Solicitation_Questions_and_Answers.docx

Solicitation Questions:

1. I just wanted to ask if there is an incumbent contract or contractor associated to the requirement. If any, please provide the contractor's name and contract number.

Answer: There is an incumbent Contractor, the Vendor name is All World Language Consultants Inc. contract #HT0014-18-F-0141.

2. Can we submit a bid for only American Sign Language interpreting?

Answer: No. A bid must be submitted for all requested services

3. Who is your current provider(s) of ASL onsite services?

Answer: All World Language Consultants

4. What are the current ASL onsite interpreting rates for your onsite provider(s)?

Answer: Answer: Pricing confidentiality and the government will not disclose the information without prior written consent

5. How many ASL interpreting hours did you use last year?

Answer: Pricing confidentiality and the government will not disclose the information without prior written consent

6. Do you require specialty ASL interpreting services for Legal, Medical, Tactile, CDI or any other interpreting type?

Answer: Yes, interpreting services to assist patients and staff for routine medical and legal appointment or procedures shall be needed

7. What percentage of your interpreting assignments are for last minute needs (less than 2 full business days’ notice)?

Answer: Approximately 20% - 30%

8. What is the average length of an ASL interpreting assignment?

Answer: Approximately 2 – 4 hours

9. Because of the holidays and the availability of customers to complete the past performance questionnaires, we request an extension of time until January 4th to complete this requirement.

Answer: Yes, we will extend the proposal due date to January 7th, 2019.

10. Would you consider adopting the ASL industry-standard 2 business day cancelation policy, as opposed to the cancellation policy noted in the solicitation?

Answer: Yes, the cancelation policy will be adjusted to 2 business days

11. Page 16 says: Assignments lasting more than two (2) hours shall be invoiced in quarter (¼) hour increments for the actual duration of the assignment, not the estimated duration requested by the COR or designee when coordinating and scheduling. Would you be open to adopting the industry standard of ½ hour increment instead of ¼ hour increment?

Answer: Yes, we will change the standard increments to ½ of an hour

12. Our onsite ASL pricing model (last minute/specialty, etc.) does not have a flat rate. To ensure coverage, it requires additional time and resource. Can we submit a bid with our last minute rates?

Answer: Yes, we will add an extra CLIN for Emergency onsite ASL interpretation.

a. Can contractors bid on a portion of the solicitation? For example, can contractors submit a proposal for ASL, VRI, and CART services only? No, a bid must be submitted for the entire solicitation. Cart services will be removed from solicitation.

b. Page 16. Cancellation Paragraphs.

c. Will the government change the cancellation language in the solicitation from “days” to reflect industry standard of “business days’” notice?

Answer: YES, see revised solicitation

d. Interpreters and writers make a commitment to clients who follow industry standard of cancellations less than 48 business hour notice will be billed in full. This industry standard respects the profession of interpreters and writers, which in turn, provides the government with high quality service. Their livelihood is impacted by not allowing to bill for late-notice cancellations, no-shows by the clients, or an adjustment to the assignment end-time that is less than the requested time frame. If an interpreter or writer cannot bill for an assignment that has changed for any reason with less than 48 business hour notice, more often than not, they cannot find replacement work. Most interpreters and writers fill their calendars 2-3 months in advance. The government may find themselves with subpar interpreters and writers if industry standard is not met, leading to potential complaints and unsatisfactory performance by a contractor. Will the government change this section to reflect industry standard that any assignment that is cancelled with less than 48 business hour notice, a client that does not show for an assignment, or if the assignment changes in the duration of time less than the requested time frame, will still be billed in full by the contractor?

Answer: See revised PWS

13. Page 22-32 Item Number pricing section. The solicitation mentions Video Remote Interpreting (VRI), and CART services. These prices are different than On-Site American Sign Language Interpretation. Will the government add Item No. (CLINS) to reflect VRI, On-site CART, and Remote CART services? Also, American Sign Language has specialty rates, that may include CDI, Tactile, Deaf-Blind, and Recorded, to name a few. Will the Government allow for Specialty rate Item No (CLINS)?

Answer: CART Services will be removed from the solicitation, due to current WRNMMC Network cannot support this system. The only item that we will add is for Emergency onsite ASL interpretations.

