02.02.01 - sol_70FBR624Q00000031.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

70FBR6

DENTON TX 76209-3606

REGION VI 800 NORTH LOOP 288

DHSFEMA

FEMA REGION 06

FEMA HQ CODE 16. ADMINISTERED BYCODE

X

X

X

541930

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR70FBR6

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

07/30/2024 1600 CD

07/25/2024

Jeffery Byrd (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

70FBR624Q00000031

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 95 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

WASHINGTON DC 20472

ACQUISITION MGMT 500 C STREET SW 3RD FL

FEMA HQ

15. DELIVER TO

DENTON TX 76209-3606

REGION VI 800 NORTH LOOP 288

DHSFEMA

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$22.5

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

FEMA REGION 06

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

The Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) Procurement Section is issuing this urgent Request for Quotation (RFQ) for the purpose of procuring the services of On-Site Interpretation Service within the State of Texas for counties located within the disaster declaration 4781 and 4798 area.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 Streamlined Procedures

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED

Jeffery Byrd

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

for Evaluation and Solicitation for Commercial

Items, and FAR 15 Contracting by Negotiation, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

The solicitation number 70FBR624Q00000031 is being issued for a request for quotes (RFQ) for

Small Business contractors. The solicitation document and incorporated provision and clauses are those in effect through Federal Acquisition

Circular (FAC) 2024-05, effective 22 April 2024.

This procurement is a 100% Small Business set-aside and the associated North American

Industrial Classification System (NAICS) code for this procurement is 541930 Translation and

Interpretation Services, with a small business size standard of $22,500,000.00.

The Government intends to award a Labor Hour purchase order to the responsible offerors submitting an overall quote that is determined best value to the Government’s needs, price and other factors considered, using the procedures prescribed in the technical evaluation factors.

Period of Performance will be 90 days from date

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

95 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 95

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70FBR624Q00000031

of award, with (1) 90-day option period.

The awarding of this requirement is subject to the availability of funds.

0001 DR4781-TX: Base Period (up to 12 hours per day) - 14040 HR

The contractor shall provide Onsite Spanish

Interpreting Services (7am - 7pm Local Standard) at various locations as described in the

Statement of Work at a fixed hourly rate that is

TBD at award. The government anticipates a need of 13 daily interpreters per day for up to 12 hours each.

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

0002 DR4781-TX: Base Period - Other Direct Cost - 1 LO reimbursable (Tolls, Hotels, Flights, etc.)

Reimbursement Not-to-Exceed actual cost and shall be pre-approved by the COR prior to rendering services.

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

0003 DR4781-TX: Base Period - Travel Milage 25000 DH

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

0004 DR4798-TX: Base Period (up to 12 hours per day) - 7560 HR

The contractor shall provide Onsite Spanish

Interpreting Services (7am - 7pm Local Standard) at various locations as described in the

Statement of Work at a fixed hourly rate that is

TBD at award. The government anticipates a need of 13 daily interpreters per day for up to 12 hours each.

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

4 95

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70FBR624Q00000031

0005 DR4798-TX: Base Period - Other Direct Cost - 1 LO reimbursable (Tolls, Hotels, Flights, etc.)

Reimbursement Not-to-Exceed actual cost and shall be pre-approved by the COR prior to rendering services.

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

0006 DR4798-TX: Base Period - Travel Milage 25000 DH

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

1001 DR4781-TX: Option Period (up to 8 hours per day) 9360 HR

- The contractor shall provide Onsite Spanish

Interpreting Services (7am - 7pm Local Standard) at various locations as described in the

Statement of Work at a fixed hourly rate that is

TBD at award. The government anticipates a need of 13 daily interpreters per day for up to 8 hours each.

(Option Line Item)

Date Option to be Exercised 1

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

1002 DR4781-TX: Option Period - Other Direct Cost - 1 LO reimbursable (Tolls, Hotels, Flights, etc.)

Reimbursement Not-to-Exceed actual cost and shall be pre-approved by the COR prior to rendering services.

(Option Line Item)

Date Option to be Exercised 1

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

1003 DR4781-TX: Option Period - Travel Milage 25000 DH

(Option Line Item)

Date Option to be Exercised 1

Product/Service Code: R608

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

5 95

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70FBR624Q00000031

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

1004 DR4798-TX: Option Period (up to 8 hours per day) 7560 HR

- The contractor shall provide Onsite Spanish

Interpreting Services (7am - 7pm Local Standard) at various locations as described in the

Statement of Work at a fixed hourly rate that is

TBD at award. The government anticipates a need of 13 daily interpreters per day for up to 8 hours each.

