Reasonable Accommodations Support Personnel
This is a presolicitaiton notice for Reasonable Accommodations Support Personnel. This is not a request for proposal. This is to share the Government's intention to solicit for this project within the next few days. The solicitation will be available on SAM.gov for approximately 30 days.
The U.S. Department of State intends to award a stand-alone contract containing labor hour and cost reimburseable line items.
The period of performance includes a base year, plus four one-year option periods as follows:
Base: December 30, 2022 through December 29, 2023
Option Year One: December 30, 2023 through December 29, 2024
Option Year Two: December 30, 2024 through December 29, 2025
Option Year Three: December 30, 2025 through December 29, 2026
Option Year Four: December 30, 2026 through December 29, 2027
The principal place of performance for this contract shall be:
U.S. Department of State
2401 E Street NW (or DOS Annexes)
HR/OAA/DRAD, Room H622- (SA-1)
Washington, DC 20522
NOTE: The contractor’s employees may provide reasonable accommodation services at a variety of locations to include but not limited to official DoS worksites and non-government locations (NGOs).
Objective
The objective of this Statement of Work (SOW) is to develop, implement, and support all direct Reasonable Accommodations Support Personnel (RASP) ensuring effective reasonable accommodations for Department of State employees within the Continental United States (CONUS) as well as Outside of the Continental United States (OCONUS). Services are required in both classified and unclassified settings.
Standard of Effective Reasonable Accommodation
An effective accommodation as it relates to this contract is achieved whenever the service provider satisfies the required skills mentioned in the Statement of Work (SOW) and in conjunction with the program office, professionally tailors the requisite skills to satisfy all the access needs for the person requiring the accommodation while still allowing the employee requiring the accommodation to maintain the integrity and ownership of the work or task. Professionally tailored accommodations may include the contractor performing tasks that are considered non-essential to the DOS employee’s performance. These tasks would be performed to assist the employee in having seamless access to their work. This may include employee directed tasks such as data searches, assisting in troubleshooting IT equipment, identifying punctuation errors in a document, navigating a specific software system, escorting a visitor etc. Greater than 70 of the tasks performed shall be direct accommodation support. Less than 30% of the tasks performed shall be employee directed tasks that are deemed non-essential duties for the DOS employee.
General Requirements
The United States Department of State’s Disability and Reasonable Accommodations Division (DRAD) has a regulatory mandate to provide reasonable accommodations to qualified individuals with disabilities (per Rehabilitation Act of 1973). The U. S. Department of States contemplates an award of a fixed price labor hour contract with one base year and 4 option years. Offers must have a valid Top Secret facility clearance and provide personnel who meet the requirements as outlined in the Statement of Work and who are able to individually tailor the services to meet the standard of Effective Reasonable Accommodation.
Background
The United States Department of State’s Bureau of Global Talent Management Office of Accessibility and Accommodations (GTM/OAA) was established to develop Department-wide policies, support agency programs, and provide services to people with disabilities. These include providing reasonable accommodations, equal access to external and internal technology and information resources, as well as providing equal and effective access to the Department’s public facilities and transportation.
The Department of State has a regulatory mandate to provide reasonable accommodations to eligible employees and applicants with disabilities per Rehabilitation Act of 1973, as amended, 29 U.S.C. 791 et seq. Reasonable accommodations involve modifications or adjustments that allow otherwise, eligible employees or applicants with disabilities to participate in the application process or to perform the essential duties of the position for which they were hired. The Disability and Reasonable Accommodations Division (DRAD) implements reasonable accommodations so that employees with disabilities can enjoy the benefits and privileges of employment equal to those enjoyed by similarly situated employees without disabilities.
Requirements
The Government has issued this contract to meet its legal mandate for providing reasonable accommodation support services to qualified DOS employees as determined by DRAD. The Reasonable Accommodations Support Personnel outlined in this contract provide direct services to DOS employees. The Contractor shall possess the following requirements at the onset of the award:
The organizational structure and capacity necessary to recruit, hire and retain qualified personnel for the successful execution of the Statement of Work.
