Questions_Answers-SP4705-19-Q-5070-Amendment_2.pdf

EEEO On-Call Interpreters Services Solicitation Second Submission-Questions and Answers (Q&A)

SP4705-19-Q-5070

OFFICIAL USE ONLY

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

Question Answer 1 Avoiding injury to the interpreters: In order to prevent repetitive motion injuries industry standard requires 2 interpreters for assignments requiring over 1.5 hours of continuous interpreting. Will DLA confirm that a team will be provided when there will be 1.5 hours or more of continuous interpreting?

The solicited requirement calls for one (1) on-call interpreter for the typical set days and hours specified in the Source Selection. This interpreter will work as part of the Core team with the 3 Federal Staff ASL Interpreters on a daily basis to provide interpreting services to 30+ Deaf employees. Our Scheduling Coordinator is a Certified ASL Interpreter as well and works hard to ensure that every meeting has a team of interpreters where necessary. Due to the technical nature of the interpreting work here at the DLA, our baseline is to assign teams for any meetings set for an hour or more, especially when we have back-to-back meetings. We also are very mindful of Repetitive Motion Injuries (RPI) and don’t wish to experience them personally nor for our contracted colleagues.

2 Can DLA provide historical data from the past year on:

a) The total number of hours of services- The number of assignments that were 3 hours or less.

b) The number of assignments that were 7 hours or more- The number of short-notice assignments (less than 5 business days’ notice)

c) The number of emergency assignments (less than 1 business days’ notice)-

d) The number of hours of evening/weekend work

e) The number of emergency assignments (less than 1 business days’ notice).

f) The number of hours of evening/weekend work.

a) Our Core team provided a combined 3,ooo+ hours of interpreting services alone last year.

b) N/A for this requirement.

c) N/A for this requirement.

d) N/A for this requirement

e) N/A for this requirement

f) N/A for this requirement

*There will be no deviation from the typical set hours and days specified in the posted solicitation.

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3. Can DLA provide the hourly rates currently being charged for these services?

No we cannot. Additionally, the current contract’s requirements are different from the posted solicitation and therefore may not be an accurate reflection of the appropriate hourly rate for the services to be rendered.

4 Page 3 mentions the commuting area of the on-call interpreter is within a 45-mile radius from the McNamara Headquarters Complex. Can the government provide insight if the locations that the interpreters may travel to have free shuttle buses? Free parking?

Paid parking? Metro accessible?

The locations that the interpreter may have to travel to include but are not limited to:

The Pentagon, offsite contract locations in the local area (Accenture, KPMG), local restaurants for work events, the DLA Lorton facility (Lorton, VA), other military installations, etc. Some of these are metro accessible (none have a free shuttle from our facility), most locations have free parking but as a general rule, a car is strongly encouraged for commuting. There is a bus from the Franconia-Springfield Metro Station to the DLA but can add significant time to the commute. The McNamara complex and Lorton facility have free parking but no shuttle service.

5 Page 3 also mentions that there may be requests outside the 45-mile NCR radius. Can the government provide a list of potential locations?

At this time, there is no listing of possible locations outside the 45-mile NCR radius.

Most interpreting needs outside this radius are typically handled by the Federal Staff interpreters. The on-call interpreter will function primarily to be available for individuals whose duty stations are here at the DLA HQ McNamara facility (and our nearby Lorton facility).

6 Is there a shuttle bus to those locations?

Free parking? Paid parking? Metro accessible? Please clarify.

N/A at this time since there is no listing of possible locations outside the 45-mile radius.

7 Page 7, 3.0.5 and Page 10, 4.5.2. Does the government require the replacement interpreter to have a “Secret” clearance?

The replacement interpreter does not need to have a clearance unless a cleared job has been requested on our schedule for that day. This is a rare-instance to occur but is stated as a requirement to ensure that every part of the Core team can meet the needs as requested.

While the DLA would prefer one (1) consistent interpreter weekly, we are open to

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no more than two (2) different, consistent, ongoing interpreters to meet this requirement.

The on-call interpreter(s) can split the days each week but must meet the requirements outlined in the solicitation for clearance level, skill, certification/screening level/ experience.

8 The sole owner of our company has an inactive TS clearance. We have interpreters on our rosters who are cleared. Would DLA sponsor us for facilities clearance?

At this time, the DLA is not sponsoring any new contract company or contractors for a clearance or for a facilities clearance.

9 Page 7, 3.1.1 NIC Certification is one of many valid certifications by RID. The government would remove most of the highly skilled and qualified RID certified interpreters in the DC metro area by not being including all RID certifications. Will the government rephrase this sentence with the following, “ Registry of Interpreters for the Deaf (RID)- Active certifications of NIC, NIC Advanced, NIC Master, CI, CT, CSC, MCSC, IC, and TC.”