(Option Line Item)

Date Option to be Exercised 1

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

1005 DR4798-TX: Base Period - Other Direct Cost - 1 LO reimbursable (Tolls, Hotels, Flights, etc.)

Reimbursement Not-to-Exceed actual cost and shall be pre-approved by the COR prior to rendering services.

(Option Line Item)

Date Option to be Exercised 1

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

1006 DR4798-TX: Base Period - Travel Milage 25000 DH

(Option Line Item)

Date Option to be Exercised 07/01/2024

Product/Service Code: R608

Product/Service Description: SUPPORT-

ADMINISTRATIVE: TRANSLATION AND INTERPRETING

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Section C – Descriptions and Specification

STATEMENT OF WORK (SOW)

DHS/FEMA/OEA

FOREIGN LANGUAGE INTERPRETATION SERVICES

(SPANISH AND OTHER LANGUAGS ONSITE SUPPORT)

SEVERE STORM, WINDS, TORNADOES AND FLOODING

STATE OF TEXAS (DR-4781 & DR-4798 -TX)

1. GENERAL

1.1 BACKGROUND

The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Office of External Affairs (OEA) would like to solicit the services of a contractor to provide Foreign Language Interpretation Services (Spanish and other Languages On-site Support Services) for all its components (Disaster Operations, International-Intergovernmental- Congressional and Public Affairs, Private Sector and Resource Management) and ALL FEMA Operations to include joint efforts with other FEMA Directorates, Programs and Offices, Federal, State, Local, Tribal and Territorial partners, international and domestic organizations, voluntary/ community/faith based, profit/non-profit and private organizations in support of response and recovery operations for DR-4781 & DR-4798-TX operation in Texas.

1.2 SCOPE

The Language Support Services (LS) encompass a wide range of offerings including Foreign Language Interpretation Service (Spanish and other Language onsite support). These services are designed to support all FEMA components, such as Field Disaster Operations, International- Intergovernmental-Congressional and Public Affairs, Private Sector, and Resource Management.

This procurement also facilitates joint efforts with other FEMA Directorates, Programs and Offices, Federal partners, international and domestic organizations, state and local entities, as well as voluntary, community, faith-based, profit, non-profit, and private organizations.

By providing comprehensive Foreign Language Interpretation Service (Spanish and other Language onsite support), it ensures effective communication and engagement with diverse communities, enhancing FEMA's ability to respond to and manage disasters. The scope of LS services is broad, addressing the varied needs of FEMA and its partners, ensuring accessibility and inclusivity across all communication platforms and formats.

General Requirements:

• Linguist Qualifications: Provide linguists who meet specified qualifications.

• Rapid Deployment: Demonstrate capability for rapid deployment and staffing increase.

• Service Availability: Ensure services are available from 7:00 AM to 7:00 PM, including holidays, with deployment within 24-hour notice.

• Security Clearances: Employ personnel with varying degrees of security clearances as required.

• Quality Control: Maintain robust quality control processes.

• Staffing and Recruitment: Provide a comprehensive staffing and recruitment plan.

• Geographic Coverage: Ensure services can be provided at any county in Texas.

• Telecommunication Technology: Utilize telecommunication technology effectively.

• Call Order Acknowledgment: Acknowledge call orders within 2 hours.

• Duty Station Flexibility: Ensure onsite interpreters can change duty stations within a 50-mile radius from their assigned site.

• Additional Language Support: Accommodate additional interpreters for languages as needed to meet mission requirements.

• Government Functions: Provide onsite interpretation services for various government functions, including home inspections, meetings, briefings, town halls, emergency communications, and other events as needed.

• 24/7 Support: Continuous support must be available to address urgent needs.

Local Hiring and Travel: Prioritize hiring local resources. Travel to and within Texas for assignments will be approved on a case-by-case basis.

1.3 Objective

The objective is to procure comprehensive Foreign Language Interpretation Service (Spanish and other Language onsite support) to support FEMA's diverse components and stakeholders. These services aim to enhance effective communication and engagement with communities affected by disasters, ensuring accessibility and inclusivity across all communication platforms. The procurement will facilitate rapid deployment, maintain high-quality standards, and comply with federal laws and regulations, including the Post-Katrina Emergency Management Reform Act of 2006 (PKEMRA), the Stafford Act, and 508 compliance, thereby bolstering FEMA’s disaster response and management capabilities.

