Questions_05_12_2025_EEO Response.pdf

Question 1: I was wondering if you could kindly let us know if there’s an incumbent and what the value of the previously awarded contract was.

Answer 1: Please see contract SP4702-20-C-0010

Question 2: Is line-item bidding permitted? Ie only bidding for certain languages?

Answer 2: No. We are seeking a single vendor to provide all required services, focusing solely on American Sign Language (ASL).

Question 3: Will there be a multi-vendor award? How will work be distributed among the vendor pool?

Answer3: No, there will be one awardee

Question 4: What is the current rate you paying for these services?

Answer 4: Please see contract SP4702-20-C-0010

Question 5: Is there an incumbent? What is the contract number?

Answer 5: Please see contract SP4702-20-C-0010

Question 6: Can the FT ASL Interpreter work on the individual events?

Answer 6: Yes.

Question 7: Is there any information available on whether the opportunity has its funding fully secured and or are there any specific considerations we should be aware of that aren't in the solicitation?

Answer 7: The project is funded, and all relevant information is contained in the solicitation

Question 8: Who is the incumbent?

Answer 8: Please see contract SP4702-20-C-0010

Question 9: What is the current contract number?

Answer 9: Please see contract SP4702-20-C-0010

Question 10: What has been the most significant challenge or shortcoming with the current contractor?

Answer 10: Current vendor performance information is not relevant.

Question 11: How many Deaf/Hard of hearing employees utilize services?

Answer 11: At the time of this solicitation, between 6 to 10 Deaf/Hard of Hearing Employees.

Question 12: Because the cost for us to secure sign language interpreters varies significantly depending on the mode of communication being requested, can we bill different hourly rates for:

o Virtual ASL interpreting o Onsite ASL interpreting o Onsite Close Vision/Tactile interpreting o Other specialties such as Pidgin Sign Language interpreting

Answer 12: We require only Virtual ASL Interpreting and Onsite ASL Interpreting.

Vendors may provide different rates for Shift Interpreters, Pool Interpreters, and Video Remote Interpreters, as detailed in the solicitation.

Question 13: How much of the contract is expected to be for VRI services compared to onsite services?

- Answer 13: It is anticipated that approximately 20% of services will be provided via VRI, and 80% will be onsite.

Question 14: What's the expected or average estimated duration of onsite request? We charge a higher hourly rate for short onsite requests in order to cover interpreters' travel incentives, so this information would help us provide an accurate quote.

Answer 14: Reference PWS section 5.9. A requirement/task will be invoiced for a minimum of 2 hours (industry standard)

Question 15: Should resumes and certifications included in our submission be redacted?

Answer 15: Yes, please protect personal information by removing dates of birth, Social Security numbers, physical/mail addresses, and personal phone numbers.

Resumes should include the employee/contractor's name and certifications to verify qualifications.

Question 16: Additionally, the PWS states the resumes of “all Interpreters should be provided to the KO prior to the date of award.” As we remain in a continuous state of recruiting and will do so throughout the PoP, we will not be able to provide resumes of prospective candidates until they are identified. How many resumes are required to be considered technically compliant within our submission?

- Answer 16: We require a minimum of 10 resumes. Based on anticipated demand, vendors must have at least 10 pool interpreters and four shift interpreters available to support VRI and onsite services.

Question 17: Will there be a CLIN for an emergency rate? There is conflicting information pertaining to an emergency rate. Section 5.3 indicates there is no emergency rate. Section 5.13 indicates that if a requirement/task is extended beyond the requested time, the additional time will be paid at the contracted emergency rate.

Answer 17: PWS has been corrected to remove the Emergency Rate language from 5.13.

All rates will be paid at the pre-determined cost.

Question 18: 5.2 indicates that the shift interpreter will be available for last-minute (same day) interpreting service requests. Is the intention that this interpreter will not be assigned to requests received in advance of assigned shift date (ie. regularly scheduled meetings) or is there an advance request period in which the shift interpreter may be assigned, such as emergency requests (within 24 hours) or within 48 hours before shift?

