R608--ASL Language Interpreter VA Roseburg

1. This is a combined synopsis/solicitation for Instrument Sharpening, as prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. A firm-fixed price purchase order is anticipated. FAR 13, Simplified Acquisition Procedures will be used.

2. The solicitation number is 36C26020Q0210 and is issued as a request for quotation (RFQ).

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.

4. This solicitation is set aside 100% for Service-Disabled Veteran-Owned Small Businesses and the associated NAICS 541930 code has a small business size standard of $8 Million. The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov). The Government is seeking a contract to acquire Translation Services. This solicitation is seeking to fulfill the statement of work.

5. PRICE/COST SCHEDULE

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

240.00

MN

__________________

__________________

TELEPHONE TRANSLATION SERVICES

Contract Period: Base

POP Begin: 06-01-2020

POP End: 05-31-2021

LOCAL STOCK NUMBER: MINUTES

0002

26.00

HR

__________________

__________________

IN-PERSON AMERICAN SIGN LANGUAGE TRANSLATOR

Contract Period: Base

POP Begin: 06-01-2020

POP End: 05-31-2021

LOCAL STOCK NUMBER: HOURS

0003

2,080.00

MI

__________________

__________________

TRAVEL FOR TRANSLATORS AT GOVERNMENT RATE

Contract Period: Base

POP Begin: 06-01-2020

POP End: 05-31-2021

LOCAL STOCK NUMBER: MILES

1001

240.00

mn

__________________

__________________

TELEPHONE TRANSLATION SERVICES

Contract Period: Option 1

POP Begin: 06-01-2021

POP End: 05-31-2022

1002

26.00

hr

__________________

__________________

IN-PERSON AMERICAN SIGN LANGUAGE TRANSLATOR

Contract Period: Option 1

POP Begin: 06-01-2021

POP End: 05-31-2022

1003

2,080.00

mi

__________________

__________________

TRAVEL FOR TRANSLATORS AT GOVERNMENT RATE

Contract Period: Option 1

POP Begin: 06-01-2021

POP End: 05-31-2022

2001

240.00

mn

__________________

__________________

TELEPHONE TRANSLATION SERVICES

Contract Period: Option 2

POP Begin: 06-01-2022

POP End: 05-31-2023

2002

26.00

hr

__________________

__________________

IN-PERSON AMERICAN SIGN LANGUAGE TRANSLATOR

Contract Period: Option 2

POP Begin: 06-01-2022

POP End: 05-31-2023

2003

2,080.00

mi

__________________

__________________

TRAVEL FOR TRANSLATORS AT GOVERNMENT RATE

Contract Period: Option 2

POP Begin: 06-01-2022

POP End: 05-31-2023

3001

240.00

mn

__________________

__________________

TELEPHONE TRANSLATION SERVICES

Contract Period: Option 3

POP Begin: 06-01-2023

POP End: 05-31-2024

3002

26.00

hr

__________________

__________________

IN-PERSON AMERICAN SIGN LANGUAGE TRANSLATOR

Contract Period: Option 3

POP Begin: 06-01-2023

POP End: 05-31-2024

3003

2,080.00

mi

__________________

__________________

TRAVEL FOR TRANSLATORS AT GOVERNMENT RATE

Contract Period: Option 3

POP Begin: 06-01-2023

POP End: 05-31-2024

4001

240.00

mn

__________________

__________________

TELEPHONE TRANSLATION SERVICES

Contract Period: Option 4

POP Begin: 06-01-2024

POP End: 05-31-2025

4002

26.00

ea

__________________

__________________

IN-PERSON AMERICAN SIGN LANGUAGE TRANSLATOR

Contract Period: Option 4

POP Begin: 06-01-2024

POP End: 05-31-2025

4003

2,080.00

mi

__________________

__________________

TRAVEL FOR TRANSLATORS AT GOVERNMENT RATE

Contract Period: Option 4

POP Begin: 06-01-2024

POP End: 05-31-2025

GRAND TOTAL

__________________

STATEMENT OF WORK

1. Contract Title: Roseburg, Oregon VA Health Care System Interpreting and Translation Services

2. Background: In accordance with VHA Directive 2012-024, Executive Order 13166,

Joint Commission Standard RI.2.100, and EEO laws, VA Roseburg Health Care System

seeks to establish and implement policies and procedures for providing language

assistance sufficient to fulfill equal opportunity responsibilities and provide Limited

English Proficient (LEP) Veterans/patients, their family members and caregivers with

meaningful access to health care programs, services and benefits. Language

assistance includes translation of documents and interpreting of spoken languages as

well as American Sign Language(ASL). The services of certified American Sign Language Interpreting Services are required for deaf and hard of hearing employees at the VA Roseburg Healthcare System.

3. Scope of Work (Requirements and Delivery): Contractor will provide trained and

competent language interpretation and translation services in all available languages to

include, but not limited to, Spanish, Vietnamese, Russian, Chinese, Japanese, Korean,

Tagalog, Laotian and Taiwanese upon request, which may include short notice, 24

hours a day, 365 days a year, for Veterans/patients, their family members and

caregivers who have limited English proficiency. This contract will allow any VA

Roseburg Health Care System clinical or administrative staff members to request

services directly from the contractor. The contractor must be able to track the name of

any Roseburg VA employee utilizing any of the services requested under this contract

and provide this information as specified in the Delivery Schedule clause below.

As part of this contract the following services shall be available throughout the VA

Roseburg Health Care System:

On-site oral interpreter services utilizing an hourly rate.

Telephonic interpreter services utilizing a flat per minute rate.

On-site American Sign Language interpreting services utilizing an hourly rate.

Translation services of written, electronic and multimedia material for all available

written languages utilizing a per word rate.