The primary objectives of this contract are:

• To provide onsite interpretation support to the impacted counties and ensure language access to affected applicants.

1.4 Period of Performance

The Period of Performance for this Purchase Order will be for 90 days, with one option of 90 days to extend services.

1.5Place of Performance Contractor shall provide Onsite Foreign Language Interpretation Service (Spanish and other Languages onsite Interpreter support) in the State of Texas (DR-4781 & DR-4798-TX), particularly in the counties listed below:

FEMA-4781-DR & 4798-DR, TEXAS DISASTER DECLARATION

Anderson (County)

Denton (County)

Hockley (County)

Navarro (County) Trinity (County)

Austin (County) Eastland (County)

Hockley (County)

Newton (County) Tyler (County)

Brazoria (County)

Ellis (County)

Jones (County)

Orange (County)

Van Zandt (County)

Bell (County) Falls (County)

Lamar (County)

Panola (County) Walker (County)

Calhoun (County)

Guadalupe (County)

Leon (County

Polk (County) Waller (County)

Collin (County) Galveston (County)

Liberty (County)

Rusk (County)

Cooke (County) Hardin (County)

Montague (County)

Sabine (County)

Chambers (County)

Harris (County)

Matagorda (County)

San Jacinto

(County)

Coryell (County) Henderson

Montgomery (County)

Smith (County)

Dallas (County) Hockley (County)

Nacogdoches (County)

Terrell

Note: Initial assignments will be provided at kick off meeting and daily assignments will be provided to vendor staff during daily coordination meeting onsite.

1.6 Hours of Coverage

The government standard service hours are Monday through Sunday, from 07:00 AM to 07:00 PM. However, to ensure comprehensive service coverage, services may be required at any time within a 24-hour period. The Contractor is required to work on weekends and federal holidays when requested by the Contracting Officer Representative or as dictated by operational needs.

Furthermore, the Contractor shall be capable of receiving, confirming, and processing requests continuously, 24 hours per day, 7 days per week, and 365 days per year, including all weekends and holidays, to fulfill the requirements specified in this Performance Work Statement (PWS).

1.7 PROGRAM OFFICE POINT OF CONTACTS

Contracting Officer’s Representative (COR):

Habeeb Adekoya Business Acquisition Specialist | Office of External Affairs Mobile: 202-615-9679 Habeeb.Adekoya@fema.dhs.gov

Contracting Officer (CO):

TBD

2.0 SPECIFIC REQUIREMENTS/TASK

The Contractor shall provide comprehensive interpretation services, including:

2.1.1 English to Spanish Language Interpretation: Ensuring availability of Spanish language interpreters.

2.1.2 On-Site Interpretation: Providing on-site interpretation services as required, ensuring interpreters are capable of delivering accurate and reliable interpretation across various settings and types.

2.1.3 Language Availability: The Contractor shall attest to the availability of sufficient linguists in the aforementioned languages to meet operational needs. Additional language needs will be evaluated as operations evolve, based on input from state officials and External Affairs Officers.

2.2 TASK ONE: FOREIGN LANGUAGE INTERPRETATION SERVICES

(SPANISH AND OTHER LANGUAGES ON-SITE INTERPRETER

SUPPORT SERVICES)

2.2.1 Onsite Language Interpreting services to be provided with relevance to all counties for region 6 in the State of Texas for DR-4781-TX & DR4798-TX on as needed basis Sunday – Saturday in the time frame of 7am to 7pm.

2.2.2 On-site interpreters must be continuously available in a variety of different schedules, that could range from two (2) hour assignments, eight (8) hour shifts and up to twelve (12) hour shifts.

2.2.3 Additional on-site interpreters may be requested for additional federally supported response and recovery operations.

2.2.4 Authorization for travel outside the declared area must be pre-approved by the Contracting Officer's Representative (COR) prior to the travel and will be reimbursed in accordance with the federal government’s Federal Travel Regulations further than 50 miles one way.

2.2.5 For virtual services, Providers will appear in the platform no less than 10 minutes prior to a prescheduled assignment.

2.2.6 Every attempt will be made for onsite services to be requested at a minimum of 24-hours prior to the start of the assignment, however, occasions may occur where the Requestor is unable to mailto:Habeeb.Adekoya@fema.dhs.gov provide 24 hours’ notice. If the Contractor is unable to fill the request, written notification via email must be given to the Requestor within two (2) hours of the time the request was made. By default, if no such written communication is received, it is determined that the Contractor has accepted and will fill the request.

