SOURCES SOUGHT
R -- Sign language Interpreting and Computer Aided Real Time Transcribing Services - Sources Sought
- Notice Date
- 3/9/2010
- Notice Type
- Sources Sought
- NAICS
- 541930
— Translation and Interpretation Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Office of Administration, 6011 Executive Blvd, 5th Floor, Rockville, Maryland, 20852-3804, United States
- ZIP Code
- 20852-3804
- Solicitation Number
- NIHOD2010196
- Archive Date
- 4/9/2010
- Point of Contact
- Sharmaine Gerstel, Phone: 301-594-3744
- E-Mail Address
-
gerstels@mail.nih.gov
(gerstels@mail.nih.gov)
- Small Business Set-Aside
- N/A
- Description
- STATEMENT OF WORK SIGN LANGUAGE SOURCES SOUGHT NOTICE SIGN LANGUAGE SOURCES SOUGHT NOTICE The National Institutes of Health (NIH's), Office of Research Services (ORS), Division of Amenities and Transportation Service Division (DATS) is conducting a Market Survey to find qualified small business concerns, 8(a) small businesses, Woman-owned, small disadvantaged businesses, HUBZone small businesses and Service-disabled Veteran small business concerns with the capabilities to fulfill this requirement. This is NOT a solicitation for proposals. The purpose of this notice is to obtain information regarding: (1) the availability and technical capability of qualified small businesses. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. Contractors will be required to provide the Sign Language Interpreting Services and Computer Aided Real Time (CART ) Transcribing Services. This will 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. The intended procurement will be classified under NAICS 541930 Translation and interpretation Services. Independently, and not as a agent of the Government, the Contractor shall provide basic interpreting services, including, but not limited to, 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; Vendor must be able to staff at all times for NIH 27 - 44 interpreters to that will be evaluated as such: a minimum of 12-15 qualified interpreters with documented experience in scientific interpreting which will be considered key personnel. 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. (Please see Statement of Work attached for further details) The period of performance shall be for twelve (12) months from date of award with four (4) successive twelve (12) month option periods. THIS IS NOT A REQUEST FOR PROPOSAL (RFP). Concerns that respond to this synopsis shall furnish concise responses directed specifically to the requirements mentioned above and are invited to submit capability statements in an original plus two (2) copies no later than fifteen (15) business days from the date of this announcement. Sources demonstrating the capability to accomplish the above shall supply pertinent information in sufficient detail to demonstrate their ability to perform. Please provide your business size standard. Submission of Capability Statements: (a) When mailing your capabilities through the U.S. Postal Service use the following address: National Institutes of Health, Office of Logistics and Acquisition Operations, (OLAO), 6011 Executive Blvd., Room 637A3 MSC 7663, ATTN: Sharmaine Gerstel, Bethesda, MD 20892. (b) When hand delivering, or using a courier service such as: UPS, Federal Express, etc., use the following City, State, and Zip Code: Rockville, MD 20852. Responses by Facsimile (FAX) will not be accepted. Point of Contact(s): Sharmaine Gerstel, Contract Specialist, Phone 301-594-3744, gerstels @mail.nih.gov Sign language Interpreting and Computer Aided Real Time Transcribing Services Contract Statement of Work (SOW) National Institutes of Health (NIH), Department of Health and Human Services 1. Task Order Title: NIH Sign Language Interpreting Services and Computer Aided Real Time Transcribing Services Contract 2. Background : 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 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 need for a qualified interpreting services and CART contractor exists because of the continual growth, professional development and daily work routine of the D/HH employees at NIH. The NIH currently provides services through a centrally-funded and managed contract. The NIH has established under the Office of the Director, Office of Research Services, Division of Amenities and Transportation Service a Program Management Team to oversee the contract. This team consists of the Program Manager a government employee(s) in the Division of Amenities and Transportation Services, ORS responsible for oversight and management of the contract. One full time Quality Assurance Specialist and one part time Quality Assurance Specialist these quality assurance specialists handle the day to day operations and surveillance of the contract 3. Project Objectives : The DATS 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. 4. Scope : 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. Types of Interpreting Services Needed 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; Vendor must be able to staff at all times for NIH 27 - 44 interpreters to that will be evaluated as such: a minimum of 12-15 qualified interpreters with documented experience in scientific interpreting which will be considered key personnel. 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. 5. Functional Specific Tasks : a. 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). b. Fluency of sign language on the entire sign language continuum to effectively facilitate communication between D/HH employees and hearing employees; c. Ability to perform at least one of the following: (1) interpret voice to sign, (2) interpret sign to voice, (3) oral transliteration, (4) tactile, (5) close-vision, (6) deaf interpreting, and (7) cued speech; d. 