject to export control restrictions?

No.

3 1.1.1 Do the documents to be translated include any graphics with uneditable text? If so, is translation of those elements required?

Yes. Some of the documents contain graphics or pictures. Translation is required if the information on the graphics are important.

11 solicitati on

FAR

clauses incorpor ated by referenc e

Please confirm that DBA insurance is required given that the work will not be performed at a government facility. If so,will the cost be billable under a separate CLIN?

Performance for this contract will not take place on a government installation. Therefore, the clause referencing the Defense Base Act will be removed.