3.0 QUALIFICATION

• Minimum personnel qualification: Tier 2 – (Reference Attachment A for details)

Note: All on-site interpreters shall conduct themselves according to the ATA Code of Ethics and Professional Practice. Proof of US Citizenship or lawful permanent residents is required.

3.1 NUMBER OF ON-SITE INTERPRETERS ROSTER REQUIRED

FEMA require the following numbers of on-site interpreters to be available, as a minimum, during the response and recovery operations, or until deemed necessary:

County DRC # Language Number of

Interpreters Required 4 Spanish 2 5 Spanish 2Harris 16 Spanish 2

Montgomery 8 Spanish 1 Calhoun 17 Spanish 2

Guadalupe 29 Spanish 2 Dallas 31 Spanish 2

Note: The Government reserves the right to include additional interpreters for languages.

• Adjustment shall be made, to increase or decrease the needs, as the operations evolve.

Services are required seven (7) days per week, for ninety (90) days. The contractor shall provide enough staff so that the above numbers of interpreters for each language are always available or working, accounting for breaks, rotations, or split shifts.

3.2ARRIVAL OF ON-SITE INTERPRETERS

All on-site interpreters must arrive to their designated duty station fifteen (15) minutes prior to the start of their assignment and have a valid FEMA issued PIV card. The COR will provide the Contractor with the requirements regarding badging upon security clearance adjudication. The contractor shall not bill the agency for any of the time described in this paragraph.

3.3 REASSIGNMENT OF INTERPRETER(S) AS NEEDED

On-site interpreters may be re-assigned to or rotated between assigned duty stations within the state of Texas. Should support at additional duty stations be needed, the COR will contact the contractor to reassign on-site interpreters.

4.0 ASSIGNMENTS SCHEDULING

Services are to be provided on an as needed, as requested, basis at the discretion of the Requestor within the confines of the contract and this PWS. Requestor will contact the Contractor, primarily by phone followed by email, to request services and provide the following information:

• For onsite Spanish Language Interpretation services – date of assignment, assignment type, language preference if other than Spanish dialect, times and location or remote specifications.

This assignment log will be made available to the Contracting Officer for inspection as requested.

• Requestor will maintain a log or spreadsheet documenting the time of the request in addition to the following:

4.1 FEDERAL HOLIDAYS

• Interpreter services may be required on federal holidays and weekends during a disaster declaration and the contract can bill for the services received.

4.2 INCLEMENT WEATHER – NON-CLOSURES

If severely inclement weather or an emergency prevents the interpreter from reporting to work at the site or duty location, no cancellation fee or charges shall be assessed. If the interpreter services have been canceled, the contractor may assess the cancellation fee for requests for services that are canceled with less than 4 hours' notice. If the interpreter service is still required, and the contractor is not able to provide the service, the contractor will not bill the government for interpreter service hours when required service is not provided.

In the event any or all the on-call on-site interpreters are unable to come to work, the contractor is required to notify the requesting organization's point of contact (POC). The contractor will be required to replace the interpreter(s). In the event that the contractor is unable to supply the Agency with replacement on-site interpreters; the contractor will not bill the government for interpreter service hours when the contractor is not able to provide the on-site interpreters.

4.3 REIMBURSEMENT FOR SERVICES- AD HOC INTERPRETER

REQUESTS

Regardless of assignment duration, the contractor shall be reimbursed for a minimum of two (2) hours.

Assignments lasting more than two (2) hours shall be invoiced for the actual duration of the assignment not the estimated duration called in by the COR or the ACOR{s) when coordinating and scheduling the request. For billing purposes, the contractor shall round up to the nearest half-hour. For example, if the COR or ACOR(s) coordinates and schedules a request for an assignment that is anticipated to last from 8:00 a.m.to 1:00 p.m. but the assignment actually lasts from 8:00 a.m. to 11:30 a.m., the contractor shall bill the agency for three and one-half hours (3.5) of service (8:00 a.m.to 11:30 a.m.) If the assignment lasted from 8:00 a.m. to 11:15 a.m. the contractor shall bill the agency for three and one-half (3.5) hours of service (8:00 a.m. to 11:30 a.m.). The interpreter service shall bill at a minimum of half-hour increments after the initial two hours of service.

