Questions_and_Answers_-_HSCEMD-17-R-00004-_1-20-17.pdf

Department of Homeland Security, (DHS), U.S. Immigration and Customs Enforcement (ICE), Homeland Security Investigation (HSI), Title III and General Translation, Transcription, and Interpretation Services

REQUEST FOR INFORMATION (RFI) ONLY

HSCEMD-17-R-00004

Question & Answers

NO. QUESTION RESPONSE UPDATED

DOCUMENT

Page 4, Paragraph b, Interpretation - Can you give us a breakdown of the different types of interpretation the same as you did for languages?

Attachment A, ICE required languages is required for all services described in 3.0 Description of Services.

Where are the OCONUS locations and will they be for onsite interpreting possibly? Must all linguists be US citizens /Permanent Residents? We understand that some may require security clearances, etc. All of this is a bit unclear and we would like more specific information, i.e. if we are going to have to provide and Arabic interpreter in Mexico for example. It might not be relevant at this time.

We are able to provide most interpreters and translators anywhere in the world, as we do for defense companies at this time.

OCONUS office locations may be in any country overseas. Yes, all linguists must be US citizens. As stated, in the draft PWS.

Page 5, Paragraph D Sign Language, Please clarify section D. Typesetting is almost non-existent. Do you mean formatting and/or DTP? Elsewhere you reference formatting in MSWord and same for deliverable (or PDF).

Formatting in MSWord and PDF is the final product that will be given to the government from the contractor.

Page 8, Section 4.6 - please clarify paragraphs a and b.

We do not fully understand them. Para b ends mid-sentence.

Draft PWS 4.6 para A and B Minimization, page 8 has been revised.

Revised Draft PWS dated 1/20/17

If the best suited linguist for a case is not familiar with JSI Voice Over Box nor Pen Link, is it possible to provide training for the linguist?

The contractor will be responsible for all training required to ensure linguists are familiar with systems.

Page 11- Unable to access link provided at the top of the page. Is there another link that we can access? In paragraph 2, there is a period after the word the. Can you please complete the sentence in order to understand the requirement?

Draft PWS.8.0, page 8 has been revised to incorporate the change.

Revised Draft PWS dated 1/20/17

Page 14, Paragraph 3 states that use of non US citizens are not permitted. Isn't that true that every assignment/case falls into this category?

Yes, all linguists must be US Citizens to perform on this contract.

What is the name of the incumbent/s that are performing under the present contract?

The incumbents were awarded from GSA Schedules. See BPA contract# and company names:

HSCEMD-12-A-00001 -

Conduit Language Specialists, Inc.;

HSCEMD-12-A-00002

Legal Interpreting Services, Inc.;

HSCEMD-12-A-00003

Metropolitan Interpreters Translators, Inc.;

HSCEMD-12-A-00004

MVM Inc.;

HSCEMD-12-A-00005;HSCEMD-16-A-

00006 Leidos, Inc.;

HSCEMD-12-A-00006

SOS International, Ltd.;

HSCEMD-12-A-00007

Allworld Language Consultants, Inc.

In 2012, the DoL issued a new Wage Rate Determination (WRD) specifically for Title III activities. This WRD (#2012-0012) for "Analytic Language Services" requires a base rate that is substantially higher than the traditional WRD (1987-0989, "Foreign Language Translator") that was used for the prior BPAs. Even though these BPAs will be orders against our GSA schedule, we need to determine which GSA labor category to apply for the Title III activities. To avoid confusion, it would help to have the Government make the determination which Wage Rate Determination applies for the Title III efforts to insure that all subsequent bids are comparable.

This is Request For Information (RFI) to complete market research, the labor categories have not been determined at this time.

On the List of Languages (Attachment A), there are some languages that have many common dialects. For example, Arabic has numerous dialects (e.g., Chaldean, Levantine, Palestine, Egyptian, Gulf State, et.al.). In some cases (like Arabic), no dialects are listed on Attachment A. In other cases (like Chinese) only a couple of the major mainland dialects are listed. Should we assume that dialect specific linguists are required only for those where such dialects are specified in Attachment A, and for other multi-dialect languages that do not specify a dialect in Attachment A that any linguist for that language would be acceptable?

No, Attachment A, ICE required languages are the minimum required languages.

Throughout the life of the contract, ICE may require linguist fluent in other languages and dialects.

Note: See Attachment A-ICE required languages, in red, List is not all inclusive, ICE may require additional languages that are not listed.

For the English language requirement, will this also include a requirement to support Ebonics?

No, English and Ebonics area considered separate languages.

Will ICE recognize existing linguist clearances from sister law enforcement agencies (e.g., ATF, DEA,, etc.) or from the DoD?

Prospective Contractor employees who currently have an adequate current investigation and security clearance issued by the Defense Industrial Security Clearance Office (DISCO) or by another Federal Agency(within 5 years with no break in service of more than 2 years) may not be required to submit complete security packages, and the investigation shall be accepted for adjudication under reciprocity.

Reference: 3.0 Description of Services Required, Question: In attachment A (ICE Required Languages), the government provides a three tier language structure (i.e.

Tier-I, Tier-II, and Tier-III), under each tier corresponding languages are specified. Understanding the services required by the government as listed, will the pricing reflect not only the three tier language structure, but the service type required as well?

Sample: The pricing for an “interpreter” or sign language requirement may be much higher than those of a translator, transcriber, and monitor.

This is an RFI to complete market research and has not been determined.

