SP4705-21-R-7321-Questions and Answers- EEO Interpreting 6-16-21.pdf

EEO ASL AD-HOC INTERPRETING SERVICES

SP4705-21-R-7321

QUESTIONS AND ANSWERS

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1. Question Is this a multi-award? If so, how many vendors do you plan to award?

Answer Yes, this is a multi-award contract vehicle. We plan to have two (2) vendors.

2. Question

What would be the difference between non-specialty hours and specialty hours?

Non-Specialty Hours are those Interpreting Services that do not require a minimum level of a Secret Clearance.

Specialty Hours are those Interpreting Services that do require a minimum level of a Secret Clearance.

3. Question

Approximately how many requests require security clearance?

Currently, in the virtual environment, no requests require a security clearance, however, upon return to the office, it is possible that up to 10% of the hours may require a clearance.

4. Question

Approximately how many requests are offsite?

Currently all services are being administered virtually via Zoom for Government, however, once employees return to the office on a day-to-day basis, we can expect no more than 5% of the requested hours to be offsite.

5. Question

How should contractors submit an additional rate for interpreters requiring a clearance?

Per PWS 6.2.1, "The contractor shall bill the agency using the rates established and agreed upon in the Rate Schedule, as applicable with either 'Non-Specialty' or 'Specialty' services. The contractor will also include a separate hourly rate for interpreters requested needing a clearance to perform the duties of the job request." The Specialty CLIN(s) will be used to provide all rates associated with a security clearance.

QUESTIONS AND ANSWERS

6. Question

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Is the noted 1,500 under "SECTION B: Supplies or Services and Price/Costs" the annual estimation of service request hours from years past? What are your weekly and monthly averages of service requests?

Thus far in 2021, roughly 280 hours of service were requested monthly.

In 2020, roughly 185 hours of service were requested monthly.

In 2019, roughly 223 hours of services were requested monthly.

However, we are anticipating an increase in requests over the coming months.

7. Question

What are the current incumbent standard hourly rates and After hours/Last Minute rates, if any?

We can’t answer this question.

8. Question

What were some of the challenges, if any, that the previously awarded vendors faced while supplying this need?

No challenges experienced, however, as many meetings include extensive jargon and acronyms, provision of a consistent group of interpreters has been found to be the best approach in providing our consumers with a high-quality service.

9. Question

Do you have a current incumbent supplying and maintaining services as you prepare for a new contract?

Yes, we have two.

10. Question

What is the past contract ID?

SP4705-18-D-0001 and SP4705-18-D-0002

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11. Question What is the proposed budget for this contract?

We can’t disclose this information.

12. Question

What factors will determine if this is single or multiple award?

This will be a multiple award.

13. Question

Have there been any demanding cases in years past, where Certified Deaf Interpreters (CDIs) were needed for special interpreting circumstances? CDIs are Deaf and work along-side Hearing ASL interpreters to breakdown the language barrier further for those deaf consumers who may have limited language or other disabilities that hinder their comprehension?

DLA has not yet experienced the need for CDI services, nor require them that this time.

14. Question

Is the Department open to VRI services in case an on-site interpreter is unavailable for immediate or emergency services?

however, once employees return to the office on a day-to-day basis, the option of VRI will be made know in DLA’s request and based on the appropriateness of its use for each assignment.

15. Question

How often are last-minute/ Emergency services requested, or on average, its frequency in the past?

In 2020, roughly 350 hours of service were requested under 48 hours’ notice.

In 2019, roughly 25 hours of services were requested under 48 hours’ notice.

The increase in the number of hours is assumed to be due to the virtual nature in which interpreting services are currently provided.

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16. Question Will there be a percentage incentive calculation added for those submissions of Vendors noting Small Business (SB), Certified Women Owned Business Enterprises (WOB).

No. this solicitation is set-aside 100% for small business. This is a firm fixed price contract; therefore, incentives are not included in this contract. Vendors will only be paid for Services Rendered.

17. Question

Who is the incumbent?

Access Interpreting Inc, and Mid-Atlantic Group

18. Question

How will the allocated hours be distributed between the multiple vendors selected?

Requested hours will be rotated between the vendors, based on consumer needs and remaining hours available.

19. Question

Number of requests requiring a Secret Clearance.

Currently, in the virtual environment, no requests require a security clearance, however, upon return to the office, it is possible that 5-10% of the hours may require a clearance.

20. Question

What are the current struggles/issues experienced with the current vendor in filling requests?

No current struggles/issues experienced with filling requests by the incumbents, however, as many meetings include extensive jargon and acronyms, provision of a consistent group of interpreters has been found to be the best approach in providing our consumers with a high-quality service.

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21. Question

"PAST PERFROMANCE QUESTIONNAIRE A PAST PERFORMANCE SURVEY

COVER SHEET (Attachment A) and PAST PERFORMANCE MATRIX (Attachment B)"- How many direct customers are required to complete the SURVEY COVER SHEET of past performance on behalf of the offeror to meet the Department's requirement? Will 2-3 suffice?

Three (3) vendors for the Past Performance Matrix and Survey Cover Sheet from direct customers will suffice.

22. Question

Will this RFP be awarded to multiple vendors? If so, how will the work be distributed?

Yes, this will be a multiple award contract. Requested hours will be rotated between the vendors, based on consumer needs and remaining hours available.

23. Question

How does DLA currently organize their requests – do they all go through one team or is it decentralized?

The DLA Interpreting Program operates in a centralized fashion, all requests and management of requests will take place from a single shared inbox.