5.0 CANCELLATION OF ASSIGNMENT - INTERPRETER REQUESTS

The Contractor shall adhere to the following procedures for the cancellation of interpreter assignments:

1. Notification of Cancellation:

o The Government reserves the right to cancel any interpreter assignment.

o Cancellations must be communicated to the Contractor no less than 24 hours before the scheduled start time of the assignment.

2. Contractor's Responsibilities:

o Upon receiving a cancellation notice, the Contractor must promptly notify the assigned interpreter and adjust their schedule accordingly.

o The Contractor is responsible for documenting all cancellations and providing a report to FEMA upon request.

3. Cancellation Fees:

o If a cancellation notice is provided at least 24 hours before the scheduled start time, no cancellation fee shall be incurred.

o If a cancellation notice is provided less than 24 hours before the scheduled start time, the Government will pay a cancellation fee equivalent to 50% of the interpreter's scheduled service time up to a maximum of 4 hours.

4. Exceptions:

o Cancellations due to unforeseen circumstances, such as natural disasters or other emergencies, shall be exempt from cancellation fees.

o The Government retains the right to assess and determine the validity of such exceptions on a case-by-case basis.

5. Reassignment of Interpreters:

o The Contractor shall make all reasonable efforts to reassign interpreters to other available assignments within the contract scope when cancellations occur.

o The Contractor shall prioritize reassignment of interpreters to maintain service continuity and resource efficiency.

6. Documentation and Reporting:

o The Contractor must maintain detailed records of all cancellations, including the date and time of the cancellation notice, the scheduled assignment details, and any applicable cancellation fees.

o A monthly report summarizing all cancellations and associated fees must be submitted to the Government for review.

6.0ASSIGNMENT LOG

The COR and/or the ACOR(s) shall maintain a log of the date an order was placed, the time the order was placed, the job number, the date of the assignment, the start time of the assignment, the anticipated duration and a description of the event for each assignment given to the on-site interpreter. The log shall be made available to the contracting officer for inspection.

7.0 EVALUATION OF SERVICES

Recipients of interpreter services may provide feedback on the quality of the interpreter services received to the COR. This feedback will be provided to the contractor by the COR within 24 continuous hours of receipt of the feedback. The contractor shall take appropriate action based on the feedback and provide the COR with a response to the feedback within 24 continuous hours of receipt of the feedback. The COR and the contractor will meet per the COR request to conduct a quality review of services being provided by the contractor.

8.0 INVOICING

The contractor shall invoice on a biweekly basis using the fixed hourly rate as established in the contract.

The contractor may only bill for work hours performed. The invoice will include the number of hours of services provided. The contractor will only bill for hours of service provided during each billing cycle.

Contractors will follow the invoicing instructions outlined in the Functional Category 1 DHS Strategic Language Services BPA, Invoice Instructions. The invoice will also include the contractor's business address, office phone, fax number and email address.

9.0 EQUIPMENT – GOVERNMENT FURNISHED

Contractor provides all required equipment.

10.0 DELIVERY SCHEDULE

On-site interpreters must report to their duty stations starting the day after receipt of award.

11.0Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR.

The Project Manager shall be available to the COR via telephone between the hours of 7:00 am and 7:00 PM, Monday through Sunday, and shall respond to a request for discussion or resolution of technical problems within 4 hours of notification.

12.0 OTHER APPLICABLE CONDITIONS

12.1 HOURS OF OPERATION

The Contractor shall be able to receive, confirm and process requests between the hours of 7:00 AM and 7:00 PM local standard time, Monday through Sunday. Additionally, there may be occasions when contractor employees shall be required to work outside of normal business hours, including weekends and holidays, to meet the needs outlined in this PWS.

12.2 TRAVEL

Mileage Reimbursement: Bill mileage at the current federal rate for distances over 50 miles one way from the job site. Mileage is reimbursable only for personally owned vehicles.

12.3 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the COR no later than 2 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer Representative, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

12.4 PROGRESS REPORTS

The Project Manager shall provide a monthly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, burn rate, risks all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

• Submit regular progress reports, including status updates, risks, and any issues encountered.

• Deliver a final project report upon completion, summarizing the work performed and outcomes achieved.

12.5 PROGRESS MEETINGS

The Project Manager shall be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with FEMA objectives. At a minimum, the Project Manager shall review the status and results of Contractor performance with the COR monthly via video conference.

12.6 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability.

• Provide all necessary resources and personnel to complete the work as described.

• Ensure all deliverables meet the agreed-upon specifications and standards.