The Roseburg VA Health Care System expects to schedule an in-person ASL interpreter for monthly meetings as well as for trainings as needed.

4. Monitoring and Compliance: All interpreters and translators are expected to have a

working knowledge of medical terminology in both English and their second language

and must retain the meaning of original speech or text into the target language.

Similarly, oral interpreters must abide by the National Standards of Practice and Code

of Ethics for Health Care Interpreters; American Sign Language interpreters must abide

by the Registry of Interpreters for the Deaf Ethical Code of Conduct; and all interpreters

and translators must conduct themselves in a professional manner when interacting

with patients, medical staff and adhere to the following:

On-site interpreters, including ASL interpreters, are expected to be in

professional attire suitable to the healthcare environment. They should refrain

from wearing clothing which distracts from the orderly conduct of business with

patients and staff. Examples include: shorts, see-through fabrics, sweatpants,

scrubs, denim, tank and spaghetti strap tops, low-cut necklines and wrinkled or

tattered clothing. Due to patients with chemical sensitivities, Roseburg VA Health Care System asks that Contractors avoid using scented lotion, perfume or cologne. All shoes must be clean, safe for the medical setting to include closed-toe shoes. All facial hair

must be neat and trimmed.

On-site interpreters are expected to arrive on site no less than 10 minutes prior to the appointment and check in with person indicated at the time the request was made. This time will not be considered reimbursable time and is reflective of industry standard. Late arrivals will result in no payment.

To ensure a healthy environment for our patients, all on-site interpreters are

required to have annual TB screenings and Influenza vaccinations. To protect

our patient s health, any interpreter showing signs of illness may be asked to

leave.

Telephonic and VRI interpreters must work from a quiet, non-distracting and

secure work environment. Interpreters should be aware of their surroundings

and be cognizant of HIPAA regulations when working from outside an office

environment.

Contractor must ensure that all interpreters and translators are trained and competent in

accordance with Joint Commission and VHA requirements. Interpreters and translators

will comply with patient privacy, confidentiality, and HIPAA requirements. Veterans,

their families and/or caregivers along with Roseburg VA staff may provide assessment of their satisfaction regarding services provided.

5. Other Pertinent Information: Contractor must specify that aside from the fees and

expenses proposed no other costs will accrue to Roseburg VA Health Care System for

the proposed services.

6. Place of Performance: Interpreting and translation services shall be available

throughout the following locations within the Roseburg VA Health Care System;

Roseburg VA Medical Center: 913 NW Garden Valley Blvd, Roseburg, OR 97471

Eugene VA Health Care Center: 355 Chad Dr, Eugene, OR 97408

Eugene Downtown Clinic: 211 E 7th Ave Suite 116, Eugene, OR 97401

Brookings Community Based Outpatient Clinic: 840 Railroad St, Brookings, OR 97415

North Bend Community Based Outpatient Clinic: 2191 Marion Ave, North Bend, OR 97459

7. Period of Performance: This agreement will be a Base +4 Option Year Agreement effective June 1, 2020 May 31, 2012 with each Option Year ending May 31 of that Calendar Year.

BASE

06/01/2020 through 05/31/2021

OPTION PERIOD 1

06/01/2021 through 05/31/2022

OPTION PERIOD 2

06/01/2022 through 05/31/2023

OPTION PERIOD 3

06/01/2023 through 05/31/2024

OPTION PERIOD 4

06/01/2024 through 05/31/2025

8. Delivery Schedule: All invoices will be submitted within 15 business days of the provision of service and must include at a minimum the following information:

1. Date of encounter

2. Start/End time of encounter

3. Language service provided

4. Location

5. Service Type (i.e. on-site, VRI, telephone, translation)

6. Name of employee submitting the request.

All disputes shall be responded to by Contractor within 3 business days of a request.

In addition to the provision of invoices.

9. Security Requirements:

Contracting Department will ensure that a Business Associate Agreement is included

and completed as part of this contract.

The Certification and Accreditation requirements do not apply; Security Accreditation

Package is not required.

10. The provision at 52.212-1, Instructions to Offerors Commercial items (DEVIATION 20018-O0018), applies to this acquisition:

11. The provision at 52.212-2, Evaluation Commercial Items, applies to this acquisition. The following factors shall be used to evaluate offers:

a. Technical Must Meet or exceed SOW

b. Price

12. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer if has not been completed on SAM.gov.

13. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition and the following clauses are added as addenda:

52.204-13

System for Award Management Maintenance

52.204-18

Commercial and Government Entity Code Maintenance

52.232-40

Providing Accelerated Payments to Small Business Subcontractors

852.203-70

Commercial Advertising

852.219-10

VA Notice of Total SDVOSB Set-Aside

852.232-72

Electronic Submission of Payment Requests

14. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and the following additional FAR clauses cited in the clause are applicable to the acquisition:

52.204-7

System for Award Management

52.204-16

Commercial and Government Entity Code Maintenance

52.222-3

Convict Labor

52.222-19

Child Labor--Cooperation with Authorities and Remedies

52.222-36

Equal Opportunity for Workers with Disabilities

52.222-50

Combating Trafficking in Persons

52.223-18

Encouraging Contractor Policies to Ban Text Messaging While Driving

52.232-33

Payment by Electronic Funds Transfer System for Award Management

15. There are no additional contract requirements, terms or conditions.

16. Quotes must be emailed to craig.wagstaff@va.gov and received no later than 3:00 p.m. Mountain Time on March 19, 2020. Quotes may be submitted on this document or the vendor s own form.

NO LATE QUOTATIONS WILL BE ACCEPTED.

17. For information regarding this solicitation, please feel free to contact Craig Wagstaff at craig.wagstaff@va.gov.