The DLA understands the entire range of possible RID certifications and realize that the CSC, MCSC, IC and TC are all fully recognized. While we prefer a practitioner with a more recently offered certification (NIC at any level, CI, or CT), we are open to reviewing proposals who have a best candidate, with a CSC/MCSC/IC or TC, that meets the other requirements outlined. The primary concern is that the mentioned certifications (CSC, MCSC, TC, IC) were only offered until 1988. Over 21 years later, it is a reasonable expectation that a practitioner (Professional Certified ASL Interpreter in the Washington DC area) would have pursued additional credentials to keep up with the evolving requirements of the Deaf and Interpreting community.

10 Page 7, 3.1.1 VQAS is not a certification or a licensure. It is a screening process for interpreters in the state of Virginia, which is not the same as being a nationally certified interpreter. These interpreters do not need to adhere to the RID Code of Professional Conduct (CPC) unless they are also RID certified. Will the government remove this screening process as it is not a certification or a licensure?

The DLA understands that the VQAS is not a certification or a licensure, which is why Section 3.1.1 states that “All interpreters must have an active certification or screening level from one of the following:”. Many qualified interpreters here in the local Northern Virginia area may not possess a national certification but are more than qualified and experienced to provide interpreting services. The DLA will not remove the VQAS from the listing of qualifications options, in order to provide businesses with better opportunity to find a “best fit” for the on-call contract position.

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Please note, there is a stipulation as to the VQAS acceptable screening levels and previous experience required in the Federal Sector.

11. Page 8, 3.2.1. Many interpreters that accept “cleared” work in the DC metro area are being paid the industry standard from start to finish of their day. Many of them will be deterred from a client that has an unbillable portion of the day. Will the government consider removing the 30 minute unpaid lunch from the schedule?

A 95% of all the interpreting service needs here at the DLA is uncleared work. Regardless of whether it is cleared or uncleared work throughout the day for the on-call contract requirements, the DLA EEO office has set the typical hours to mimic the in-office procedures here. This ensures that the team of Core interpreters always receive at least a 30 minute lunch where they can decompress and relax as they see fit without being called away at the last minute to interpret. The government will not consider removing the 30 minute unpaid lunch from the schedule.

12 Page 10, 4.2. Industry standard is to pay interpreters for assignments that are not cancelled with more than two business days’ notice. Not paying for these cancellations will result in interpreters being less willing to commit to the work, since they have multiple options to work where their cancellation policy is honored, thus making it much more difficult to ensure coverage. Non-compliance with industry standards will also cause reputable vendors to not bid on this opportunity, knowing that this will impact the livelihood of an interpreter. Will the government remove this section?

The DLA understands your concern and recognizes how that can impact an interpreter’s willingness to pick up an assignment. However, the requirement for an on-call interpreter will not change due to the Firm Fixed Price structure. Barring, unforeseen circumstances (like inclement weather or emergency), no cancellations will be incurred. The on-call interpreter will be required every day weekly (excluding Federal Holidays) for the duration of the contract for the typical specified hours. The Government will not remove this section.

13 Page 11, 5.01. Can the government provide an example of a “new interpreting services outside the scope of this contract…”?

Yes. An example of new services outside of the scope of this contract may include but are not limited to: VRI, Oral interpreting, Tactile interpreting.

14 Page 20, I. Ordering Period. Can the government explain if the 3rd paragraph mentioning last minute interpreting needs and requests are related to

The following section is an oversight and will be processed for removal by our contracting office.

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additional services (ad hoc)? If so, can the government add a CLIN to reflect ad hoc services?

“Requests shall be made at any time, given the nature of last minute interpreting service needs and requests. However, the contractor has the right to refuse an assignment when less than 48 hours’ notice has been given to them. The contractor’s refusal notice must be given within 2 hours of the time that the request was submitted. This refusal must be documented in written format, preferably via email to both the COR and the Scheduling Coordinator. If the contractor has refused to provide services for any reason, the DLA has the right to contact the other contracted vendors on the contract in an attempt to successfully receive interpreting services as needed. No additional or special rates shall be used for requests placed with less than 5 business days’ notice.”

15 Page 20, I Ordering Period. Filling requests with less than 5 business days’ notice is extremely difficult and more expensive for small business vendors.

Will the government remove the sentence, “No additional or special rates shall be used for requests place with less than 5 business days’ notice.”

and allow vendors to have tiered rates to support small businesses?

That statement will be removed due to its non-applicable nature to this contract requirement.