Answer 18: The intention of the shift interpreter is to be on-site and readily available to employees who need services sooner than EEO is able to coordinate with the vendor to secure the appointment, however EEO does not retain the ability to assign the vendors employees. If the vendor chooses to assign their shift interpreter to a scheduled event, that is their prerogative. Yes, they can redirect their employees.

Question 19: 5.3 Is it possible to request an amendment to the PWS regarding the definition of standard requests? The definition included here is neither current industry standard nor is it local standard and it limits the feasibility of access to a pool of interpreters beyond an agency’s full time staff.

Answer 19: To address potential discrepancies between our requirements and industry standards, we invite vendors to notify us of any discrepancies, specifying the relevant standard, so we can make appropriate adjustment.

Question 20: 5.12 is this section missing information? The final sentence appears to be incomplete.

Answer 20:

PWS HAS BEEN UPDATED TO REFLECT:

5.11 For general audience events, in person or via VRI, the ad-hoc interpreter shall contact the COR/Scheduling Coordinator fifteen (15) minutes after the start of the event if no consumers are present requiring sign language interpreting services.

5.12 If the assignment/event is being videotaped (in person or VRI) or is being streamed live (in person or VRI), the interpreter shall provide interpreting services whether there are Deaf or Hard of Hearing individuals in live attendance requiring interpreting services or not. However, the vendor shall be notified at the time of the request if streamed or recorded interpreting services are needed.

Question 21: 5.13 is a bit unclear. It appears that the contractor will approve extended service time . I believe the intention is that extended service time must be approved by the COR. If that is in fact the correct understanding, it seems to indicate that extended time must have pre-approval. Does this require the interpreter(s) to stop service provision to get the approval? Will all parties to interpreted communication be made aware of this contract provision in advance?

Answer 21: Section 15.3 has been updated.

Question 22: 6.2-6.4 What is the process for interpreters to gain the years of experience required in these standards when they cannot work on a contract such as this? Do these requirements exceed those of DLA staff interpreters? The process for interpreters to gain their years of experience should be determined by their employer. As the customer soliciting for the service, we have no input. These requirements do not exceed the requirements of DLA Staff Interpreters.

Answer 22: As long as an interpreter is RID (Registry of Interpreters for the Deaf) certified or holds a certification from an interpreter training that will suffice for qualifications. NAD (National Association of the Deaf), BEI (board for Evaluation of Interpreters), or RID are all acceptable accreditation sources.

Question 23: 6.4 Can the PWS be amended to allow for individuals in this category to have fewer hours of government interpreting experience and the gaining of experience in the lower risk tasks (not training/classroom settings) such as wellness programming, cultural celebrations, award ceremonies, off site events, holiday and/or retirement celebrations, and the like?

Answer 23: Yes, we agree with the above statement.

Question 24: 8.3 presumably the COR will be responsible for alerting the contractor to unscheduled government closures?

Answer 24: We are working on providing this guidance but have hit security roadblocks in the past. Presently the scheduling coordinator notifies the vendor of known closures.

Question 25: 10.5 will frequently assigned pool interpreters also be able to be badged or must they use the visitor center for all assignments?

Answer 25: Yes – frequently used pool interpreters will be able to receive a visitors’ badge that will grant facility/door access for an extended period.

Question 26: 11.3 in what way is the log accompanying the invoice different from the information found on the invoice?

Answer 26: 11.3 has been updated to reflect “supporting documentation” instead of the word “log.”

Question 27: Relating to the QASP -3.5 100% coverage on as needed work request with 3 days’ notice is unreasonable. Any contractor that guarantees 100% coverage is misleading you. Is it possible to amend the measure to a minimum 90%?

Answer 27: QASP has been updated to reflect a minimum of 90%.

Question 28: Will all the questions and answers posed regarding the RFP be available to all potential bidders?

Answer 28: Yes, all questions and answers will be posted via Amendment in SAM.gov.