• Communicate regularly with COR to provide updates on progress and any issues.

12.7 COMPLIANCE AND QUALITY ASSURANCE

The vendor shall:

• Comply with all applicable laws, regulations, and industry standards.

• Implement quality assurance processes to ensure the highest quality of deliverables.

• Conduct regular reviews and testing to verify that deliverables meet the required specification.

13.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources.

14.0 GOVERNMENT ACCEPTANCE PERIOD

The COR shall review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted, the contractor shall address the issues outlined by the COR and resubmit the deliverable for review.

15.0 NO ESCORT OR EMPLOYEE(S) WHO FAIL TO APPEAR FOR

ASSIGNMENT(S)

• Wait Time: If a Government employee fails to appear at the assignment or to escort the interpreter to the assignment, the interpreter(s) shall remain on-site for at least 30 minutes from the scheduled start time of the assignment or until they are notified to leave by an authorized government point of contact or the Contracting Officer's Representative (COR), whichever is shorter.

• Billing Policy: In such instances, the contractor may invoice for the minimum of two hours of labor as specified in the price schedule, regardless of the actual time worked.

15.1 MULTIPLE ASSIGNMENT ON THE SAME DAY

The two-hour minimum applies if there are multiple assignments that are concurrent to each other and less than two hours total. There is no separate billing when one or more assignments are scheduled together within the two-hour minimum time frame using the same interpreter(s) on the same day. Interpreter(s) shall be available for earlier or later time slots to complete the accepted assignment(s). The contractor may invoice for the total hours on-site from the originally scheduled assignment time until completion of the requirement.

15.2 ON-SITE MODIFICATIONS:

• The contractor is required to invoice the government for the total time worked, which includes the initial two-hour minimum of the assignment. Additional hours shall be requested and approved by the COR.

• If the authorized government point of contact dismisses the interpreter(s) before the originally specified time on the call order, the contractor or interpreter(s) shall promptly inform the COR of the situation.

• In such cases, the contractor is permitted to invoice for the two-hour minimum rate.

• If interpreters are located locally, but are theoutside of the 50-miles radius, the contractor may also invoice for mileage expenses in accordance with Federal Travel Regulations and FEMA travel policy.

15.3 CONTRACT DEFICIENCY REPORT (CDR):

The Government will monitor the Contractor's performance and address any deficiencies in accordance with the terms of the contract. Repeated or significant failures to meet performance standards may result in corrective actions, up to and including termination of the contract. The specific procedures for addressing performance deficiencies are detailed within the contract terms and conditions.

16.0 QUALITY CONTROL PLAN (QCP)

1. The Contractor’s quality system shall demonstrate its prevention-based outlook by meeting the objectives stated in the PWS throughout all areas of performance (e.g., all functional areas and all performance standards). The QCP shall be developed to specify the Contractor’s responsibility for management and quality control actions to meet the terms of the contract. Within 24 hours of completion, the Contractor shall provide to the COR, all reports generated as a result of the Contractor’s quality control efforts. This shall include any summary information used to track quality control, including any charts/graphs.

2. The Contractor’s QCP shall be incorporated into and become part of this purchase order after the plan has been accepted by the Government. Changes made after CO or designee approval shall be submitted in writing to the CO or designee for review and acceptance.

The Contractor’s QCP shall be maintained throughout the life of the purchase order and shall include the Contractor’s procedures to routinely evaluate the effectiveness of the plan to ensure the Contractor is meeting the performance standards and requirements of the contract.

Technical Exhibit 1 Performance Objective

Performance Requirements Summary (PRS)

Performance Objective Standard

Accepta ble

Quality Level

(AQL)

Metho d of

Survei llance

PRS #1: The contractor shall provide accurate and timely Spanish language interpretation services as specified in PWS 2.1.1.

Accurate interpretation within scheduled times.

No more than one custom er compla int per month.

Valida ted Custo mer Compl aint by

COR.

PRS #2: The contractor shall provide sufficient linguists for onsite interpretation services as specified in PWS 2.1.2.

Meet the linguist availability requirements.

100% compli ance with linguist availabi lity.

Period ic Survei llance by

COR.

PRS #3: The contractor shall maintain robust quality control processes as specified in PWS 2.2.2

Consistent quality control and error-free interpretation.

Zero deviati ons from the quality control standar ds.

100% Inspec tion by

COR.

PRS #4: The contractor shall ensure timely reassignment of interpreters as needed, as specified in PWS 2.3.