The Contractor’s recruitment/hiring process shall include a plan that allows the employee with the disability to have an integral role in the selection of contractor providing services as a Reasonable Accommodation Support Specialist (RASS) or as a Personal Assistance Services provider (PAS).
Strategic training plans shall be developed and executed for all contractors fulfilling customer directed roles prior to assignment to maximize readiness for customer tailored roles while minimizing disruptions.
The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility and technology access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees shall not be an excuse to any Contractor performance under the contract.
A strategic security plan outlining how the contractor will comply with all administrative, physical, and technical security controls to ensure all Government security requirements are followed.
A valid Top Secret facility clearance is required.
The Contractor shall have the ability to secure practice professionals to successfully execute services across a wide spectrum of work environments including political appointees, senior level advisors, human resources, law-enforcement, foreign services, and legal consultations to name a few.
The Contractor shall also be able to execute services for high-ranking officials and principles including the Secretary of State, the Vice President of the United States, Ambassadors, Foreign Service dignitaries at a range of events world-wide.
The Contractor shall possess the technical capabilities to execute services in a hybrid work environment remotely being able to provide support in person, on site, and the flexibility to toggle between the two, as necessary.
The Contractor shall have the ability to provide services within the Continental United States (CONUS) as well as Outside of the Continental United States (OCONUS)
The organizational structure and capacity to execute required reports and to submit accurate invoices as outlined in the QASP and the Administrative Responsibilities of the Contractor sections.
The Contractor shall ensure that the contractually required level of support for this requirement is always maintained and that all contracted support personnel are present for all hours of the workday.
Key Personnel
The following key personnel are essential to executing the contract. The contractor shall always have at minimum the following key personnel during the performance period of this contract:
Reasonable Accommodation Support Personnel:
Program Manager – Responsible for all Contractor work performed under this SOW.
Reasonable Accommodations Support Specialist (RASS-I) – Employee directed services provided to employees who are blind or have low-vision.
Reasonable Accommodations Support Specialist – II (RASS-II) - Employee directed services provided to employees who are blind or have low-vision in positions that require services at a higher level of commitment and access.
Personal Assistance Services (PAS) – PAS services are provided to employees with targeted disabilities to assist with performing activities of daily living.
See attached Solicitation Draft for additional information.
19AQMM22R0195 Department of State Office of Acquisition Management
11/9/22, 1:31 PM Sign Language Interpreter Services
This pre-solicitation notice is being provided in DRAFT format. The DRAFT Statement of Work is under internal review and is being edited. This is not a request for proposal. The U.S. Department of State anticipates releasing the final solicitation and attachments within the next week.
Place(s) of Performance
The work will be performed at the Department of State, and Department of State annexes in Washington, DC metro area, Domestic field offices and other State Department facilities (within the United States and overseas).
Period of Performance is for five years.
Contract Type is Labor Hour with fixed hourly rates, and Cost Reimbursement for Travel and Other Direct Costs. The forthcoming solicitation intends to eastablish multiple award Indifnite Delivery Indefinite Quantity (IDIQ) contracts. It is anticipated that a best value source selection will be used to award up to three contracts.
DRAFT STATEMENT OF WORK
Objective
The objective of this Statement of Work (SOW) is to develop, implement, and support all Sign Language Interpreting (SLI) and Communication Access Real Time (CART) requests to ensure effective communication as a reasonable accommodation for Department of State employees within the Continental United States (CONUS) as well as Outside of the Continental United States (OCONUS). Services are rendered in classified and unclassified settings.
Standard of Effective Sign Language Interpreting
SLI is a complex task that requires several abilities beyond language competence to enable delivery of an effective professional interpretation. The Contractor’s employee or designee shall be a credentialed SLI who not only possess expert command of the two languages but who also effectively satisfies the required performance level of the request. Effective SLI services produce a work product in the target language that demonstrates command and accurately and completely conveys the discourse level of the source language while matching the goal of the exchange. An effective work product exemplifies the highest standards of professional conduct and complies with the RID/NAD Code of Professional Conduct (CPC).