14. Page 63. Factor (table). The Solicitation mentions a Technical Factor but it is not listed under the Factor table shown on page 63. Technical Factors are usually a separate volume from Past Performance and Price. Can the government clarify if they are adding a Technical Factor or if it should be combined with one of the listed factors on the table (and what are the requirements for the Technical volume).

Answer: Mention of Technical Factor will be removed, and technical evaluation will be done within the Past performance section.

15. Can confirm if the vendor can charge separately for mileage?

Answer: Travel reimbursement will only compensated for Emergency ASL interpretation, a CLIN that will add later.

16. Based on an email received on 12/17, informing the vendor that answers to questions will be provided NLT 12/30, would the proposals due date change from 12/27 to a later date? Answer: Yes, we will extend the proposal due date to January 7th, 2019.

17. Section 1.7.3 refers to “onsite translation services” in association with ASL. We assume “translation” in this instance actually refers to interpretation? Can you further confirm whether interpretation AND document translation will be required onsite or only interpretation (with translation done offsite)?

Answer: The correct wording for Translation and Interpretation will be adjusted within the PWS. All Translation services will be Off Site.

18. Please confirm that only consecutive mode is requested for onsite and telephonic language interpretation?

Answer: Yes, only consecutive mode is needed for onsite ASL

19. Is US-citizenship required for all of the onsite tasks OR all on-site AND remote tasks?

Answer: U.S. Citizenship is not required but the Contractor shall prescreen all personnel requiring access to the facility to ensure they maintain the appropriate Background Investigation

20. For CART services, does the government provide the audio link via telephone or is the contractor to provide the connection?

Answer: CART Services will be removed from this Solicitation.

21. Are the 3 completed past performance references included in the 10-page limitation for the past performance volume?

Answer: No, we required three (3) references from three (3) different clients for work performed within the past 3-5 year and the proposal should limited to no more than 10 pages.

22. Whether companies from Outside USA can apply for this? (like, from India or Canada) Answer: No, due to some on-site demand Company must be local.

23. Whether we need to come over there for meetings?

Answer: An onsite meeting will be needed Pre/Post solicitation. Other meeting may be per customer or vendors request.

24. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Answer: No, due to some on-site demand Company must be local.

25. Can we submit the proposals via email?

Answer: Yes, proposals can submitted via email

26. 52.212-1 Instructions to Offerors, subparagraph (b) (4), page 41 of 65 in the RFP states “a technical description of the items being offered”. However, in the Addendum to FAR 52.212-1, subparagraph d, page 63 of 65, only addresses “Past Performance & Price”. My question is reference a “Technical Part” of the proposal. Do we incorporate it into the Past Performance with a page count of ten (10) pages or is the Technical portion separate?

Answer: we required three (3) references for work performed within the past 3-5 years. The proposal should limited to no more than 10 pages. Evaluation will be based on Past Performance and Price, Technical factor is not applicable. See revised solicitation

27. Question: CLIN X006 calls for travel expense to be proposed, however, travel is not described anywhere else in the RFP. Could you please detail the anticipated travel and/or provide a plug number for the travel CLIN?

Answer: Travel is not authorized for regular onsite interpretations, only emergency onsite ASL interpretation will be reimbursed for Travel.

28. Question: Page 5 of 65, paragraph 1.7.3, second paragraph states “Contractor shall provide onsite translation services and American Sign Language interpreters……” Is that meant to read “onsite interpretation services” vice “onsite translation services”?

Answer: PWS will be adjusted to provide correct terminology. Translation and interpretation services will be changed to reflect the correct meaning.

Translation: Words, document, writing Interpretation: Speaking, talking, or ASL

29. Question: Page 15 of 65, Section 5.4 paragraph 7. States, “For telephone translations, the contractor shall…... Can the government confirm this is meant to read “For telephone interpretation” vice “For telephone translations”?

Answer: PWS will be adjusted to provide correct terminology. Translation and interpretation services will be changed to reflect the correct meaning.

Translation: Words, document, writing Interpretation: Speaking, talking, or ASL

30. Will the government consider providing a total NTE amount for the Travel CLINs? This could also aid in all vendors providing a fair value on all items.

Answer: The Joint Travel Regulation (JTR) POC mileage reimbursement for an automobile is $0.51 per mile.