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; e. Ability to keep pace with communications in conferences, meetings, seminars, training classes, etc; •f. Ability to voice interpret when a D/HH person = s speech is not easily understood; •g. Ability to abstract, select and highlight within context when dealing with complicated concepts, idioms, etc; •h. Practicing knowledge of and adherence to the RID and/or NAD Code of Ethics; •i. Knowledge of the diversity of cultures within NIH D/HH community to effectively work as an interpreter •j. Knowledge and skill to prepare for each interpreting assignment including the knowledge needed to assist in setting up an environment that is conducive to meeting the communication needs of both the hearing and deaf consumer; k. Ability to effectively assess the language needs of the deaf consumer; and, •l. Ability to apply the analytical skills necessary to determine which communication modes the deaf consumer is utilizing. •m. Proper attire must be worn at all times. 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 Realtime Reporter (CRR) b Ability to provide small venue CART services to be used by NIH Deaf hard of Hearing staff, patients and visitors. CART reporter must be able to handle and report various medical, scientific and technical terms. CART translation shall be provided in real time. One unedited transcript of the service shall be provided to the consumer upon their request. 6. Deliverables 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 (pages 6 - 9).. Deliverables and Reporting Requirements: 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 7. Contract Requirements 1. 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, except on an emergency basis. 2. Each interpreter and CART reporter shall be able to obtain an wear an NIH ID and also display at all times the company of employment's 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 3. The NIH has a small need for interpreting emergency and non-emergency requests during both NIH business hours and non-business hours which may also occur during Federal government holidays or weekends. 4. The NIH will develop and distribute an evaluation survey which customers will complete and return to the project office. 8. Technical Requirements: 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 508 Compliance: 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 Systems •· 1194.22 Web-based Intranet and Internet Information and Applications •· 1194.24 Video and Multimedia Products •· 1194.31 Functional performance criteria •· 1194.41 Information, documentation, and support These provisions can be found at http://www.access-board.gov/sec508/standards.htm Information Security Training HHS policy requires contractors/subcontractors receive security training commensurate with their responsibilities for performing work under the terms and conditions of their contractual agreements. The contractor shall ensure that each contractor/subcontractor employee has completed the NIH Computer Security Awareness Training course at: http://irtsectraining.nih.gov/ prior to performing any task order work, and thereafter completing the NIH-specified fiscal year refresher course during the period of performance of the task order. Offeror's Official Responsible for Information Security The offeror shall include in the "Information Security" part of its Technical Proposal the name and title of its official who will be responsible for all information security requirements should the offeror be selected for an award. Rules of Behavior The contractor/subcontractor employees shall comply with the NIH Information Technology General Rules of Behavior at: http://irm.cit.nih.gov/security/nihitrob.html. Personnel Security Responsibilities The contractor shall perform and document the actions identified in the "Employee Separation Checklist" ( http://nitaac.nih.gov/downloads/ciosp2/Employee_Separation_Checklist.doc ) when a contractor/subcontractor employee terminates work under this contract. All documentation shall be made available to the Project Officer and/or Contracting Officer upon request. Contractor should use and evaluate all latest technology in the provision of interpreting services for NIH. This should include Video Relay Services and Video Remote Interpreting where applicable. The Government Reserves the right to modify, to make use of improved technology to enhance the provision of these services. 9. Government Furnished Property NIH shall provide for use by contractor one office for on-call interpreters as well as two computers for use by on-call interpreters. 10. Quality Standards: 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 continually monitor the quality of interpreting services which will include internal methods for monitoring, identifying problems and deficiencies and effectively alleviating them to produce a quality level of services to the NIH. The Contractor shall propose to meet these stated quality standards and shall state how it will achieve and monitor them including any additional proposed quality standards. •1. At least 98% of all requests received at least 5 business days in advance will be filled. •2. At least 90% of all requests received less than 5 business days in advance are filled. •3. At least 85% of all requests received for that particular day (day of) will be filled. •4. At least 90% of requests received outside normal business hours will have an interpreter respond onsite within 40 minutes. •5. At