Efficient reassignment and minimal downtime.

No more than two hours of downti me per reassig nment.

Period ic Survei llance and Valida ted Custo mer Compl aint by

COR.

Technical Exhibit 2 Deliverables Schedule

Deliverable Frequency Medium/Format

Number of Items/Copies

Submit To

Monthly Progress Report (PWS 12.4)

Monthly

Interpreter Deployment Plan (PWS 2.1.2)

Annually

Compliant Desktop Publishing Deliverables

(PWS 2.3.4)

As required.

Monthly Report on Video Remote Interpretation Services

(PWS 2.4)

Monthly

Final Project Report (PWS 12.4)

End of contract

1 original, 2 copies

Electronic submission to COR

Section E – Inspection and Acceptance Supplies/services will be inspected/accepted at Destination by the Government.

Section F – Deliveries or Performance

The desired period of performance 90 days after award, with an option period for an additional 90 days.

0001. Base Period of Performance 90 Days After Award.

1001. Option Period 1: 90 Days

The option CLINs 1001 can be exercised anytime during the performance of this contract.

Section G – Contract Administration Data

INVOICING PROCEDURE

All invoices are to be mailed to the address on contract/purchase order.

An invoice is a written request for payment under this contract for supplies delivered or for services rendered. Payment of invoices submitted under this contract shall be made in accordance with the terms and conditions of the Prompt Payment clause and in accordance with the provisions of other clauses in this contract. Failure or refusal to provide the following information on all invoices submitted under this contract may result in the invoice being considered improper for payment in accordance with the Prompt Payment clause. In order to be proper, an invoice must include, as applicable, the following:

a. GENERAL INFORMATION

1. Name of Contractor

2. Invoice date

3. Contract number (including order number, if any), contract line item number, contract description of supplies or services, quantity, contract unit of measure and unit price, and extended total.

4. Shipment number and date of shipment (bill-of-lading number and weight of shipment will be shown for shipments on Government bills of lading).

5. Name, title, phone number and complete mailing address of responsible Official who can be contacted in the event of an improper invoice, if there are question, or additional information is needed bit hits agency to process payment.

6. Any other information or documentation required by other provisions of the Contract (such as evidence of shipment).

7. Invoices shall be prepared and submitted as follows:

Number Distribution

Original and 2 copies Payment Office

One copy Contract Specialist/Officer jeffery.byrd@fema.dhs.gov

One copy Contracting Officer Representative / Invoices Approver

Name: Habeeb Adekoya Title: Contracting Officer Representative Phone: 202-615-9679 Email: habeeb.adekoya@fema.dhs.gov

Electronic Mail: FEMA-Finance-Vendor-Payments@fema.dhs.gov

The contractor shall submit an invoice(s) upon delivery and acceptance of all supplies or services as specified in the Price/Cost Schedule.

Contractors shall submit vouchers electronically in pdf format to the FEMA Finance Center at FEMA-Finance-Vendor-Payments@fema.dhs.gov

AND

Contractors shall also submit an electronic pdf copy to FEMA COR or program person if a COR is not designated at their email address.

ELECTRONIC FUNDS TRANSFER (EFT) INFORMATION

1. To receive payment, the contractor shall submit their EFT information to the Government.

EFT information may be submitted by EFT form, through System for Award Management (SAM), or on invoice. Failure to provide the EFT information or failure to notify the Government of changes to this EFT information may result in delays in payments and/or rejection of the invoice in accordance with the Prompt Payment clause of this contract. EFT forms may be submitted directly the FEMA Finance Center at FEMA-Finance- RecordsMaintenance@fema.dhs.gov, or to the Contracting Office.

2. If submitting EFT information on invoice/voucher, the following EFT information should be submitted:

(a) Routing Transit Number (RTN) The contractor shall provide the current 9-digit RTN of the payee's bank

(b) Payee's account number

(c) Contractor's Tax Identification Number (TIN) mailto:jeffery.byrd@fema.dhs.gov mailto:habeeb.adekoya@fema.dhs.gov mailto:FEMA-Finance-Vendor-Payments@fema.dhs.gov

(The EFT information submitted must be that of the contractor unless there is an official Assignment of Claims on file with the payment office.)

If at any time during the term of this contract, the contractor changes any EFT information, (i.e.

financial agent, RTN, account number, etc.) the new EFT information must replace the old EFT information on subsequent invoices submitted under this contract, through SAM, or by submission of a new EFT form.