24. Question

Page 6, Section 1.0.5 states "In fiscal year (FY) 2020, the DLA HQC, EEO office provided 5,306 hours of total interpreting services, while approximately 2,286 hours were solely provided through our ad-hoc sign language interpreting services contract, on an as-needed basis." Can you please clarify how the other 3,020 hours were fulfilled if they were not completed through the current ad-hoc sign language interpreting services contract?

The DLA has three full-time federal staff interpreters, as well as an On Call contracted interpreter to fill the remaining hours.

25. Question

Does DLA have ASL interpreters on-staff? If so, how many?

Yes, DLA has three full-time federal staff interpreters.

QUESTIONS AND ANSWERS

26. Question

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How many urgent/last minute requests were made in 2019 and/or 2020?

In 2020, roughly 350 hours of service were requested under 48 hours’ notice.

In 2019, roughly 25 hours of services were requested under 48 hours’ notice.

The jump in the number of hours is assumed due to the virtual nature in which interpreting services are currently provided.

27. Question Due to the ongoing COVID-19 pandemic, will DLA consider utilizing video remote interpretation services as well?

however, once employees return to the office on a day-to-day basis, the option of VRI will be made know in DLA’s request and based on the appropriateness of its use for the assignment.

28. Question

Will interpreters be required to purchase a parking pass? What are the parking fees, if any?

Interpreters are not required to purchase a parking pass. DLA Parking is free of charge.

29. Question

Page 12, Section 6.2.1 states "The contractor will also include a separate hourly rate for interpreters requested needing a clearance to perform the duties of the job request." We can’t seem to locate anywhere in the Performance Work Statement (PWS) what level of clearance is required for personnel.

Can you provide the level of clearance needed to do the work?

3.0.5 The DLA may submit requests on occasion requiring the contractor to fulfill the request with an interpreter who possesses a minimum level of a Secret Clearance. The interpreter provided through the contractor is required to satisfy all requirements listed in Section 3.1, as well as possess the clearance level requested.

QUESTIONS AND ANSWERS

30. Question

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Who pays for the clearance(s) required for this opportunity?

Interpreters will already need to possess clearance before being utilized for this contract and assigned to requests requiring security clearances.

31. Question

How technical is the jargon to be interpreted?

The jargon can be quite technical, especially in the areas of finance and information technology, which is why a minimum of RID/NAD Certification is required.

32. Question

Are there any challenges you would like this new contract to address?

As many meetings include extensive jargon and acronyms, provision of a consistent group of interpreters has been found to be the best approach in providing our consumers with a high-quality service.

33. Question

We do not see a draft DD-254 in the solicitation. The government does reference at least an occasional need but has not provided any draft security guidance as is standard for this type of solicitation.

All qualified vendors with an active facility clearance at the SECRET or higher level will need at least a draft DD254 to provide a responsive proposal addressing security matters and assuring they can comply with the requirements. DCSA will find a vendor out of compliance with NISP standards if they do not have a DD254 to provide guidance, a security POC, and specific details on the level of clearance needed for every contract that has a classified requirement as this one apparently does. Standing by for your guidance on the DD254.

Due to the potential for classified work to be performed under this contract, a DD254 is required and will be provided. The Solicitation will be amended to include the DD254.

The CLIN for the classified work will be an optional CLIN, therefore, the Facility Clearance does not need to be completed until after award. All offerors should be able to obtain a security clearance and be prepared to quickly request the security clearance if selected.

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34. Question Your section 3.3.1: If assignment is occurring within the DLA Headquarters facility or at the Defense Threat Reduction Agency (DTRA), interpreters shall arrive in the lobby 30 minutes prior to the start of the assignment to allow for security screening, check-in, and be escorted to the assignment.

a. What percentage of assignments are at these locations, requiring 30 minutes advance?

b. Is this time to be compensated to the interpreters?

While all work is currently being performed remotely via Zoom for Government, when employees return to the office on a daily basis, we expect most of the work, at least 95%, will be performed at the DLA Headquarters and DTRA facility. As is standard in the National Capital Region, interpreters are not compensated for time spent in security screening, check-in, etc.

35. Question The instructions for submission are to some degree a holdover from paper submissions, talking about separate “Volumes”, etc. As this will be an electronic submission only, we were planning on sending a single PDF document, containing all the portions of the submission, including all Volumes, and the Key Personnel resumes, in the proper order, with the required Table of Contents, etc. (in reality, two PDF documents- one full, and one with company name redacted, per your instructions). Please advise if this approach of using a single compiled PDF for the submission is appropriate.

The information is stated in the solicitation. Please refer to the table of contents beginning on page 39 of the solicitation.

36. Question

Regarding documentation of past performance (in addition to Attachments A& B), we plan to both describe and cite existing and historical Federal contract numbers we have held and performed under. if you require more documentation, that would be things such as billing records, invoices, WAWF submissions, etc, and those can be provided upon request, or obtained by your research and access to the WAWF system form your end. Will that be a valid approach for your evaluation? No other specific method for documentation of past performance is detailed in the RFP; please advise if there are additional steps you would find helpful.

Past performance – no documentation showing billing records, invoices, WAWF submissions are required.

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37. Question Additionally, in response to seeing that you intend to award to only 2 vendors, and you have 2 incumbent vendors, and assuming that you are happy with their services, it seems unlikely you would replace them. Is this contract intended to be additive to, and overlapping with the contract under which the incumbents operate, or is the old contract expiring/expired, and you are looking for only two vendors total for the ad hoc services going forward?

The two contracts are expiring. As the solicitation states, we are looking for two vendors.