General Requirements
The United States Department of State’s Disability and Reasonable Accommodations Division (DRAD) has a regulatory mandate to provide reasonable accommodations to qualified individuals with disabilities (per Rehabilitation Act of 1973). The Contractor shall provide sign language interpreters using the Contractor’s employees or designees who possess valid credentials through the Registry of Interpreters for the Deaf, Inc. (RID) or the National Association of the Deaf (NAD).
Accepted RID certifications – MCSC, CSC, CI/CT, NIC-M, NIC-A, NIC, and CDI
Accepted NAD certifications – NAD-V
Contractor shall provide Communication Access Real Time (CART) using the Contractor’s CART writers or designees who possess credentials through the National Court Reporters Association (CRA). The accepted credential of Certified CART Provider (CCP) is preferred but other credentials will be considered.
SLI and CART services as described herein shall be provided for Government employees conducting official business within CONUS or OCONUS. Temporary Duty Travel (TDY) may be necessary for both CONUS and OCONUS locations. All TDY assignments shall be approved by the COR.
The Contractor shall provide employees or designees with a valid corresponding security clearance for all cleared requests at any secured location (CONUS/OCONUS). Clearance levels can be Sensitive Compartmented Information (SCI), Top Secret, (TS) or Secret (S). The Contractor’s employee or designee shall have a current Visitor Access Request (VAR) and shall follow all required security protocols.
Specific Requirements
The Contractor’s employee or designee shall provide effective SLI and CART services for all formal and informal settings. Settings may include but are not limited to:
Formal/Informal/Highly Formal Events (Conferences, summits, ceremony, speeches, etc.);
Informal meetings (i.e., Information Technology, Staff Meetings, Human Resources, Finance/Budget, etc.);
Informal events (networking opportunities, parties, engagement with employee resources, etc.).
Formal/Informal training;
Structured or unstructured meetings or events;
Highly technical meetings/Highly technical training;
Intelligence briefings/meetings;
Highly charged/sensitive assignments (Passport interviews, employee evaluations, employee counseling, security clearance interviews, etc.);
Virtual events (meetings, conferences, trainings, summits, etc.).
An effective SLI work product faithfully and accurately conveys the meaning of the source message reflecting the style, register, and cultural context of the source message without omissions, additions, or embellishments.
Effective SLI from ASL to English requires a pleasant voice quality and is absent of hesitations, unnecessary repetitions, embellishments and/or intrusive corrections while accurately matching the register and delivery of the source message.
The Contractor’s employee or designee shall:
Perform critical and consistent analysis necessary to correctly understand the substance of source language, including attention to detail and nuances. Convey nuance (tone, diction, meaning, etc.) simultaneously in the target language consistent with nuance and details of the source language;
Possess the entry-to-practice competencies necessary to provide effective services CONUS and OCONUS. Competencies include but are not limited to world knowledge, multi-cultural interpretation, bilingualism, human relations, linguistics, systems thinking, collaboration, and professionalism;
Adapt to constantly changing circumstances, personalities, and work environments. Flexibility is paramount for successful interactions domestically, internationally and while on TDY;
Perform services effectively with clarity, accuracy, and professional, poised delivery;
Adjust to the demands of diplomatic protocol, protective security requirements and similar considerations while executing effective services;
Possess the stamina, skills, and expertise to effectively interpret alone for most assignments for a maximum of one and a half (1.5) hours without a break.
While assigned on TDY (CONUS/OCONUS), the Contractor’s employee or designee shall conduct themselves as a representative of the U. S. Government. They shall conduct themselves in accordance with all U.S. Government protocols, rules and regulations and follow all American laws as well as laws of the host country for the complete duration of the TDY including non-working times.
Included within this scope is any interpreting for the Department of State (DOS) for employees who are deaf in emergency situations while posted on TDY for both CONUS and OCONUS assignments.