BILLING INSTRUCTIONS

Contractors will use Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) located at http://www.gsa.gov/portal/forms/type/SF when submitting a payment request. A payment request means any invoice or request for contract financing payment requesting reimbursement for supplies or services rendered. The Contractor shall not be paid more frequently than on a monthly basis.

Contractors must submit vouchers electronically in pdf format to the FEMA Finance Center at FEMA-Finance-Vendor-Payments@fema.dhs.gov. A copy of the voucher must be submitted electronically to the contracting officer identified within this contract. The submission of vouchers electronically will reduce correspondence and other causes for delay to a minimum and will facilitate prompt payment to the Contractor. Paper vouchers mailed to the finance center will not be processed for payment. If the Contractor is unable to submit a payment request in electronic form, the contractor shall submit the payment request using a method mutually agreed to by the Contractor, the Contracting Officer, and the payment office.

Section I - Contract Clauses

52.204-13 System for Award Management Maintenance. (Oct 2018)

52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE, AND SERVICES

DEVELOPED OR PROVIDED BY KASPERSKY LAB COVERED ENTITIES

(DEVIATION 20-05) (JUL 2024)

(a) Definitions. As used in this clause-

Kaspersky Lab covered article means any hardware, software, or service that–

(1) Is developed or provided by a Kaspersky Lab covered entity;

(2) Includes any hardware, software, or service developed or provided in whole or in part by a Kaspersky Lab covered entity; or

(3) Contains components using any hardware or software developed in whole or in part by a Kaspersky Lab covered entity.

Kaspersky Lab covered entity means–

(1) Kaspersky Lab;

(2) Any successor entity to Kaspersky Lab, including any change in name, e.g., “Kaspersky”;

(3) Any entity that controls, is controlled by, or is under common control with Kaspersky Lab; or

(4) Any entity of which Kaspersky Lab has a majority ownership.

(b) Prohibition. Section 1634 of Division A of the National Defense Authorization Act for Fiscal Year 2018 (Pub. L. 115-91) prohibits Government use of any Kaspersky Lab covered article. The Contractor is prohibited from—

(1) Providing any Kaspersky Lab covered article that the Government will use on or after October 1, 2018; and

(2) Using any Kaspersky Lab covered article on or after October 1, 2018, in the development of data or deliverables first produced in the performance of the contract.

(c) Reporting requirement.

(1) In the event the Contractor identifies covered article provided to the Government during contract performance, or the Contractor is notified of such by a subcontractor at any tier or by any other source, the Contractor shall report, in writing, via email, to the Contracting Officer, Contracting Officer's Representative, and the Enterprise Security Operations Center (SOC) at NDAA Incidents@hq.dhs.gov, with required information in the body of the email. In the case of the Department of Defense, the Contractor shall report to the website at https://dibnet.dod.mil. For indefinite delivery contracts, the Contractor shall report to the Enterprise SOC, Contracting Officer for the indefinite delivery contract and the Contracting Officer(s) and Contracting Officer's Representative(s) for any affected order or, in the case of the Department of Defense, identify both the indefinite delivery contract and any affected orders in the report provided at https://dibnet.dod.mil.

(2) The Contractor shall report the following information pursuant to paragraph (c)(1) of this clause:

(i) Within 3 business days from the date of such identification or notification: the contract number; the order number(s), if applicable; supplier name; brand; model number (Original Equipment Manufacturer (OEM) number, manufacturer part number, or wholesaler number); item description; and any readily available information about mitigation actions undertaken or recommended.

(ii) Within 10 business days of submitting the report pursuant to paragraph (c)(1) of this clause: any further available information about mitigation actions undertaken or recommended. In addition, the Contractor shall describe the efforts it undertook to prevent use or submission of a Kaspersky Lab covered article, any reasons that led to the use or submission of the Kaspersky Lab covered article, and any additional efforts that will be incorporated to prevent future use or submission of Kaspersky Lab covered articles.

(d) Subcontracts. The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts, including subcontracts for the acquisition of commercial items.

(End of clause)

FAR 52.204‐24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204‐26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212‐3, Offeror Representations and Certifications‐Commercial Items. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204‐26, or in paragraph (v)(2)(ii) of the provision at 52.212‐3.

Definitions. As used in this provision— Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204‐25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(a) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115‐232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third‐party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115‐232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract.

Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third‐party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(b) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(c) Representation. The Offeror represents that—

(1) It □ will, □ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that—

It □ does, □ does not use covered telecommunications equipment or…