SSN SAM Translation Eq Svs 541930.pdf

Office of the Under Secretary of Defense for Policy Meeting Interpretation, Equipment Rental and Support Services

Sources Sought Notice

HQ0034240401

03/29/2024

Agency/Office: Washington Headquarters Services/Acquisition Directorate (WHS/AD).

Title: Office of the Under Secretary of Defense for Policy (OUSD(P))

Meeting Interpretation Equipment Rental and Support Services - Sources Sought Notice

Location: Hilton Alexandria Old Town located at 1767 King Street, Alexandria, VA 22314

NAICS: The anticipated North American Industry Classification System (NAICS) Code for this requirement is NAICS Code 541930 Translation and Interpretation Services with a corresponding size standard of $22.5Mil.

Responses are requested from large and small businesses. Qualified small business concerns are requested to provide the firm’s socio-economic status, i.e., Small Businesses, 8(a) Small Businesses, HUBZone Small Businesses, Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Woman- Owned Small Businesses (WOSB) and Economically Disadvantaged Women-owned Small Businesses (EDWOSB). If at least two qualified small businesses are identified during this market research stage, any competitive procurement that may result may be conducted as a small business set-aside. Small businesses are defined under the associated NAICS code and size standard.

I. Description of Requirement.

Washington Headquarters Services Acquisition Directorate in support of the Office of the Under Secretary of Defense for Policy (OUSD(P)) within the Office of the Secretary of Defense (OSD) is seeking information on how an interested firm may provide rental of, setting up of the audio visual and interpretation equipment one day in advance of the meeting, and also providing conference technical support for the duration of the meeting. The tear down will also need to be performed by the contractor at the end of the event, on 7 June 2024. Period of rental will be from 5 to 7 June 2024. This includes but is not limited to audio and interpretation equipment rental with associated support including a rental of the Interpretation Booth, Interpretation/Sound Equipment, Electrical Equipment, providing In- Conference Technical Support.

II. Background of Requirement.

Interpretation equipment with technical support is necessary to support a program meeting from 5 to 7 June 2024.

The Program Board (PB) meeting will be held in Alexandria Virginia at the Hilton Old Town conference space.

III. Administrative Information of Sources Sought Notice.

THIS SOURCES SOUGHT NOTICE IS FOR INFORMATION GATHERING ONLY and is not to be construed as a commitment by the Government to procure any items/services, or for the Government to pay for the information received. All submissions become Government property and will not be returned.

THIS IS NOT A SOLICITATION FOR PROPOSALS OR QUOTES. Currently, no solicitation exists;

therefore, do not request a copy of a solicitation. The Government DOES NOT intend to award a contract on the basis of the responses to this Sources Sought Notice. This Sources Sought Notice is to gain knowledge regarding the capabilities and qualifications of vendors that are certified and qualified as a business concern under 532490 Other Commercial and Industrial Machinery and Equipment Rental and Leasing.

Do not include proprietary, classified, confidential, or sensitive information in the response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.

IV. Specific Task Elements of Requirement.

This Sources Sought Notice seeks to determine whether there are capable vendors that can provide Interpretation Equipment Rentals and Technical Support within the Specific Task Elements listed below.

These Specific Task Elements are in DRAFT stage and may not be all inclusive.

1. The contractor shall have the equipment installed and ready for final checks by 1600 hours on 05 June 2024 at the designated conference room.

2. The contractor shall liaise with the hotel to have access to the conference room on the day before the conference and meet with the responsible Point of Contact.

3. The contractor shall provide in his/her offer, the brand / the model (and the images / photographs) of the booth and audio and interpretation equipment to be used.

4. All elements of the equipment shall be functional and free of defects.

5. Required Audio Equipment: A Digital Conference Network (DCN) type audio system sufficient to serve thirty (30) delegates. The system shall enable each delegate to adjust their listening volume independently and to select the language channel they wish to listen to independently.

Each delegate shall have access to a microphone at the table. Two delegates may share one microphone, provided each delegate can adjust his/her listening volume and channel independently from the other delegate. Each delegate shall be provided a headphone. Audio system can be wired or wireless but must be free of interference.

6. One (1) Chairman’s microphone unit, with integral volume control and language channel selector.

7. One (1) interpretation booth and equipment connected to the meeting audio/visual system (refer to paragraph titled Interpretation Equipment Requirements).

8. All necessary cabling (power and audio) shall be provided by the contractor.

9. Interpretation Equipment Requirements: The conference will be held with delegates expressing themselves and listening to others in both official languages (English and French).

10. Requirements of Interpretation Booth Rental: One single interpretation booth shall be provided, large enough to accommodate two (2) interpreters working side by side, providing simultaneous interpretation from English into French and from French into English. The interpretation booth shall be positioned so as to avoid disturbing delegates and provided with adequate means of ventilation. The interpretation booth shall meet ISO standard 4043 (Mobile Booths for Simultaneous Interpretation) or ISO standard 2603 (Fixed Booths for Simultaneous Interpretation). The interpretation booth shall be positioned so as to give interpreters a clear, unobstructed and direct (not electronically assisted) view of the whole room and in particular of the screen used for presentations (and if possible, of the chairman).

