WRNMMC AND ATAMMC QUESTIONS AND ANSWERS FOR HT0014-25-R-0032 07162025.docx

QUESTIONS AND ANSWERS FOR SOLICITATION # HT0014-25-R-0032

1. Based on the solicitation, the majority of the services needed are for spoken language interpretation. Is it the expectation of the Department of Defense/Defense Health Agency that the awarded vendor will provide for all services? Or can vendors bid on partial services (ie ASL Interpretation)? Yes. All services specified are required to be provided.

2. For the ASL Interpretation services, are there any all-day assignments? Services are required on demand.

For the ASL interpretation services, there does not appear to be any virtual/video services needed. Can DHACA confirm that all ASL interpretation will be provided onsite only? WRNMMC – It’s currently onsite but would be interested in updating to include Video Services in future.

ATAMMC - Both video and on-sight ASL services will be provided

3. The solicitation mentions the locations to provide ASL Interpretation as: Walter Reed National Military Medical Center, Alexander T. Augusta Military Medical Center in Fort Belvoir, VA and “Outline Clinics.” Where are the “outline clinics”?

WRNMMC – The surgery center at Fort Meade.

ATAMMC - Fairfax Health Clinic, Dumfries Health Clinic and DiLorenzo Pentagon Health Clinic.

4. How many hours are expected for ASL Interpretation for the “outline clinics?”

WRNMMC-Estimated hours for Telephonic interpreter is 58,000 hours for the year, Onsite interpreter 1404 hours for the year and Sign Language 276 hours for the year.

ATAMMC - Approximately 25 hours annually.

5. Is there an anticipated award/maximum value or funding for this requirement?

That is determined by the Contracting Office issuing the award

6. Please list current incumbents. N/A

7. Please list incumbent(s)’ rates. N/A

8. Please provide historical volumes for each category: (i) on-demand over the phone interpretation (OPI), or telephonic interpretation, (ii) on-site, or in-person interpretation, (iii) on-site video remote interpretation, or video remote interpretation (VRI), and (iv) translation.

WRNMMC - Telephonic Interpretation: As of 10/01/2024 the total invoiced 32,895.58 hours On-site, or in-person interpretation: As of 10/01/2024 the total invoiced 661.25 hours ATAMMC - The categorical volumes provide the usage from January 1, 2025, through June 30, 2025: (i) telephonic- total 2579 min, (ii) on-site/in-person- total 0, (iii) on-site/video remote ? i video remote interpretation-total 6789 mins , (iv) document transcription- total 14,821 words.

9. Please provide historical volume breakdown by language for each category listed in #3 above. Please separate, at the very minimum, Spanish and All Other.

WRNMMC - Month of May 2025: Utilization of languages Telephonic - Hakka Burmese 1, Hakha Chin 12 times, Turkish 4, Japanese 6, Arabic 264, Italian 1, French 24, Spanish 97, Portuguese 11, Guianese Creole French 1, Amharic 6, Ukrainian 7, Korean 14, Chinese (Mandarin) 2, Arabic – Iraqi 128, Tigrinya 1, Farsi-Iranian 1, Mandinka 7, Vietnamese 8 ATAMMC - There has been Zero requests for On-site or In-person interpretation in the last 6 months due to video translation service, however, This service is still required based on the unpredictable demand.

10. Please provide projected volumes, if different from LANGUAGE SERVICES PRICING.xlsx. N/A

11. Please provide historical spend. N/A

12. Please provide projected budget. N/A

13. Please expand on what is involved in On-site Video Translation at ATAMMC. On-site Video Translation for ATAMMC is a very valuable service as we see not only patients (Dependents where English is not their first language) and also were see Foreign Nation Military and their families here for appointments. On-site video translation allows our facility to provide this service either during scheduled appointments or during the time when they may arrive without an appointment, i.e. Emergency Department, PAD, Member Services and even our Patient Relations office looking for guidance

14. Please provide the checklist of all documents to be submitted by vendors.

Per the instructions, you need to submit the following:

Two but no more than 3 Past Performance questionnaires for similar projects. (Template attached)SF1449 Pricing in Excel spreadsheet Technical Approach.

15. Is Standard Form 1449 required?

Yes, it is required.

16. Are vendors to fill out Schedule (p. 3 through p. 23) to Standard Form 1449 in addition to providing pricing in LANGUAGE SERVICES PRICING.xlsx?

Yes, you need to complete the SF1449 and the Excel Spreadsheet.

17. Please list what documents are to be grouped together in a single file. For example, Technical Approach, Experience and Price (as per Instructions to Offerors) are to be submitted separately. If Standard Form 1449 is required, is to be merged into a single document with Technical Proposal or submitted separately? Are all Past Performance Questionnaires from all References to be merged into one single file?

It is better that you submit separate files.

18. Please confirm which Offeror Representations and Certifications vendors are to submit.

This is Small Business set a side

19. Is 52.204-26 Covered Telecommunications Equipment or Services – Representation (Oct 2020) required?

Yes

20. Is 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024) required?

Yes

21. Please advise re 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024): The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. There is no checkbox in paragraph (b). We complete our annual representation and certification electronically in SAM. How are we to fill out 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024)? Please refer to 52.212-3 paragraph (c)

22. If Offeror Representations and Certifications are required, are they to be submitted together in one file or separately? Are they to be merged with Technical Proposal or Standard Form 1449? There is no need for the submission of Rep & Certs as long as annual registration in SAM.gov is active.

23. LANGUAGE SERVICES PRICING.xlsx does not list NET AMT whereas Schedule (p. 3 through p. 23) to Standard Form 1449 does. Please explain.

Please see answer in question #25.

24. What is the difference between AMOUNT and NET AMT in Schedule (p. 3 through p. 23) to Standard Form 1449?

The Net amount is default in the form. There is no difference on the total amount and the Net amount.

25. Is transcription from audio or video files required? If yes, would you please add it as a separate CLIN? The industry standard is to charge for transcription separately from document translation. The industry standard is to charge for transcription per minute. WRNMMC - NO ATAMMC - Yes, it is possible break these out as separate CLINs

26. Please specify what sign languages are included in On Site Foreign Sign Language at ATAMMC. All listed languages based on Demand

27. Is desktop publishing, or DTP, required for translation? If yes, where are vendors to list their rates? No

28. As per WRNMMC PWS_Language Translation Interpretation Services 06272025 (p. 15): document translation is to rendered off-site or on-site. Please expand on how translation is to be provided on-site. If during an appointment a patient has medical records on them that need to be read for the doctor.

29. As per WRNMMC PWS_Language Translation Interpretation Services 06272025 (p. 20): the 2-hour minimum does not apply if the assignment was scheduled for less than 2 hours. The industry standard is to charge the minimum of 2 hours for both spoken language and ASL interpretation assignments regardless of the fact that an assignment may be less than 2 hours. Would DOD amend both PWSs accordingly? Assignments lasting more than two (2) hours shall be invoiced in half (1/2) hour increments for the actual duration of the assignment, not the estimated duration requested by the COR or designee when coordinating and scheduling the request. The assignment is considered complete when the later of the following occurs: Conclusion of event equals or exceeds the estimated duration specified when scheduling the request.The COR or designee releases the interpreter(s).

30. As per WRNMMC PWS_Language Translation Interpretation Services 06272025 (p. 20): If upon arrival to the assignment and service is no longer required or the assignment ends early, the interpreter(s) shall notify the COR or designee. If the interpreter(s) cannot reach the COR or designee and the original scheduled time expires or the 2-hour minimum passed (whichever occurs first), the interpreter may leave, and the Contractor may invoice for a two (2) hour minimum. The industry standard is to charge the minimum of 2 hours for both spoken language and ASL interpretation assignments regardless of the fact that an assignment may be end up being less than 2 hours. Would DOD amend both PWSs accordingly? If the Contractor is notified of a cancellation less than 2 business days prior to the scheduled assignment but, before interpreter(s) arrival on site, the Contractor may invoice for a two (2) hours maximum. If upon arrival to the assignment and service is no longer required or the assignment ends early, the interpreter(s) shall notify the COR or designee. If the interpreter(s) cannot reach the COR or designee and the original scheduled time expire or the 2-hour minimum passed (whichever occurs first), the interpreter may leave, and the Contractor may invoice for a two (2) hour minimum. The 2-hour minimum does not apply if the assignment was scheduled for less than 2 hours or if the interpreter leaves prior to notifying the COR (or designee) or before the times stated above.

Where are vendors to list their charges for after-hours assignments for on-site interpretation (spoken languages and ASL)? As per WRNMMC PWS_Language Translation Interpretation Services 06272025 (p. 17): Business hours are defined as Monday through Friday (08:00AM – 04:30PM), except Federal Holidays. If DOD expects vendors to provide on-site, or in-person, interpretation outside of these business hours, including evenings, weekends, and holidays, it is the industry standard to charge extra for such services. The additional charges are usually expressed as a % on top of the vendors’ regular rates. Based on historical experience, there was no need for the after-hour support, therefore, no CLIN is set up at this point. Once it’s award and after hour support is need, will modify the contract/add CLIN.

Where are vendors to list their charges for urgent or rush assignments for on-site interpretation (spoken languages and ASL) scheduled less than 24 hours in advance? As per WRNMMC PWS_Language Translation Interpretation Services 06272025 (p. 17): . . . the Government should require interpreter services with less than 2 business days’ notice . . . The industry standard is to charge extra for assignments scheduled less than 24 hours in advance. Such additional charges are usually expressed as a % on top of the vendors’ regular rates. Based on historical experience, there was no need for the urgent or rush hour support, therefore, no CLIN is set up at this point. Once it’s award and after hour support is need, will modify the contract/add CLIN.

Where are vendors to list rush charges for translation? The industry standard is to charge extra for rush assignments. For example, for Document Translation, “Rush” is defined as work performed by Universe requiring a turnaround time faster than at a calculated rate of 1,000 words per 24 hour period, per document and per normal business day. This calculated rate excludes time for scanning, conversion, editing and formatting of the document. Based on historical experience, there was no need for rush hour support, therefore, no CLIN is set up at this point. Once it’s award and after hour support is need, will modify the contract/add CLIN.

31. Is partial bidding allowed, for example, may we submit a proposal for translation services only?

No, partial bidding is not allowed.

32. Could you share the incumbent vendor(s) currently providing these services and the pricing/rates previously awarded? Current Contract No. HT0014-24-P-0043 and HT0014-20-P-0186.

33. Are there any special accreditations or credentials (beyond those listed) required for translators or interpreters? NO

34. Has a budget or funding estimate been established for this contract? N/A