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Question number
| 1. |
| Can companies from outside the US submit quotes for this requirement? |
| In accordance with the RFQ and PWS, this is a small business set aside under the applicable NAICS code. As such, non-US businesses performing outside of the US and its territories would not be eligible to be a prime contractor |
The SBA, for most industries, defines a "small business" either in terms of the average number of employees over the past 12 months, or average annual receipts over the past three years. In addition, SBA defines a U.S. small business as a concern that:
•Is organized for profit
•Has a place of business in the US
•Operates primarily within the U.S. or makes a significant contribution to the U.S. economy through payment of taxes or use of American products, materials or labor
•Is independently owned and operated
•Is not dominant in its field on a national basis
| 2. |
| Will there be any in-person meetings at our location? |
| There are no in-person meetings mentioned in the PWS, nor are we planning on conducting any at this time. |
| 3. |
| Can we perform the tasks (related to RFQ) outside USA? (like, from India or Canada) |
See question 1.
| 4. |
| Can we submit the quotes via email? |
| Yes, in accordance with the RFQ, quotes must be submitted by email. |
| 5. |
| In what format (PDF, Word, Excel, other) will I receive the document to be translated (in Word format would be preferable) ? |
| The document is in MS Word format. |
| 6. |
| How many pages are contained in the document? |
There are approximately 1,100 pages in the document.
| 7. |
| How many total words are in the document? |
| There are approximately 350,000 words in the document. |
| 8. |
| Work will be at the contractor facility. Is there any anticipated travel to SOUTHCOM or other location for this project? |
| None is anticipated. |
| 9. |
| Paragraph 1.7 states the contractor qualifications for translator proficiency. LEXA Global translators oftentimes are prior military, having been trained at DLI for Foreign Area Office positions or like myself, 28 years of active duty in Army Civil Affairs; however the translator I have in mind for this proposal is an experience translator who previously worked for United Nation entities. She has a thorough knowledge of military terminology related to Peace, Security and Military Operations in general. I just want to make certain that someone with her level of proficiency and expertise would be acceptable. |
| State Department Language Proficiency Definitions are listed at the following link: |
https://careers.state.gov/gateway/lang_prof_def.html
In addition, the PWS stipulates that “the translators must have experience working with US Embassies, US Army South, US Southern Command or other US Federal Agency, in civil-military affairs, and must possess thorough knowledge of military terminology related to Security and Military Operations in general.”
Also, provision 52-212-2 instructs offerors to “submit professional certifications for all translators to perform work on this requirement showing that they meet the U.S. Department of State Foreign Affairs Handbook Volume 3 Handbook 2 - Foreign Service National Handbook Level 5 Professional Translator/Interpreter and submit documentation required experience in accordance with PWS paragraph 1.7.”
| 10. |
| Is there an incumbent for this RFQ? |
No, this is a one-time service.
| 11. |
| With regard to Paragraph 1.6.6.3 (Background Checks). Is a background check required to be submitted with the quote? |
| No, there is no requirement to submit a backround check with the quote. |
| 12. |
| How does the past performance weigh in the evaluation process if my company has minimal past performance information? |
In accordance with FAR 15.305(a)(2)(iv), “In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.”
| 13. |
| I see no SF 1449; is there some other form/format for submitting our quote? |
| Submit a copy of the Word version of the RFQ attached in FBO with appropriate information filled in (to include applicable clauses and provisions. |
| 14. |
| The RFQ states a response date of 1 Sep in sec I.D. and |
2 Sep in section II. D. What is the correct proposal due date?
The due date is 2 September.
| 15. |
| Is this an existing or new contract? If existing, what have been the biggest challenges for |
fulfilling services under this contract, and what are the challenges that you anticipate?
See Q&A 10
| 16. |
| Will formatting/layout/desktop publishing (DTP) services in graphic design programs such as |
Adobe InDesign, Framemaker, Quark Xpress, MS Publisher, etc. be required?
The translated document shall be formatted identically to the original (MS Word). Offerors may use any other additional tools or programs to assist, as long as the final version is an editable MS Word document in accordance with the PWS.
| 17. |
| Please confirm that translators must qualify under USCIS employment eligibility. |
| Work performed in the US must be in accordance with all applicable labor laws, to include US Customs and Immigration policies. |
| 18. |
| Does the Government prefer Latin American or Castilian (Spain) Spanish? |
| The target audience for the document is Latin American partner nation militaries, so the document should reflect that. |
| 19. |
| Could you please confirm the type of background investigation required for translators? For |
example, would the equivalent to a NACI suffice?
Yes, a NACI or equivalent would be sufficient.
| 20. |
| Do the translators need to be US citizens. |
| There is no requirement for translators to be US citizens. |
| 21. |
| Please confirm payment will only be made after proof of completion has been made by the COR. |
| Yes, payment will only be made after the work has been completed. |
| 22. |
| Do you have any payment exceptions for small business? Waiting 85 days to get paid will add costs to the price proposal. |
| This is a 100% small business set aside, so no exceptions will be made. |
| 23. |
| Who will provide feedback and please confirm turnaround to implement changes. |
| The designated COR will provide feedback. In accordance with paragraph 1.5 of the PWS, the contractor has 5 days to implement changes. |
| 24. |
| Would you consider doing an 8(a) set aside? |
No, the Government will not be doing an 8(a) set-aside for this requirement.
| 25. |
| Would preferred terminology, style guide be available? |
| The Government will only be providing the SOP document in English. In accordance with the RFQ, offerors shall have the requisite experience and certification |
| 26. |
| “Note 2: To be determined technically acceptable, the submitted specification must meet salient characteristics stated in this solicitation. Prospective contractor must also submit professional certifications for all translators to perform work on this requirement showing that they meet the U.S. Department of State Foreign Affairs Handbook Volume 3 Handbook 2 - Foreign Service National Handbook Level 5 Professional Translator/Interpreter and submit documentation required experience in accordance with PWS paragraph 1.7” |
Will this documentation need to be included with the RFQ, or can we provide this if we are awarded the bid?
