Procurement of Interpretation Services for the U.S. Embassy Hanoi, Vietnam

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential bidders regarding Solicitation 19VM3026Q0016 for Interpretation Services.

• Award Basis: The award will be made to the lowest priced, technically acceptable offer. Bidders are encouraged to submit their best pricing that meets all solicitation requirements.
• Pricing: The price for Interpretation Services must include all agency fees and logistical arrangements. This includes transportation, accommodation, per diem, and visa costs for interpreters.
• Interpreting Equipment: The interpreting equipment will be provided on-site by the venue. This will be a fixed booth system with multiple interpretation booths (each accommodating two interpreters), a multichannel audio system, and capacity for approximately 400 participants.
• Backup Interpreters: The solicitation accounts for potential illness. If one interpreter for a language is unable to perform, the other interpreter(s) should suffice. No additional on-site alternative interpreters are required beyond the specified number per language.
• Remote Interpretation: Remote/virtual interpretation is not considered a viable alternative due to the large number of participants and limited internet bandwidth.

These clarifications do not appear to alter the core requirements or submission deadlines of the original solicitation but provide essential details for bidders to accurately price and plan their proposals.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 19VM3026Q0016 for Interpretation Services.

• Estimated Potential: The award will be made to the lowest priced, technically acceptable offer. Bidders are encouraged to propose their best pricing that meets all solicitation requirements.
• Pricing: The price for Interpretation Services must include all agency fees and logistical arrangements. Separate lines for interpretation fees and extra fees are not permitted.
• Equipment: Details regarding interpretation equipment will be provided in Amendment No. 19VM3026Q0016-0001, to be published on April 22, 2026.
• Backup Interpreters: The RFQ accounts for potential illness, assuming the remaining interpreter(s) for a language can suffice. No additional on-site alternative interpreters beyond those contracted will be required. Remote/virtual interpretation is not considered a viable alternative due to participant numbers and limited internet bandwidth in Gabon.

Amendment No. 19VM3026Q0016-0001 will be published on April 22, 2026, and will contain further details, particularly regarding interpretation equipment. Bidders should refer to this amendment for updated information.

Form / Attachment / Pricing Sheet

This document is a "Quick start guide for new foreign registrations" for the System for Award Management (SAM). It provides guidance for vendors and contractors on the SAM registration process.

• Registration Requirement: Vendors/contractors receiving awards over US$30,000 must be registered in SAM. Those receiving awards between $10,000 and $30,000 need a Unique Entity Identification number.
• Process Overview: The guide outlines a 4-step process: 1. Request a Unique Entity Identifier (UEI) number. 2. Request a NATO Commercial and Government Entity (NCAGE) code. 3. Register in SAM. 4. Renew SAM registration annually.
• Key Information Needed: Banking information, average sales per year for the past 3 years, total number of staff (full & part-time) in the past 12 months, and point of contact information (phone, address, email).
• Registration Links: Provides links for obtaining UEI, NCAGE code, and registering in SAM.
• Renewal: SAM registration is valid for one year and must be renewed prior to expiration.
• Cost: SAM registration and renewal are free.

This document is crucial for any potential bidder who needs to register or maintain their registration in SAM to do business with the U.S. Government. It details the steps, requirements, and resources needed for a successful registration, which is a prerequisite for receiving awards.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) seeks interpretation services for a multilateral workshop on counter-timber trafficking in Libreville, Gabon, hosted by the U.S. Embassy Hanoi. The services are required for English-Vietnamese and French-Vietnamese language pairs.

• Provide simultaneous and consecutive interpretation services.

• Services required for English-Vietnamese and French-Vietnamese language pairs.

• Interpreters must be able to interpret high-level and technical discussions related to forestry, illegal timber trade, timber trafficking, legal and regulatory frameworks, international agreements, law enforcement, financial investigations, workshop logistics, and technical tools.

• Interpreters must be able to travel to Libreville, Gabon.

• The agency is responsible for coordinating and covering all logistics and associated costs for interpreters, including international air travel, lodging, visas, travel insurance, and per diem.

• Ground transportation within Gabon for workshop activities will be provided by the U.S. Government.

• The anticipated award date is on or about May 7, 2026.

• The period of performance is from May 16 to May 24, 2026.

• The contract will be a firm-fixed price.

• Quotes must be valid for a minimum of 180 calendar days.

• Quotations must be submitted electronically to PhamHT@state.gov by May 4, 2026, 17:00 local time.

• The U.S. Government intends to award to the responsible company submitting an acceptable quotation at the lowest price.

• Offerors shall provide pricing for two quantity options (2 and 3 interpreters) for each language combination.

• Questions regarding the RFQ must be submitted by April 16, 2026, 17:00 local time.

• Answers to questions will be released by April 21, 2026.

• This is not a small business set-aside.

• Registration in the System for Award Management (SAM) is required for quotes above US$40,000.

• The quotation must include a work plan addressing all elements of the SOW and demonstrating the contractor's ability to provide qualified personnel, necessary equipment, and sufficient financial resources.

• Quotations must be in English.

Forms / Attachments / Pricing Sheets

This document, "RFQ Enclosed Contract Clauses.pdf," appears to be a compilation of Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses that are incorporated by reference into purchase orders or Blanket Purchase Agreements (BPAs) awarded by Overseas Contracting Activities. It serves as a reference for bidders to understand the standard contractual terms and conditions that will apply to the opportunity.

• Lists numerous FAR and DOSAR clauses by number, title, and date.
• Includes clauses related to System for Award Management (SAM), representations and certifications, contractor personnel, commercial items, cybersecurity, supply chain risk management, and various other statutory and executive order requirements.
• Provides a full-text version of the "Cybersecurity Supply Chain Risk Management Requirements (FEB 2023)" clause.
• References Acquisition.gov as the source for full text of clauses.

Bidders should review this document to understand the mandatory clauses that will govern any resulting contract or BPA. This includes understanding requirements related to:

• Representations and certifications (e.g., small business status, foreign ownership).
• Cybersecurity and supply chain risk management.
• Compliance with various laws and executive orders.
• Reporting requirements.
• Specific terms and conditions for commercial items.

Understanding these clauses is crucial for determining the feasibility of bidding and for accurately preparing proposals.

Form / Attachment / Pricing Sheet

This document is a "CONTRACTOR'S CERTIFICATION ON COMPLIANCE WITH NATIONAL DEFENSE AUTHORIZATION ACT (NDAA)" and includes the provision "REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2020)" (52.204-24) and the clause "PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2020)" (52.204-25), as well as "COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-REPRESENTATION (DEC 2019)" (52.204-26).

• NDAA Certification: Requires the contractor to certify their completed representations and certifications related to the NDAA Act.
• Telecommunications Representation (52.204-24): Requires offerors to represent whether they provide or use covered telecommunications equipment or services. It outlines definitions for terms like "backhaul," "covered telecommunications equipment or services," and "critical technology." Offerors must disclose specific information if they represent that they do provide or use such equipment/services.
• Prohibition Clause (52.204-25): Details the prohibition on procuring or obtaining equipment, systems, or services that use covered telecommunications equipment or services as a substantial or essential component, or as critical technology. It outlines exceptions and reporting requirements for contractors.
• Covered Telecommunications Representation (52.204-26): Requires offerors to represent whether they provide covered telecommunications equipment or services to the Government.

Bidders must carefully review and complete the representations and certifications within this document. Failure to accurately represent the use or provision of covered telecommunications equipment or services could impact eligibility or lead to contract cancellation. Specific disclosures are required if covered equipment or services are involved.