Reference: 12.0 Security Requirements (General) Subsection A. Preliminary Determination Question: Can the government provide the current timeline for a candidate to be granted a favorable pre-employment determination from the time of submittal?

Yes, depending on the individual, their background, it may vary; the estimated time for favorable pre-employment determination can be one (1) month to two (2) months.

Subsection B. Background Investigations, Question: Can the government provide the current timeline for a candidate to be granted a fully adjudicated security clearance?

Yes, depending on the individual, their background, and clearance level, it may vary; the estimated time for fully adjudicated security clearance can be five

(5) months to six (6) months.

Subsection B. Background Investigations, Question: As part of it security requirement the government requests two FD Form 258, “Fingerprint Cards”, will the government be providing the contractor the fingerprint cards? It’s time prohibitive and restrictive for the contractor to have its candidates depend on “police departments and sheriff offices” for fingerprinting since they are not required by law to do so and there’s often a cost associated with this procedure. Does the government provide alternate fingerprinting capabilities or considered the fingerprint reimbursement?

Yes, you may request the fingerprint card from our security office. All other costs are the responsibility of the contractor.

Reference: PWS Section 12 Security Requirements (General) Subsection B, Question: PWS Section 12 Security Requirements (General); subsection B states that Prospective Contractor employees who currently have an adequate current investigation and security clearance issued by the Defense Industrial Security Clearance Office (DISCO) or by another Federal Agency may not be required to submit complete security packages, and the investigation shall be accepted for adjudication under reciprocity.

Often times the government can locate a contractor employee’s active clearances from other agencies i.e.

Department of Defense (DoD), Department of State (DoS), enabling the prompt acceptance of reciprocity, however, other agencies such as the Federal Bureau of Investigation (FBI), and Drug Enforcement Administration (DEA) it’s very difficult for the government to locate their corresponding clearance information in order to facilitate reciprocity. Does the government have the ability to obtain Department of Justice (DoJ) clearance information?

Understanding that the DEA, FBI provides a vast pool of eligible candidates who meet the contract’s minimum requirements and are currently performing similar type work.

Yes, the ICE Personnel Security Unit has the ability to obtain DoJ clearance information.

Page 7 of the Draft SOW states:

Prepare all transcriptions in a format dictated by ICE.

What “format” does ICE typically requests transcripts to be delivered in?

ICE typically requests transcripts in MS word (.doc) and PDF.

In order to pursue this contract as a Prime, does a potential Prime currently have to possess a facility clearance?

and has not been determined.

Which security clearance does the contractor’s personnel need to obtain per section 1.0?

This is an RFI; currently the Government is assessing the security level that will be required for all personnel.

What will be the division of on-site versus off-site needs be? (Section 2.0)

Title III: 98% on-site / 2 % off-site T&T: 5% on-site / 95% off-site

Per section 2.0, what will be considered “short notice?”

Please provide an example.

Typically, short notice can be a minimum of 24 hours.

What is the process for getting a contractor offsite facility approved? (Section 3.0)

The government will provide this information in the Request For Proposal

(RFP).

Under section 4.4, can oral translation be completed via Video Remote Interpreting (VRI)?

No, oral translation via video remote interpreting will not be allowed on this contract.

Minimization requirements and regulations are mentioned in section 4.6, please provide an example of such requirements.

Refer to section 4.6 section F.

Per section 6.0, does our automated task order entry and tracking system need ICE approval?

Yes, ICE approval will be required.

Per section 9.0, will waivers be provided for rare languages or will those be exempt?

No, Rare languages are not exempt.

Per section 12.0 item G, will our information be held confidential as well and how will it be stored?

Yes it is confidential and secured properly.

Per section 13.0, where are the Government facilities mentioned located?

Throughout the US and OCONUS.

Given the historical data provided, what is the quality of the recording we would receive and how many words are they, on average?

The quality of recording and number of words may vary depending on the work product.

Will there be training provided on using HSI’s recording equipment, JSI software, Pen-Link, etc? (Section 4.1)

The contractor is responsible for all training required to ensure linguists are familiar/proficient with systems.

Are there any small businesses or women owned business set asides under this requirement?

and set-asides have not been determined yet.

Who is currently providing language services for DHS

ICE?

Refer to Question/Answer 8

Under the FOIA, how much is DHS ICE paying for the services (translation, transcription, interpreting) currently?

Refer to Question/Answer 8

What are the standard payment terms? The payment terms will be provided within the RFP.

What kind of a previous experience is DHS ICE looking from the potential vendor?

A potential vendor needs to: have experience working in sensitive government operational settings, have familiarity with the systems being used (JSI Voicebox) and experience in performing the services stated in the draft PWS.

What is the expected volume of work? Historical data matrix has been provided for

2 years for the previous contract vehicle.

What are the expectations of the turnaround times? Typically 24 to 48 hours, however we may have some that require less than 24 hrs.

If there was an incumbent contractor/contractors currently performing these services?

Refer to Question/Answer 8.

If there is an incumbent can you please provide the Contractor, Contract #, Award date, Expiration, and value for each of the incumbents?

Refer to Question/Answer 8.

Whether companies from Outside USA can apply for this?

(like, from India or Canada)

No, offerors must be US companies.

Whether we need to come over there for meetings? This is a RFI to complete market research.

Any meetings will be determined later.

Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

No, all task must be performed within US unless a requirement for ICE work requires OCONUS performance.

Can we submit the proposals via email? Yes. Specific proposal submission requirements will be provided in the RFP.