Vendor Questions-Agency Answers.doc

Social Security Administration Solicitation: SSA-RFP-10-1051 - Amendment 1

Vendor Questions and Agency Responses

1. Who is the incumbent contractor and what is the contract value?

Purple Language Services

11002 Veirs Mill Road, Suite 506

Silver Spring, MD 20902

Current Contract Value: $10,012,669.06

2. Many interpreters charge for a half day or full day because a two hour assignment in the morning, for instance, books their entire morning. Will SSA allow for invoices based on a half day or full day?

No. In addition, invoices shall be submitted monthly.

3. Do we need to submit resumes for potential interpreters or will resumes for key employees suffice?

Resumes and proof of certification for potential interpreters are needed to verify that the interpreters and/or CART providers are certified with a recognized certifying organization and have a minimum of 4-year paid professional experience within the last 6-years.

4. If our teaming partner already provides ASL service to SSA on an ad hoc basis, can they continue to receive requests for services outside of this contract?

Yes.

5. How far in advance are most ASL interpreters requested?

Daily onsite interpreters are on-call and requests for services may be made with little notice. For agency-wide service requests, SSA tries to provide reasonable (five day) advanced notice.

6. In the last contract term how often were ASL interpreting services requested less than 2 days ahead?

Agency-wide service requests were never requested less than 2 days ahead.

7. How far in advance are most CART services requested?

CART services were never ordered from the current contract.

8. In the last contract term, how often were CART services requested less than 2 weeks ahead?

Never, CART services were never ordered on the current contract.

9. In the last contract term, how often were CART services requested less than one week ahead?

Never, CART services were never ordered on the current contract.

10. The RFP lists both potential VRI and VRS services, can you define the differences as SSA understands them?

Video Relay Service (VRS) – A video telecommunication service used to provide deaf, hard-of-hearing, and speech-impaired individuals with the ability to communicate with hearing persons at a different location, with the assistance of a sign language interpreter.

Video Remote Interpretation (VRI) – VRI uses video technology to provide deaf, hard-of-hearing and speech-impaired individuals with the ability to communicate with hearing persons at the same location, with the assistance of a sign language interpreter.

11. What are the minimum hours of payment for each of the various subcontract services: ASL interpreting, CART, VRI and VRS?

One hour.

12. Will SSA personnel input requests directly into an online request and confirmation system rather than use phone/fax/email?

Currently, requests are received via phone or email.

If you have an online system for requesting services, you can propose that as option in your Technical Approach.

13. Will SSA provide monitors, projectors and other materials for CART services?

No.

14. Will SSA require transcripts from CART services provided?

The need for transcripts will be determined on a case-by-case basis as determined by SSA. SSA requests that the copy of the non-certified transcript (if requested) be provided as a courtesy copy.

15. What compensation will be provided for transcript correction/adaptation?

None.

16. Will SSA provide specialized vocabulary for CART services ahead of time?

When possible, SSA will provide guides, acronyms, etc. for the benefit of the transcriber and the ease of the SSA employee.

17. Page 16 - 3- Travel/Transportation, how will the cost be paid? Is this additional cost over 50 miles already included in the spreadsheet to be invoiced after the service?

Travel costs (per diem, transportation, tolls, parking, personal vehicle mileage, etc.) will be reimbursed from the stated not-to-exceed travel allocation designated in each task order. Actuals will be paid upon receipt of a properly documented invoices.

If by spreadsheet, you are referring to the Pricing document in Section B, these should be loaded hourly rates. Do not add additional lines for travel.

18. Page 42 - c-6.6 insurance, is each interpreter required to have their own insurance? Because we are a small business, is workman's comp sufficient?

The contract document states that the following is required:

(a) Worker's compensation insurance, or equivalent worker's compensation coverage, as required or prescribed by law, with minimum employer liability limit of $100,000 for accidental bodily injury or death, or for occupational disease.

(b) Comprehensive general liability with minimum limit of $500,000 per accident for bodily injury and $50,000 per accident for property damage.

19. Page 43 - c-6.7 Payment Basis states 30 day net. Can an amendment be done for progress payments since this is a Hubzone requirement and would be a hardship for small businesses.

If special payment options are needed please indicate this need on your proposal and it will be taken into consideration prior to award.

20. Pg. 68 - e-2 (4)(vii) - please define the term "evaluation methodology."

This contract section states: Provide firm’s evaluation methodology and requirements for interpreter subcontractors.

We are asking offerors to explain how your company evaluates/selects vendors to be your subcontractors, and the requirements they must have.

21. Pg. 69 - e-2(5) - please define the term "express warranty."

This term was taken directly from the Federal Acquisition Regulation, 52.212-1 (b)(5) and does not really apply to this contract since it relates more to the delivery of tangible items. However, the following definition was found at: http://definitions.uslegal.com/c/contracts-express-warranty/ Express warranties are created by affirmative acts of the seller that are an affirmation of fact or promise made by the seller which relates to the goods and becomes part of the basis of the bargain. Express warranties can be created when the seller describes the goods or furnishes samples. Express warranties create strict liability for the seller, so that negligence need not be proven.