Requirements
The Government has issued this requirement to meet the high-volume requirement for effective world-wide SLI and CART services for the Department of State. The contractor must possess the key administrative staff, to ensure that effective services to fulfill all requests submitted. It is estimated that 99% of the services requested will be SLI services with <1% for CART. The contractor must have the breadth and depth of resources to ensure effective services are secured and the ability to provide backup contingencies should a provider no longer be available to complete an assignment. There shall not be any disruption of services. Key requirements include:
The Contractor is required to satisfy the volume of requests submitted under this requirement and fulfill each service request providing the requisite number of providers for the full duration time as outlined in the Quality Assurance and Surveillance Plan (QASP).
The Contractor shall have the ability to secure SLI and CART practice professionals to successfully execute services across a wide spectrum of work environments including entry level positions, case management, applied forensic sciences, law-enforcement, foreign services, and legal consultations to name a few;
The Contractor shall also be able to execute services for high-ranking officials and principles including the Secretary of State, the Vice President of the United States, Ambassadors, Foreign Service dignitaries at a range of events world-wide.
The organizational structure and capacity to successfully manage a high volume of incoming requests and to coordinate and schedule services for all requests including those with <24 hours’ notice.
The organizational structure and capacity to execute required reports and to submit accurate invoices as outlined in the QASP and the Administrative Responsibilities of the Contractor sections.
All interpreters utilized through this contract are required to have a minimum of four (4) years of practical experience in the field of interpreting and possess working technical competencies in the areas of Government, Human Resources, International Relations, Information Technology, Intelligence, Budget/Finance, and Forensic Sciences.
All interpreters utilized through this contract are required to abide by the RID/NAD Code of Professional Conduct.
The Contractor is required to have a valid Top Secret facility clearance.
Key Personnel
The following key personnel are essential to contractor performance. The contractor shall always have at minimum the following key personnel during the performance period of this contract:
Service Personnel:
Dedicated Sign Language Interpreters - The contractor must have a minimum of fifteen (15) Sign Language Interpreters available as full-time equivalent (FTE) employees dedicated to servicing this contract. They shall meet the requirements of the SOW including the Standard of Effective Sign Language Interpreting.
All Interpreters must possess valid credentials from the Registry of Interpreters for the Deaf (RID)’s Center for the Assessment of Sign Language Interpretation (CASLI) or from the National Association of the Deaf (NAD).
Accepted RID credentials: MCSC, CSC, CI/CT, NIC-M, NIC-A, NIC, or CDI;
Accepted NAD credentials: NAD-V;
CART Providers shall be credentialed through the National Court Reporters Association;
Additional CART credentials shall be considered as presented.
A waiver for International Sign interpreters (IS) may be granted by the COR since accreditation is new.
Interpreters with a Security Clearance – The contractor must have a five (5) of designees with a valid Top Secret (TS) or TS/SCI security clearance with a current Visitor Access Request (VAR) on file.
Work Environment
The Contractor’s designated interpreter(s) and/or CART writers may work in a variety of highly technical environments with a variety of employees including high-level principles. The work may be performed during diplomatic missions, negotiations, contract acquisitions, mediations, social/networking, legal events, or ceremonial events.
The environmental demands of the setting (classification, security, cultural impact, diplomatic negotiations, etc.) may supersede the norms of providing SLI or CART services. The Contractor’s employee or designee shall comply with all protocols while demonstrating the emotional intelligence, flexibility, quick critical thinking skills and the professional controls necessary to effectively provide services.
The Department’s mission of diplomacy may include environments requiring a high degree of cultural awareness and sensitivity. As representatives of the Department of State, the Contractor’s staff or designee(s) shall demonstrate self-awareness and the flexibility to adapt to cultural demands to support the mission of the Department even in the face of adversity.
Work may not always be in a typical indoor office setting. The Contractor’s designated employee or designee could be assigned on-site or off-site using a wide variety of remote platforms. The physical demands include the need to sit or stand for long periods of time, work in non-standard environments (i.e., without modern conveniences of air-conditioning, outside in undeveloped spaces, in extreme temperatures of hot or cold, in tight and/or confined spaces, on an elevated platform surrounded by a large audience, etc.).
