Questions - Answers SP4703-22-R-0009 6-24-22.pdf

Questions / Answers – 6/24/2022

SP4703-22-R-0009

ASL Interpreter Service for DLA Aviation

Source Selection Information -- See FAR 2.101 and 3.104 Page 1

Q1. What is the duration of a typical interpreting assignment?

A1. Most assignments are typically an hour to two hours. These tend to be staff meetings, Commander’s Calls, Seminars, etc. At times there may be longer assignments for training classes. Such as On the Job Training (OJT), designated classroom training for a set duration of days, or on-call assignments for blocks of 3 to 4 hours (such as being available for a consumer who is supervisor and manages a team).

Q2. Can the DLA provide an estimate of how many assignments might be needed per week, broken down by location?

A2. The estimated annual hours by location are identified in the Rough Order of Magnitude

(ROM). The schedule will vary. PWS Section 5.2 outlines the Standard and Emergency Request procedures.

Q3. In the case of late cancellations, can the vendor charge for the full hours booked? For example, 2 ASL interpreters are booked from 10am to 2pm. They are cancelled with less than 24 hours’ notice. Can they charge 4 x 2 = 8 hours for that assignment?

A3. Per PWS Section 5.14 Cancellations, “If any standard requirement/task is cancelled by the Government, the Government is responsible for payment of cancellation fees for any requirement/task cancelled less than 24 continuous hours before the scheduled start of the requirement/task (Standard 2 hour minimum paid for general requests)

Ex. 1 Assignment for Friday at 0900-1000 is scheduled/assigned/confirmed.

COR/Scheduling Coordinator cancels the assignment on the Thursday 11:00am.

Contractor may bill a 2-hour minimum for the last-minute cancellation (less than 24 continuous hours).”

Per PWS Section 5.15 Cancellations, “If any extended standard requirement/task (session that is greater than 2 hours) is cancelled by the Government, the Government is responsible for payment of the requirement/task cancelled that falls within the less than 48 continuous hour cancellation notification. Any time outside of the 48 continuous hour cancellation notification will not be billable.

Ex. 2 A weeklong training has been scheduled/assigned/confirmed to begin on Monday at 0800. Contractor receives notice that the training with 2 interpreters assigned has cancelled the Friday prior at 1100. The contractor may invoice for 8 hours for each interpreter assigned for Monday and Tuesday of the training week. This equates to 32 total hours that can be invoiced for the cancellation.

The remaining hours for Wednesday through Friday are non-billable hours as they fall outside of the 48 continuous hour cancellation notification.”

Q4. Approximately how much of the work is expected to be in person and how much is expected to be remote/VRI?

A4. There is a mixture of on-site and video services. The schedule will vary. PWS Section 5.2 outlines the Standard and Emergency Request procedures.

Questions / Answers – 6/24/2022

SP4703-22-R-0009

ASL Interpreter Service for DLA Aviation

Source Selection Information -- See FAR 2.101 and 3.104 Page 2

Q5. Please clarify the typical lead time for requests: The PDF indicates 5-7 business days lead time, but the Excel sheet indicates 3-5 business days.

A5. The ROM (Excel Spreadsheet) has been updated to reflect, Standard Requests are 5 business days in advance of any single event or 7 business days in advance for a large or long (>16 hours interpreting hours). In addition, the PWS and ROM have been updated to reflect Emergency Requests are requests submitted less than 5 business days in advance.

Q6. If in-person interpreters are not available, is remote/VRI an option?

A6. This will depend on the specific event. If the event is being hosted virtually, then sure.

Potentially the set up for the on-call request where team members will go to the Supervisor with questions, this could be done. If the event is for something such as On the Job Training (OJT) or being available for a supervisor who manages a team a remote/VRI option may not be available.

Q7. The expected volume is indicated in the Excel spreadsheet, but is there any way to have a better idea of how many assignments per week to expect?

A7. A2. The estimated annual hours by location are identified in the Rough Order of Magnitude

(ROM). The schedule will vary. PWS Section 5.2 outlines the Standard and Emergency Request procedures.