Third_Response_to_Questions-answers.pdf

Response to Questions Ver.3

1. Section 3.0: Will the interpreters be working bi-directionally, that is to say from both

Russian to English and from English to Russian?

Yes.

2. Section 3.1.4: Are you able to provide a sample schedule at this time? If yes, we kindly request that it be provided.

No. But a typical day would be two to three meetings with organizations depending on the length of the meeting. Local transportation is arranged by the DOC and there is a break for lunch.

3. Section 3.1.4: What are the anticipated formats of the events? For example, will they be formal style conference interpretation with plenary sessions (using a simultaneous interpretation booth to interpret for one speaker and interpreting for the group)? Will there be breakout sessions where the interpreters are split up? Or will the majority of the interpretation work be escort interpretation (walking around and informally interpreting for the group during tours using a wireless headset)? Please clarify if possible.

The interpretation will be simultaneous using wireless equipment (provided by the DOC). There will be no booths. The meetings will be formal meetings with government agencies, associations and companies. These meetings are usually held at the organization’s place of business or a hotel conference room if the organization cannot accommodate the delegation. The meetings usually consist of the organization’s representatives giving a review of the organization’s activities and capabilities, discussion of various business topics and questions and answers. There are generally no breakout sessions but interpreters may be split up from time to time for tours of facilities if the facility is too small to accommodate the entire group at once. The interpretation is not walking around and informally interpreting.

4. Section 3.2: We understand that there will be two (2) interpreters per event. If an interpreter is working longer than 45 minutes without a break, it is industry standard to use two interpreters to allow one of them to have a break. Will the interpreters be alternating during times that simultaneous interpretation is required to avoid the mental fatigue that detracts from the quality of the interpretation? Or will they be working individually?

Two interpreters are required so that they may alternate during simultaneous interpretation.

5. Section 3.2.1: At what time does the official work day begin and end for the interpreters

(discounting the understanding that interpreters should be available 24 hours a day for emergencies)?

It can vary. Start time can range from 8 to 10 am and end times can range from 3 to 5 pm.

6. Section 3.2.1: The facilitator must be “Available 24 hours a day for emergencies”.

Understanding that the interpreter must be available 24/7, what are the time periods during the day when the interpreter will not be “working”? Will the interpreter just be on-call in case of emergency, for example, from 5:00pm until the next morning?

After the day of meetings ends, the interpreter is not working until the next morning. He/she is on call in case there is an emergency.

7. Section 3.2.1: How much time per day is it expected will be spent on facilitator duties and how much time on actual interpreting?

Approximately, 80 % interpretation and 20% facilitation

8. Section 3.2.1: The interpreter work spans from 15 to 29 days. Will the interpreter have any time off during this time period? What does a typical day entail?

Interpreters will have at least one weekend day off each week.

9. Section 3.4: The section states “official meetings and events”. How are “official” distinguished from unofficial, and what is the difference between the two regarding the work schedule that could be expected for such days?

Official would entail scheduled meetings by DOC with companies and organizations. Unofficial may include a city tour or tourist or shopping excursion.

10. Section 4.0: “Deliverables”: Are the same people that perform the facilitation/interpretation also expected to translate the exit questionnaires? Translation is a different skill than interpretation and might be more accurately done by a professional translator.

Yes, the same person.

11. Section 10.0: Will every program take place in multiple cities, or will some programs take place in only one city?

Every program will include multiple cities. The number of cities will vary depending on the length of the program.

12. Section 10.0: What is the expected total number of days that will be spent in each city, including Washington DC?

It varies by program and it has yet to be determined.

13. Section 10.0: Will the 3-4 cities be visited consecutively, or will the delegation return to

Washington DC prior to visiting each city?

Consecutively. The delegation will start in DC, travel to various cities and then return to DC at the end of the program.

14. RFQ-SF18_and_Terms_and_Conditions.pdf: The units for pricing purposes are listed as “DA”. A “day” is traditionally considered to be work for 8 hours. Any time over that is considered “overtime”. How many hours in a day will the interpreter/facilitator be expected to be working (interpreting, facilitating, etc.)? Will the customer consider adding a CLIN for overtime to account for work beyond a standard 40-hour work week?

Approximately 8 hours. There is no CLIN for overtime.

15. RFQ-SF18_and_Terms_and_Conditions.pdf: It is industry standard to base translation costs on a per word rate. Based on the estimated number of words as per the previous Q&A (3000-7000), if the contractor is to quote a fixed lump dollar amount only, either the government will overpay or the contractor will risk running a loss. For the former, the contractor will need to assume the highest number of words to ensure it doesn’t suffer a loss. If the number of words ends up being consistently lower than 7000 when the work is performed, the government will end up paying for services that did not need to be completed. For the latter, if the number of words is consistently 3000 instead of 7000, the contractor would then risk losing money should the requests end up being for greater than 3000 words. With these cases, we kindly request that the unit for the translation component be changed to a per word rate, with the number of words being accurately calculated at the time of need based on the total number of English words.

No, please propose a Flat Fee.

16. POSITION_DESCRIPTION_AND_QUALIFICATION.pdf: Are resumes of proposed candidates to be included in the proposal response? If yes, how many resumes are required?

Yes, Resumes for each individual proposed.

16. POSITION_DESCRIPTION_AND_QUALIFICATION.pdf: Must the same two (2) interpreters be used for the duration of each event? For example, if there is an interpreter located in one of the non-DC cities, it would facilitate matters to work with that interpreter instead of flying an interpreter to that site.

Yes. The same two interpreters must be used for the entire program.