Work on this contract can be public facing and it is possible that during the execution of this contract, the contractor’s employees and their work may be documented in photographs, videos and/or be live streamed.
Remote Interpreting – Hybrid Work Environment
It is the goal of this requirement to provide consistent resource of interpreters who not only possess the highest level of knowledge, skills and abilities of the interpreting tradecraft but who are also familiar with the innerworkings of the government and the Department of State. The contractor shall secure dedicated interpreters who will continually be exposed to the necessary elements of DOS (linguistic, diplomatic, cultural, technical, etc.) to maximize the effectiveness of the interpreted work product.
This requirement may require that the Contractor’s interpreter(s) to provide services at a physical location or utilizing a variety of technology to remotely connect to the DOS stakeholders. The Contractor’s designated interpreter must have reliable access to a high-speed video connection, the technical equipment necessary to effectively provide interpretation via technology (Zoom for Government, MS Teams, Google Meet, WebEx etc.,) and a solid back drop/background and any other logistic necessary to provide remote interpreting effectively.
Hybrid work environments may require interpreters to toggle between a remote environment and an onsite environment. The Contractor’s designated interpreter shall be capable of accommodating a change in requests when provided a minimum of 24 hours’ notice.
As it relates to invoicing, all invoices submitted by the contractor shall designate whether the assignment was remote or on-site.
Service Provider Readiness
The Contractor’s designated Interpreter or CART writer is expected to arrive at the assigned time ready to effectively execute the functions of their role as a practice professional. An effective readiness protocol includes the following:
Arriving at the assignment location (onsite or virtually) > 15 minutes prior to the starting time to access to the site, equipment/technology effectiveness, orientation to environmental logistics, and briefings with teams when necessary.
Preparing for the assignment by reviewing any briefing information that may have been provided or conducting research to become as familiar as possible with the source topic;
Perform pre-assignment technology checks and research the requested video conferencing platforms to understand functionality.
Work Attire
The standard dress code is business or business professional attire:
Example for men: Conservative style business suit or sport coat with a corresponding button-down dress shirt, tie, and dress pants or a conservative (sweater) vest with a corresponding button-down dress shirt, tie, and dress pants.
Example for women: Conservative style business suits with corresponding blouse and skirt or pant combination or conservative (sweater) vest with a corresponding blouse, and skirt or slacks.
Example footwear for men: Conservative socks and dress shoes.
Example footwear for women: Conservative stockings or socks with dress shoes.
Requests for culturally appropriate apparel for culturally sensitive assignments:
Example for men: Head Coverings (i.e., kippah, yarmulkes, skullcap etc.).
Example for women: Long-sleeve clothing, head, or hair coverings (i.e., hijab, niqab, etc.).
The Contractor’s designated interpreter(s) are required to choose the color and style of attire that provides an effective contrast to their skin tone.
If the attire required is anything other than business/business professional attire, the program office shall inform the Contractor prior to the assignment. There may be instances when the employee requiring the interpretation may request a modality of attire different than business/business professional due to specific work requirements (i.e., interpreting outside at a worksite, or needing to blend in for diplomatic or cultural reasons, etc.).
The mode of attire and the demeanor of the Contractor’s designated service provider should always reflect the posture of the stakeholders requiring the service and any diplomatic or cultural nuance that may impact the work.
Walking
Most assignments/sessions require minimal to no walking beyond walking to the interpreting location.
Some assignments may require moderate to high walking/maneuvering. The DOS program office and/or the employee requiring interpretation may notify you of any such requirements prior to the event.
Reassignment for Domestic Requests
If an assignment becomes canceled with less than 72 hours’ notice, the program office may reassign the Contractor’s designated interpreter or CART writer to provide the same mode of service within a ten (10) mile radius from the original assignment.
19AQMM22R0195_ Department of State Office of Acquisition Management
11/10/22, 8:49 AM