least 98% of all requests will be initially confirmed and scheduled by the vendor with accurate information based upon user provided information on each request (i.e., date, times, type of services, any special instructions, etc.). •6. At least 98% of all requests received are confirmed by the vendor within one (1) business day (e.g., all requests received during the hours of 7:00 a.m. to 6:00 pm must be confirmed to the Project Office no later than 4:00 p.m. the following business day. For requests received on a Friday between those hours, the vendor will provide the confirmation on Monday). •7. At least 95% of all confirmed interpreters respond to the properly scheduled event at least 15 minutes prior to start of the event. The following represents the acceptable percentage that respondents will rate the contractor. Excellent 30% minimum Very Good 45% minimum Average 22% minimum Below Average 2% maximum Poor 1% maximum The NIH understands that this is a demanding and growing industry. During the Project Office = s monthly reconciliation process, it will identify performance standards that have been exceeded for that period. While we cannot place a cap or threshold on the number of requests requiring services over a given period, the NIH will provide incentives for each performance standard exceeded as shown on the Performance Requirements Summary. (Pages 8-10) 11. Standards of Conduct: Interpreting services are vital to the success of many of the NIH events or programs, regardless of whether they are open or closed to the public. Our employees, guests and visitors will receive quality services by professional interpreters. The following standards of conduct are specific to this contract, as well as adherence to the NIH Rules of Conduct. These standards have been developed to ensure that Interpreting or CART services are provided in the most effective and professional manner: a. The contractor shall provide the most accurate translation, interpretation or CART services possible; b. The contractor shall receive assignments directly from the Government and shall not act on requests received directly from customers; c. The contractor shall not perform any services for individuals, meetings, events on a volunteer basis; d. 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 e. The contractor shall not offer personal opinions, advice, or counsel before, during or after an assignment; f. The contractor shall direct all questions or problems relating to work performed under this contract to the Project Officer/Contracting Officer for consideration; h. The Interpreter/translator shall uphold all policies of the Government not specifically listed in or as periodically updated during the duration of this contract. 12. Post - Award Administration: 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 15 th of each month. Accurate/ Confirmed Requests All interpreting services requests received more than 5 days in advance of date are filled. 2% Project Officer will review and compare vendor = s and government = s monthly records to determine if vendor is meeting the stated standard. Hourly rate for the number of hours of request not filled per occurrence. TBD Last Minute Requests All interpreting services requests received less than 5 days in advance of the requested date are filled. 10% Project Officer will review and compare vendor = s and government = s monthly records to determine if vendor is meeting the stated standard. Hourly rate for the number of hours of request not filled per occurrence. TBD Day-of Requests All interpreting services requests received during normal working hours of that day are filled. 15% Project Officer will review and compare vendor = s and government = s monthly records to determine if vendor is meeting the stated standard. Hourly rate for the number of hours of request not filled per occurrence. TBD Emergency Off-hour Requests All interpreting services requests received after normal working hours will have an interpreter respond on-site within 40 minutes. 10% Project Officer will review and compare vendor = s and government = s monthly records to determine if vendor is meeting the stated standard. TBD TBD Scheduling and Confirmation Accuracy All interpreting services requests will be scheduled/confirmed with accurate information (date, times, type of service and/or special instructions). 2% Project Officer will review and compare vendor = s and government = s monthly records to determine if vendor is meeting the stated standard. TBD TBD Confirmation of Request Delivery All interpreting services requests are confirmed by the vendor within 1 (one) business day of request receipt. 2% Project Officer will review and compare vendor = s and government = s monthly records to determine if vendor is meeting the stated standard. TBD TBD Confirmed Interpreter Response Time All interpreters respond to the scheduled requested event at least 15 minutes prior to the start of the event. The Point of Contact (derived from the request) must be apprized of the interpreters' arrival and departure for each event. 5% Project Officer will review customer = s evaluation sheets and other consumer feedback to determine if the interpreter arrived 15 minutes prior to the start of the event and made appropriate contacts. TBD TBD
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/OoA/NIHOD2010196/listing.html)
- Place of Performance
- Address: NIH, bethesda, Maryland, 20892, United States
- Zip Code: 20892
- Zip Code: 20892
- Record
- SN02086519-W 20100311/100309234537-2021d794735cd56955acdb21920600f5 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |