sam.gov 23Q0012 Q&A 2.pdf

PHNSY & IMF: N32253

Solicitation – N32253-23-Q-0012

Sign Language Services

RESPONSES TO QUESTIONS (01/3/2023)

1. Question:

The contractor shall possess the following certifications to ensure successful execution of sign language and interpreter services:

· National Association of the Deaf (NAD)

· Registry of Interpreters for the Deaf (RID) Code of Professional Conduct

· Hawai’i Quality Assurance System (HQAS) Interpreter Code of Ethics

· Hawai’i Quality Assurance System (HQAS) Level IV or V or nationally certified at the advanced or master level PHNSY & IMF prefers contractors that possess at least five (5) years of experience as a sign language interpreter

NAD and RID are major certifications. Are all, or just one of these certifications required?

Answer:

Per section 3.3 of the work statement, “The contractor shall possess the following certifications to ensure successful execution of sign language and interpreter services:

· National Association of the Deaf (NAD)

· Registry of Interpreters for the Deaf (RID) Code of Professional Conduct

· Hawai’i Quality Assurance System (HQAS) Interpreter Code of Ethics

· Hawai’i Quality Assurance System (HQAS) Level IV or V or nationally certified at the advanced or master level PHNSY & IMF prefers contractors that possess at least five (5) years of experience as a sign language interpreter.”

The sign language interpretation services are expected to be used in various types and levels of meetings and events, therefore, the certification requirements are to ensure a qualified interpreter is available to meet requirements.

2. Question:

I am responding to your contract post on Sam.gov. My contacts have a Sign Language Linguist(SLL) already in Hawaii and are more than willing to assist. However, in your write on Sam.gov we do not see the length of time you would need someone i.e. a couple of months or for one event.

We need to know how long you would need our SLL. So could you please respond with the date(s) the SLL services will be needed.

Answer:

Per section 3.1 of the work statement,

3.1 SIGN LANGUAGE INTERPRETER SUPPORT

• The contractor shall provide sign language interpreters for meetings and events located at PHNSY & IMF and various locations on the island of Oahu.

• The contractor shall be available for events that occur during normal duty hours (0630-1500) Monday through Friday. Events may normally exceed normal duty hours. Events may also occur on weekends and Holidays as needed.

• The contractor shall respond to service requests within three (3) business days for pre-planned events and meetings.

• The contractor shall accommodate unscheduled service requests with a 24-hour notice.

The contract requirement is for 1 year with additional 4 option years, thus, the services are as needed during the contract year. Dates and times are not available at this time.

3. Question: Is there an incumbent vendor for these services? If so, what rates do they provide?

Answer: Please refer to N3225323Q0012 solicitation and sam.gov. Information requesting is not available for disclosure.

4. Question: What has been the biggest challenge for fulfilling services under this contract, or are there any challenges you anticipate if this is a new contract?

Answer: Government has not experienced any challenges with the current vendor providing interpreters.

Please refer to N3225323Q0012 solicitation and sam.gov.

5. Question: What is the expected volume of this contract?

Answer: Please refer to the CLIN section of N3225323Q0012 solicitation. The estimated hours per year is at a maximum of 800 hours.

6. Question: What percentage of your interpreting rates are for emergency needs?

Answer: Based on prior year, the percentage was 0%, but the current requirement cannot be determined at this time.

7. Question: What percentage of your service requests are for after-business hours needs, i.e. 6 p.m. or later and weekends?

Answer: Please refer to N3225323Q0012 solicitation, and Q&A 1 attachment. There is an estimated maximum hours available, but the exact hours needed for after-business hours cannot be determined at this time.

8. Question: On the QUOTE sheet provided, is each page indicating 800 hours of services for various facilities within the department, or were these the same 800 hours in total required for services? Meaning, is the total number of service hours- 800?

Answer: Please refer to N3225323Q0012 solicitation and sam.gov – a maximum of 800 hours are estimated for each fiscal year.

9. Question: Do you anticipate the use of VRI- Video Remote Interpreting Services throughout the duration of the contract?

Answer: Yes, VR is sometimes used for virtual meetings. However, we do not have the capability to allow VR remote interpreting for in-person meetings. Please refer to N3225323Q0012 solicitation, statement of work, and sam.gov.

10. Question: Though this contract is on an "as needed" basis, in years past, what were the weekly, monthly, or yearly averages of services supplied on-site? Averages of last-minute requests in the previous contract year?

Answer: Please refer to N3225323Q0012 solicitation, and Q&A 1 attachment.

11. Question: What is your current need and averages for supplying special interpreting services for the following modes of communication: TACTILE, PRO TACTILE, CDI (Certified Deaf Interpreter- Deaf Interpreters assist hearing interpreters to increase the expression of a signed language for LEP individuals or those with other disabilities other than deafness.) Is the Department open to further advice with these specifications that may require a team of two interpreters to effectively provide communication?

Answer: There is currently no need for special interpreting service for the modes of communication listed.

Please refer to N3225323Q0012 solicitation, statement of work, and sam.gov.

12. Question: 10. What is the past contract ID?

Answer: The information requested is not available for disclosure from our office. Public resources are available (i.e.www.sam.gov, etc.).

13. Question: 11. How many vendors are expected to be awarded?

Answer: The requirement will be awarded to one vendor that met the contract requirements as stated in solicitation N3225323Q0012 and published sam.gov solicitation notice.

14. Question: 12. What is the allotted budget for this awarded contract?

Answer: Please refer to the statement of work in solicitation N3225323Q0012 the estimated maximum of hours. The budgeted dollar value information requested is not available for disclosure.

15. Question: 13. Are authorized, original electronic signatures accepted?

Answer: Please refer to solicitation N3225323Q0012 provisions and clauses.

16. Question: 14. Are these services intended for Deaf and Hard of Hearing employees of the department or for deaf consumers receiving specified department services, if any?

Answer: Please refer to the statement of work in solicitation N3225323Q0012.

17. Question:

I am an interpreter myself with an agency. I have spoken with many interpreters on the island in Hawaii and they all get mileage reimbursement for all of the assignments they work.

How do I incorporate travel expenses in the solicitation proposal. Many interpreters say the request on Ph go unfilled because they do not pay for travel reimbursement. And being that the ASL resources are already limited on the island without mileage reimbursement for travel this makes the assignments even harder to fill. Is there anyway to allot for travel reimbursement and travel time to get onto the base. They also mentioned it can take up to an hour to even get on base.

Answer: Please refer to solicitation N3225323Q0012 provisions and clauses.

18. Question:

http://www.sam.gov/

Also, where on the proposal can I incorporate the industry standard for interpreters 2 hour minimum for all assignments.

Answer: Please refer to solicitation N3225323Q0012 provisions and clauses.

19. Question:

We would like to submit a proposal but first wanted to make sure we understood the DBIDS registration process. Can you clarify if we complete the registration process as an agency or do the individual providers working under the contract complete their own registration in the system?

Answer: Please refer to solicitation N3225323Q0012, and Q&A 1 attachment.