In general, express warranties are based on factual statements rather than opinions about the future. An exception is made when it is a professional opinion which can create a warranty. Under the Uniform Commercial Code (UCC), which has been adopted in some form by almost all states, liability for breach of warranty is based on seller status Manufacturer, distributor, and retailer could all be jointly and severally liable, so that the full amount of damages could be collected from one or any of them. The distributor and retailer may be able to escape liability if the manufacturer is not bankrupt. Purchasers, consumers, users, and even bystanders are entitled to sue in most states for breach of warranty

The following information was found at: http://www.nolo.com/dictionary/express-warranty-term.html In consumer or commercial transactions, a guarantee about the quality of goods or services made by a seller, such as, "This item is guaranteed against defects in construction for one year." Most express warranties come directly from the manufacturer or are included in the sales contract. 2) An assurance or promise made by a contracting party.

For futher information, refer to FAR 12.404 (b) Express Warranties.

22. Page 71 states: Demonstrate that the prime contractor has sufficient ability and resources of its own, and is not relying solely on the subcontractor to provide the expertise and/or resources. Does this include teaming if the prime will take care of all administrative and finance requirements?

Yes. The Prime must still demonstrate that they have sufficient ability and resources on their own.

23. How will p. 71 apply to SBA-approved 8(a) joint ventures?

Offerors participating in an approved 8(a) joint venture will be viewed as one entity and not as a prime/subcontractor relationship.

24. Will interpreters be “on call” for any centers under 1600 hrs?

The type and nature of services required for agency wide service requests (ASR’s) will defined on each task order

25. Some of the times listed in the sow exceed 8 hrs. Should we assume lunch hour is included?

See Sections B-2.2 (B)(4) and B-2.2(E)(2) for information.

26. Is travel time included in assignment hours? In other words, will interpreters be paid to travel to and from off-site assignments?

See Sections B-2.2 (B)(3) and B-2.2(F)(3). No travel time will be paid to and from off-site assignments.

27. Can we propose 2 interpreters for any meetings longer than 1 hour instead of 2 hours mentioned in sow?

The number of interpreters scheduled for an assignment will be determined based on the nature of the assignment.

28. The shifts indicated for WBDOC are only 8 hours, all other shifts listed for DOS list 9 hours with 1 hour unpaid for lunch. How much time is unpaid for lunch at WBDOC?

See Section B-2.2(B)(4)

29. Is it possible to have those 2 shifts adjusted (at the WBDOC) to have 8 hours paid with 1 hour unpaid lunch to follow the other centers?

Not at this time. The work performed by the deaf employees at the WBDOC is shift work. The shifts reflected in the SOW are based on those shifts.

30. The RFP indicates 3600 hours for VRI and VRS. Is this to be performed as an ad hoc service in addition to the ad hoc hours already estimated?

Requests for VRI/VRS are considered agencywide service requests (ASR’s) which are requested as needed.

31. Who is the current incumbent?

See Question # 1

32. Is it the expectation that the on-site coordinator will coordinate all ad hoc work at all locations listed in the RFP?

No, the contract coordinator will provide daily onside coordination at SSA Headquarters. See Section B-2.2(E)(1)

33. Will the on-site coordinator focus only on the 14 interpreters listed in clin 001 and 003 or will that person be responsible for ad hoc work at those same sites?

No, the contract coordinator will provide daily onside coordination at SSA Headquarters. See Section B-2.2(E)(1)

34. What system is currently used for managing requests? Is it an on-line system, web-based or ssa proprietary?

See Question # 12

35. In the ASR overview it is indicated that SSA may contract with other vendors for contracts of less than $2,500.

A) How often did this happen in the most recent contract year?

Unknown. These orders are not placed against this contract.

B) Do you expect that such contracts with other vendors will result in a reduction in the total number of hours estimated on the current RFP?

Unknown.

C) If so, can you provide a rough estimate of how many?

Not Applicable.

36. In the ASR section of the RFP you describe cancellation policies.

A) In the most recent contract year how many instances of cancellations with less than 2 days notice occurred?

Approximately 0 to 1.

B) For these instances how many days in excess of the maximum 2 payable days were cancelled?

None.

37. It is indicated that SSA will provide property (office furniture, computer, TTY, etc.) For DOS interpreters “if possible”.

A) What criteria will define whether these items will be provided?

SSA will provide office furniture, computer equipment, telephone, TTY and office supplies to the coordinator and will provide desk/table, telephone, TTY, computer and office supplies to the interpreters based on availability, location, and schedule. Vendor will not be required to supply any of these items.

B) Can you estimate what percentage of interpreters will not have these items provided?

SSA cannot provide an estimate, however, items will be provided by the Government based upon availability, location, and schedule.

38. Does this contract allow for contract employees at the regional centers?

Daily on-site interpreters are located at the sites listed in the solicitation. Agencywide service requests may require interpreters at any SSA office, nationwide, including regional offices.

39. Please clarify the projected award date and projected start date of new contractor.

SSA will attempt to award this contact in September 2010 for an October 1, 2010 Start Date.

40. Please clarify what is meant by the $2,500 minimum limit on requests (c-5.4)?

The federal micro-purchase threshold to furnish services through the use of service employees (Service Contract Act of 1965, See FAR 22.10) is $2,500.

41. Does c-5.4 mean that only ad hoc requests for more than $2500 be issued? Does that mean that orders under $2500 will be placed on an agency purchase card and not processed through the contract?

This is correct.

42. Can an order be placed under $2500 on this contract?

Historically, this has not been the process in the past.