R608--RFQ | American Sign Language Interpreting Services

Amendment / Modification

This document serves as an amendment to Solicitation #36C25026Q0028, providing answers to vendor questions and clarifying requirements.

Key updates include:

• Requirement Clarifications: Explicitly states there is NO requirement to supply internet access or install/maintain equipment.

• Video Monitoring: Removes the requirement for contractors to monitor video calls.

• Billing: Confirms that billing for unscheduled/emergency interpretation services is based on actual hours worked, with no 2-hour minimum.

• VRI Acceptance: Video Remote Interpreting (VRI) is acceptable as an alternative for unscheduled/emergency requests if an interpreter is not available onsite within 2 hours.

• Past Performance: The wording in the Past Performance section regarding equipment and internet access will not be updated as these are not requirements.

• Cancellation Policy: While cancellations can occur, a backup interpreter must be provided.

• Interpreter Selection: The Deaf employee will not be involved in interpreter selection.

• Workspace: A private workstation will be provided for the interpreter.

• Parking: Free parking will be provided at the Louis Stokes Cleveland VAMC.

• Vetting: The VA's vetting/security process for interpreters can take up to three weeks.

• HIPAA/Privacy: HIPAA or VA-specific privacy training is required.

• Background Checks: NBI background checks and PIV badges are required.

• Various sections related to equipment, internet access, video call monitoring, billing, past performance, and interpreter duties have been clarified or revised.

• The response date/time for receipt of offers remains unchanged: October 31, 2025, at 5:00 p.m. EST.

• The solicitation is NOT extended.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for American Sign Language (ASL) Interpreting Services at the Louis Stokes Cleveland VA Medical Center. The Department of Veterans Affairs (VA) Network Contracting Office 10 is seeking contractors to provide these services.

• On-site Interpretation Services: Approximately 30 hours per week, 6 hours/day, Monday through Friday. Services are for clinical encounters (30-45 minutes each) and related team meetings. The schedule is subject to change based on clinic demand. Specific hours may vary, with a projected schedule of 8:30 a.m. to 2:30 p.m. starting 12/11/2025.

• Unscheduled/Emergency Interpretation Services: Available on-site and in-person within two (2) hours of an immediate need. Paid by the hour for actual hours worked.

• Interpreter Qualifications: Must possess a certificate or associate degree in ASL interpretation. Must have a high degree of quality in vocabulary (including medical/hospital and spinal cord injury), grammar, syntax, and interpretation skills.

• Contractor Capabilities: Must be able to provide back-up interpreters and have more than one available. Must be available at the time of award for a seamless transition.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base Year: 12/11/2025 – 12/10/2026. Option Year 1: 12/11/2026 – 12/10/2027.

• Place of Performance: Louis Stokes Cleveland VA Medical Center, 10701 East Blvd, Cleveland, OH 44106.

• Response Date: Quotes are due by October 31, 2025, 5:00 p.m. EST.

• Submission Method: Via email to april.fawley@va.gov.

• Evaluation Factors: Offers will be evaluated based on Technical Capability, Past Performance, and Price. Technical capability and past performance are equally important as price.

• Award Basis: The contract will be awarded to the responsible offeror whose quote is most advantageous to the Government, considering price and other factors. The Government may award without discussions.

• Set-Aside: Total Service-Disabled Veterans Owned Small Business (SDVOSB).

• Requirements: Offerors must be registered and verified in the Vendor Information Pages (VIP) database (VetBiz.gov) to receive credit as an SDVOSB. Registration in System for Award Management (SAM.gov) is also required.

• Questions Deadline: All questions must be submitted via email by October 14, 2025, 5:00 p.m. EST.

• FAR Clauses: Applicable FAR clauses are incorporated by reference and in full text, including FAR 52.212-1, 52.212-2, 52.212-4, and 52.212-5.

• Invoice Submission: Electronic invoice submission instructions will be provided by the VA Financial Service Center (FSC).