11. Requirements for Interpretation/Sound Equipment: The interpretation booth shall contain two (2) interpreter consoles. Both interpreter consoles shall be configured to allow the interpreter using it to perform simultaneous interpretation from English into French and from French into English.

The interpretation equipment and the equipment used by delegates to listen to Interpreters and to speakers at the conference shall provide three (3) separate channels:

12. One direct channel (Channel 0) to convey what speakers say regardless of which language is spoken (called the Floor Channel)

13. One channel (Channel 1) is to convey French, and

14. One channel (Channel 2) is to convey English.

15. Three (3) sets of binaural headphones should be provided, each for use by one of the three of our interpreters.

16. The chairman's microphone shall operate independently of all other microphones.

17. The system shall be configured so that switching on one microphone switches off all other microphones (except the chairman's).

18. Electrical Equipment: A power supply outlet (connected to the general electricity network) shall be provided in the interpretation booth to power Government provided interpreters' laptop computer. Two small reading lamps to illuminate the interpreters' workspace shall be provided in the interpretation booth, along with appropriate connections to the power supply/electricity network.

19. No Public Address Systems.

20. In-Conference Technical Support Requirements: The contractor shall have at least one (1) technician in the conference room throughout the meeting to monitor and control the audio visual and interpretation equipment.

21. The contractor's technician shall understand and speak fluent English.

22. The contractor's technician shall monitor the rented equipment for proper operation throughout the conference and shall intervene expeditiously and solve any technical issues encountered with the rental equipment throughout the meeting.

V. SUBMISSION REQUIREMENTS.

All interested vendors having the skills and experience necessary to perform the stated requirements are requested to provide capability statements of no more than five (5) pages, single spaced, Times New Roman font, size 12 within an 8.5 by 11-inch page. Cover letters and extraneous materials (marketing, brochures, etc.) will not be considered. Responses to this notice will be reviewed for the applicability to the Government’s need and may be determined ‘relevant’ or ‘non-relevant’. A capabilities statement should cover experience, staffing, and technical capabilities. The capabilities statement should address how the firm’s experience relates to the Specific Task Elements in section IV of this Sources Sought Notice.

There are two (2) sections requiring a vendor response, the Information Section and the Technical Section.

1. Information Section. The first page must contain complete responses to the following:

A. Identify whether your firm desires to participate in this requirement as a prime contractor or subcontractor. This information will assist WHS/AD in establishing a basis for developing set- asides and/or subcontracting opportunities, if necessary.

i. Indicate any subcontracting opportunities in any Specific Task Elements, as applicable. Include the estimated percentage for subcontracting opportunities.

B. Firms may recommend alternate NAICS Code.

C. Please provide the following information:

i. Company Name;

ii. Address;

iii. Name of Point of Contact;

iv. Phone Number;

v. Email Address;

vi. CAGE Code;

vii. Identify whether company is a small business under 532490 Other Commercial and Industrial Machinery and Equipment Rental and Leasing (size standard: $40M or 541930 Translation and Interpretation Services (size standard of $22.5Mil) or any related NAICS Code;

viii. If company is a small business, identify socioeconomic classification, e.g., Woman-Owned and/or Service-Disabled Veteran-Owned.

The Information Section will not count toward the page limit.

2. Technical Section. The technical section must demonstrate experience, staffing and technical capabilities related to the Specific Task Elements in its response.

A. Experience Section must provide two (2) contract references naming work experience for a Federal Agency in the Specific Task Elements and the total contract value. The Experience Section must not be longer than two (2) pages;

B. The Staffing Section must provide a staffing plan of how the firm would staff the requirement – including labor categories and total number of labor hours contemplated to work. The Staffing Section must not be longer than two (2) pages.

C. The Technical Capabilities Section must demonstrate methodology to establish and perform the Specific Task Elements. The section must be no longer than two (2) pages.

VI. SUBMISSION DATE AND TIME

All capability statements should be submitted no later than 4:30 PM, ET on April 5 2024 via e-mail to lisa.k.brown1.civ@mail.mil with a courtesy copy to mayya.f.dickens.civ@mail.mil. The email subject line should be titled “Translation Equipment Rental and Audio-Visual Support.” WHS will not acknowledge receipt of responses to this Sources Sought Notice. No hard copy submissions will be accepted. Submissions to any person other than the ones listed will not be considered. Submissions received after 4:30 PM, ET on April 5, 2024, will not be considered. Questions will not be entertained.

Lisa K. Brown Contracting Officer mailto:lisa.k.brown1.civ@mail.mil mailto:mayya.f.dickens.civ@mail.mil