This information must be provided with your quote. A determination of technical acceptability takes place before an award is made.
| 27. |
| “(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during pre-award testing.” |
Due to privacy issues, we cannot give samples of translations for other clients. Do you have something in particular that you would like us to translate as a sample for this particular solicitation?
This is standard language included in this provision. No product samples are required.
| 28. |
| “(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation.” |
Can you be more specific about what you are looking for, please?
Under FAR provision 52.212-2, note 2 instructs quoters to include with their quotes the professional certifications of the translators that will perform work on this requirement and professional certifications showing that their translators meet the proficiency requirements as detailed in the PWS. See the answer to question 9 above.
| 29. |
| Section 1.4 - the U.S. Government mentions presenting the Spanish version in Microsoft Word format. Does the U.S. Government want the Spanish version delivered in MS Word 97-2003 Document (maybe provide ease of use for governments is USSOUTHCOM’s AOR) or a newer version? |
| Any Microsoft Word version that is compatible with MS Word 2013 is acceptable. |
| 30. |
| Section 1.6.2 – In last sentence the U.S. Government mentions “deductions”, if applicable. Please confirm there are no deductions as part of this RFQ. |
The Government intends to award a firm fixed price contract, so deductions from the contract price are not a part of the quality assurance plan. However, in the event of substandard work or late delivery, the Government will exercise its rights under FAR clause 52.212-4(a), which may include seeking an equitable price reduction or adequate nonmonetary consideration.
| 31. |
| Section 2.2 - The U.S. Government provides a listing of Acronyms. When the Spanish translation is performed the capital letters for each word will probably change. In the Spanish manual translation does the U.S. Government want the linguistics to also include the US Acronyms? |
| The acronyms listed in section 2 of the PWS are provided as reference for the rest of the PWS document. They are not necessarily applicable to the MNFS SOP. |
The linguistics will include the US acronyms.
| 32. |
| Section 5.1.1 and 5.1.2 – the U.S. Government mentioned you desire “the translated document shall be formatted identically to the original.” As Spanish is an expansive language – the manual will grow by 25% to 50%. Based upon this language expansion – please provide additive feedback on “formatted identically”. Further the current font size it Arial 10. Just reducing the format size to Arial 8 will still not achieve the goal of formatted identically. |
| An increase in document length due to linguistic differences is expected and completely acceptable. Identical formatting refers to margins, type, fonts, etc. |
| In Attachment 2 – Deliverables Schedule – on the 85th day you request 5 copies. If vendor delivers in email format, will 1 email with the complete electronic file meet this requirement? |
| If submitting the final version via CD, 5 copies are required. An electronic submission via email meets this requirement. |
| 33. |
| The essence of the RFP calls for awareness and understanding of U.S. Government security protocols such as NISPOM and others. If a potential bidder holds current government security and facility clearances is this best pointed out in the technical and past performance sections of the vendor response? |
| You may mention any information that demonstrates appropriate experience and qualifications. |
| 34. |
| It appears that the MNFS SOP may be a controlled Defense Article or Service under the International Traffic in Arms Regulations (ITAR) Section 120.9. Will the government confirm that it has procured a license or waiver permitting the delivery of the MNFS SOP to foreign persons? |
Alternatively, will the government confirm that Section 1.7 will be construed to require that only American Citizens are qualified contractors to assist in the translation contemplated by the contract?
The document has received review from the appropriate AT/OPSEC personnel and is unclassified. No license or waiver is required.
PWS 1.7 does not require that contractor employees working on this requirement be US citizens. However, only US-based small businesses are qualified to receive an award for this requirement (see Q&A 1). Additionally, Paragraph 1.6.6.4 requires that “all Contractor employees and sub-contractor employees performing services under this contract in the U.S. or its territories have been pre-screened for employment eligibility using the E-verify Program on the Department of Homeland Security website http://www.uscis.gov/e-verify.”
| 35. |
| Spanish expands document length by approximately 25%. This would change the page count of the original documents. Is this acceptable or would you like the contractor to reduce font size from 12point to something smaller in order to keep the page count the same? |
See Q&A 32
| 36. |
| Due to the size and complexity of the document, we would want to ensure that no formatting problems occur and that we are working off of the exact same document. Is there a pdf version of the document that we could use as an “original” for comparison? (PDF’s can be very useful when ensuring formatting compliance). |
| There is not a PDF version available. |
| 37. |
| Will the contractor have 5 days to complete the final draft after government review? Will the review period be 20 days? |
The contractor will have 5 days to complete the final draft after Government review. The Government reserves the right to take up to 20 days to review the document for corrections.
| 38. |
| Is it the U.S. Government’s planning to provide the MS Version of the file? |
| The rtf file is the only one that will be provided. |
| 39. |
| Some images in the manual are not editable and are fixed images. Does the U.S. Government desire for the vendor to recreate the images or what action should be taken? |
| The contractor shall recreate the images if necessary. |
Department of the Army Cyber Command