SOURCES SOUGHT
R -- Sign Language Interpreting Services
- Notice Date
- 12/15/2009
- Notice Type
- Sources Sought
- NAICS
- 541930
— Translation and Interpretation Services
- Contracting Office
- National Institutes of HealthOD - Office of Logistics andAcquisition OperationsBethesdaMD20892-7511
- ZIP Code
- 20892-7511
- Solicitation Number
- HHSN-NIH-OD-OLAO-SS-10-00
- Response Due
- 12/28/2009
- Archive Date
- 1/27/2010
- Point of Contact
- Mr. Sanford Cook
- Small Business Set-Aside
- N/A
- Description
- The National Institutes of Health (NIH) anticipates a requirement for interpreting services and Computer Aided Real Time Transcribing Services (CART). The North American Industry Classification System (NAICS) code is 541930 and the size standard is $7,000,000 as measured by total revenues. The Contract type is anticipated to be Fixed Price Indefinite Quantity (FPIQ) with a one-year base period and 9 one-year options. NIH is conducting a market survey to determine the availability and technical capability of qualified small business, veteran-owned small business, service-disabled-veteran-owned small business, HUB Zone small business, or 8(a) firms capable of meeting the below requirements. NIH is seeking above type sources with at least three (3) years experience in providing the below services. As the world=s premier biomedical research institution, the National Institutes of Health (NIH) is committed to meeting the needs of staff, patients, guests and visitors who are deaf/hard of hearing (D/HH). The NIH uses interpreting services and Computer Aided Real Time Transcribing Services (CART) to facilitate communication for events/meetings such as work related meetings, training sessions, safety talks, discussions on work related procedures, policies and assignments, disciplinary actions, conferences and any events attended by deaf-hard-of-hearing persons who communicate in sign language, as well as patient visits and appointments. In 2008 NIH used over 21,000 hours of interpreting and Cart services. Over the last 5 years NIH has used an average of over 19,000 hours annually. Historically services have increased 5 to 7 percent a year. The services are primarily on and off the NIH Bethesda campus, in addition to other NIH locations throughout the United States. The contractor is to provide qualified interpreters and CART Services to meet these requirements. The Program Management Team will maintain primary responsibility for the oversight of the contract. This statement of work is for functional and technical assistance in this effort. This one year contract with nine option years will be to provide interpreting and CART services to the NIH. NIH is requesting qualified offerors to respond to the tasks described in the SOW. The NIH employs approximately 30,000 persons of which an estimated 100 are self-identified as D/HH, who are located primary on the Bethesda Campus as well as leased facilities throughout Montgomery County, MD there is an expectation that this number of D/HH employees will grow by 1 to 2 % each year. NIH staff is also located in Frederick, Baltimore, and North Carolina and the United States where there is a need to provide interpreting and CART services to services the NIH employees. In certain circumstances on a case by case basis, the NIH will make prior arrangements with the contractor to reimburse for certain out-of-pocket expenses incurred by the interpreter (i.e., mileage, parking, tolls, lodging) in accordance with U.S. Government/NIH travel regulations. Interpreting services are used principally for meetings examples of these types of meetings that includes a D/HH person include supervisory-employee meetings, training classes etc. Interpreting and CART services are needed for patient consultations, lectures and special events these events are usually but not limited to, a large gathering of persons which includes a D/HH person examples include symposiums, conferences, lectures etc. In addition, any activities sponsored by NIH involving government employees, patients, guests, and visitors in accordance with Manual Issuance 2204 on Reasonable Accommodations may also require interpreting and CART services. Basic interpreting services, including, but not limited to, are sign language, oral, tactile, close-vision, deaf interpreting, and cued speech. Scientific interpreting services include the Basic interpreting services above, but also require a specialized, technical, scientific, medical, and information technology vocabulary, plus familiarity with government vernaculars; The offeror must be able to staff at all times for NIH 36 44 interpreters to including a minimum of 12-15 qualified interpreters with documented experience in scientific interpreting which will be considered key personnel. A minimum of 4 Certified Deaf Interpreters who will also be considered key personnel. A minimum of 15-20 qualified interpreters and to handle all non-technical routine interpreting services and a minimum 5 CART reporters able to serve NIH. These numbers can change based on potential increased business needs of NIH. Person who has a college degree (A.A., B.S., B.A., M.A., or M.S.), in an interpreting related field, with at least 3 years of current interpreting work experience. If the interpreter has no college degree, he/she shall have at least 5 years of current interpreting work experience. Persons may also be considered qualified if he/she is certified through screening as recognized by the National Registry of Interpreters for the Deaf (RID) and/or the National Association for the Deaf (NAD) (levels 4 or 5 only). An Ability to interpret in a variety of settings, including those that require specialized, technical, legal, scientific, medical, library, and information technology vocabulary, and familiarity with government vernaculars is required. Qualified CART reporters must meet the following minimum knowledge, skills, and abilities: a. Demonstrate Knowledge, skills and abilities in the Core Competency areas defined by the National Court Reporters Foundation. In addition reporters must be a Certified Real-time Reporter (CRR); b Ability to provide small venue CART services to be used by NIH Deaf hard of Hearing staff, patients and visitors; c. CART reporter must be able to handle and report various medical, scientific and technical terms; d. CART translation shall be provided in real time. One unedited transcript of the service shall be provided to the consumer upon their request. The contractor shall provide adequate interpreting and CART services as well as the overall management of the provisions of these services in order to meet our growing demand. The NIH plans to advise the contractor of an interpreting service requirement at least 5 business days in advance of the event/meeting. The requests will include a description of the event/meeting, location, planned duration, type of service requested (Basic, Scientific, Emergency, Etc.), and recommended interpreter (if requested). All requests received 5 business days prior to an event/meeting must be filled and confirmed within 1 business day of receipt of request. Any requests received with less than 5 working days advanced notice should be filled according to the Performance Requirements Summary. Contractor shall provide a database that will have the capability to compile and review the following reports and statistical data: reporting capability should be Daily, Weekly, Monthly, and Yearly: Confirmation of Requests, Update of Individual Requests, Manage Status of Requests, Interpreting Services Reports, Monthly Invoices, Data by Institutes. The NIH requires that each interpreter on the vendor=s submitted list be approved by the NIH. These interpreters cannot be replaced or substituted without prior written approval from the PO (project Officer), except on an emergency basis. Each interpreter and CART reporter shall be able to obtain and wear an NIH ID and also display at all times the company of employments ID. The contractor shall make profiles of its interpreters available on its website. These profiles should include a brief bio, including qualifications and a picture of the interpreters The NIH requires coordination of all aspects of the interpreting services scheduling. The Contractor shall provide the type of interpreting services reservation system approved with the award of the contract. The reservation system shall provide the data necessary to confirm and schedule requests, track the contract, and track the event/meeting data (i.e. date, time, place, length of event/meeting, type of event/meeting, requestor, and interpreter(s) assigned), and invoice the NIH for services rendered. Section 508 of the Rehabilitation Act requires that Federal agencies' electronic and information technology is accessible to people with disabilities. This courseware product must be Section 508 conformant. Specifically, the end product must be conformant with all applicable provisions, including:1194.21 Software Applications and Operating Systems1194.22 Web-based Intranet and Internet Information and Applications1194.24 Video and Multimedia Products1194.31 Functional performance criteria1194.41 Information, documentation, and supportContractor shall use and evaluate with NIH approval all latest technology in the provision of interpreting services for NIH. This should include Video Relay Services and Video Remote interpreting where applicable. The contractor shall comply with their proposed quality assurance plan. The NIH is committed to providing quality interpreting services for its requesters and users; to creating an effective service relationship between the Contractor and the NIH; and to setting a high standard for providing interpreting services as a government agency. The contractor shall abide by all confidentiality rules and standards and shall maintain professional integrity during and after all assignments. The contractor shall not discuss the content of any service(s) performed under this contract with any persons other than the Project Officer/Contracting Officer. Contractor performance will be monitored in accordance with the Quality Assurance Performance Requirements and by review of monthly status and invoice reports. Monthly reports will be provided to the project management team and will include the following monthly information: the number of hours of interpreting and CART services provided per month, and billable cancellations per month. In addition the Project Officer in accordance with the Quality Assurance Plan will calculate incentives/disincentives based on contractors performance. Project Officer will approve and request invoicing for services no later than the 15th of each month. Sources must demonstrate the financial capacity to handle this contract. It must be understood by all sources that reimbursement may not occur by NIH for 90 to 120 days after the contractor has incurred the costs. THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A REQUEST FOR INTERESTED FIRMS WITH THE CAPABILITY OF PROVIDING THE REQUIRED SERVICES TO SUBMIT A CAPABILITY STATEMENT FOR DETERMINING WHETHER OR NOT THIS ANTICIPATED REQUIREMENT WILL BE SET-ASIDE FOR ANY OF THE PROGRAMS IDENTIFIED ABOVE. This SOURCES SOUGHT NOTICE is for information and planning purposes only. It is not to be construed as a commitment by the Government. The Government will not reimburse the costs incurred by potential contractors in providing the information requested herein. All vendors shall be currently registered in Central Contractor Registration (CCR) and in the On-Line Representations and Certifications Application (ORCA). Registration can be accessed through the CCR website at www.ccr.gov.. All interested firms should submit a capabilities package that outlines the firms capabilities in providing the required services. Capability statements must address all the requirements listed above and be in sufficient detail to permit evaluation. Teaming and/or subcontracting arrangements should be clearly delineated and previous experience in teaming must be provided. Capability Statements must also include 1. Contact information, 2. Past Performance data including services provided, Contact information, etc., and 3. Business Type Identification Information on whether your business meets any of the categories Mentioned above. Capability Statements must be in writing; FAX or e-mail are considered Writing. They must be in FONT size 12 or larger. ANYTHING NOT RECEIVED IN FONT SIZE 12 OR LARGER WILL NOT BE CONSIDERED. Capability Statements shall be Addressed to the Contracting Officer, Mr. Sanford Cook, National Institutes of Health, DHHS, Office of Acquisition (OLAO), 6011 Executive Boulevard, Room 529M, Rockville, MD 20892. The FAX number is (301) 402-3407. Mr. Cooks e-mail address Is SanfordC@OD.NIH.GOV. His telephone number is (301) 402-5583. E-mail responses are preferred, but not required. A determination by the Government not to issue this requirement as a set-aside based on responses submitted is solely within the discretion of the Government. RESPONSES ARE DUE NO LATER THAN 12:00 Noon December 28, 2009. The method of competition will be determined after all responses to this notice have been evaluated. No feedback will be provided regarding individual capability packages.
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