2. 36C25621Q0841 Additional Requirements.pdf

Combined Synopsis/Solicitation 36C25621Q0841 – Onsite and Remote Language Interpreter and Document Translation

Services for Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal

Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

2. The combined synopsis solicitation number is 36C25621Q0841. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price Requirements contract resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

2021-02 (effective 11/23/2020).

4. This requirement is issued unrestricted under Full and Open Competition. The North American Industry Classification

System number is 541930 with a size standard of $8,000,000.00.

5. The MEDVAMC in Houston, Texas requires a contract for on-site and remote American Sign Language (ASL) interpreter, Foreign Language Interpreter (FLI) and Foreign Language Document Translation (FLDT) services for meetings, trainings and other events for the MEDVAMC. The Contractor shall provide all labor, materials, equipment, travel, trained personnel, supervision, and all other resources required to perform on-site and remote language interpreter and document translation services as outlined in the Performance Work Statement (PWS). Wage Determination (WD)

2015-5233 (Revision 16 dated 12/20/2020), WD Number 2015-5279 (Revision 16 dated 12/21/20) and WD number 2015-

5217 (Revision 15 dated 12/21/20) applies to this requirement.

6. Places of Performance:

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston, Texas 77030

Texas City Veteran Affairs (VA) Clinic

9300 Emmett F. Lowery Expressway

Texas City, Texas 77591

Galveston VA Clinic

3828 Avenue N

Galveston, Texas 77550

Richmond VA Clinic

22001 Southwest Freeway

Richmond, Texas 77469

Charles Wilson VA Outpatient Clinic

2206 N. John Reddit Drive

Lufkin, Texas 75904

Beaumont VA Clinic

3420 Plaza Circle

Beaumont, Texas 77707

Conroe VA Clinic

690 South Loop 336 West

Conroe, Texas

Lake Jackson VA Clinic

208 Oak Drive South

Lake Jackson, Texas 77566

Katy VA Clinic

750 Westgreen Boulevard

Katy, Texas 77450

Tomball VA Clinic

1200 W Main Street

Tomball, Texas 77375

7. Period of Performance:

The period of performance shall be a base period of 12 months with four (4), additional 12-month option periods to be exercised at the Government’s discretion

8. A complete description of the services to be acquired, and/or applicable Government need(s) are as follows:

See Attached 36C25621Q0841 Additional Requirements

Contracting Office:

Department of Veterans Affairs

Regional Procurement Office Central

Network Contracting Office (NCO) 16

2002 Holcombe Blvd., Bldg. 100

Houston, Texas

Contracting Officer:

Orlando Whitaker

Point of Contact (POC) Information:

Email: Orlando.Whitaker@va.gov

Quotes in response to this combined synopsis/solicitation are due at 11:00 AM Central Standard Time (CST), May

18, 2021. Quotes shall be submitted in writing and sent via email to orlando.whitaker@va.gov. Please insert

“Solicitation 36C25621Q0841 Language Interpreter and Document Translation” in the subject line of your email.

Questions regarding this solicitation shall be submitted via email to Contracting Officer, Orlando Whitaker at

Orlando.Whitaker@va.gov no later than 3:00PM CST on May 11, 2021. If questions are received, all responses will be posted with all questions and answers to the same announcement.

COMPLETING A QUOTE FOR SUBMITTAL

a. The quoter shall complete Contract Administration and provide the name, title, address, email address and telephone number of the company/division point of contact regarding business decisions made with respect to the quote and who can contractually obligate the company. The quoter shall identify those individuals authorized to negotiate with the

Government.

b. See Section B.1, Price Cost Schedule. Pricing for each CLIN must be submitted in the proper format. The proper format consists of QUANTITY *UNIT PRICE = AMOUNT/NET AMOUNT. In the event there is a discrepancy in the calculation, the UNIT PRICE will be held to the intended price multiplied by the QUANTITY. If the quoter shows only the AMOUNT/NET AMOUNT, but fails to enter a UNIT PRICE, the AMOUNT/NET AMOUNT divided by the

QUANTITY will be held to be the intended price.

d. The provision at FAR 52.212-1, Addendum to Instructions to Quoters-Commercial, applies to this acquisition.

e. The provision at FAR 52.212-2, Addendum Evaluation-Commercial Items applies to this acquisition. See FAR 52.212-

2 Addendum for additional information.

f. All services shall be performed in accordance with the PWS and 36C25621Q0841, Additional Requirements.

mailto:Orlando.Whitaker@va.gov mailto:orlando.whitaker@va.gov mailto:Orlando.Whitaker@va.gov

g. Quoter must submit both Technical and Price volumes. See FAR Clause 52.212-2 Addendum for basis for award. This requirement will be evaluated under the Lowest Price Technically Acceptable.

h. All quotes shall remain valid for 120 calendar days.

Attachments(s):

1. Combined Synopsis/Solicitation

2. 36C25621Q0841 Additional Requirements

Attachment 1 – Sample Work Order

Attachment 2 – Confidentiality of Sensitive Information Non-Disclosure Agreement

Attachment 3 – Business Associate Agreement

Attachment 4 – Wage Determinations

36C25621Q0841

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe BLVD

Houston TX 77030 4298

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] In accordance with Fully Executed Task Order

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Financial Service Center

PO Box 149971

Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

The Contractor shall provide an American Sign Language Interpreter.

300 Estimated Hours

Fully Loaded Hourly Rate: $__________

Contract Period: Base

POP Begin: 05-31-2021

POP End: 05-30-2022

The Contractor shall provide a Foreign Language Interpreter.

285 Estimated Hours

On-Site Fully Loaded Hourly Rate$__________

Telephone Fully Loaded Hourly Rate $__________

Contract Period: Base

10,000.00 EA __________________ __________________

The Contractor shall provide Document Translation.

10,000 Estimated Words

Fully Loaded Rate per Word: $____________

Fully Loaded Rate per Page $_____________

Contract Period: Base

OPTION PERIOD 1:

The Contractor shall provide an American Sign Language Interpreter.

300 Estimated Hours

Fully Loaded Hourly Rate: $__________

Contract Period: Option 1

POP Begin: 05-31-2022

POP End: 05-30-2023

The Contractor shall provide a Foreign Language Interpreter.

285 Estimated Hours

On-Site Fully Loaded Hourly Rate$__________

Telephone Fully Loaded Hourly Rate $__________

Contract Period: Option 1

The Contractor shall provide Document Translation.

10,000 Estimated Words

Fully Loaded Rate per Word: $____________

Fully Loaded Rate per Page $_____________

Contract Period: Option 1

OPTION PERIOD 2:

The Contractor shall provide an American Sign Language Interpreter.

300 Estimated Hours

Fully Loaded Hourly Rate: $__________

Contract Period: Option 2

POP Begin: 05-31-2023

POP End: 05-30-2024

The Contractor shall provide a Foreign Language Interpreter.

285 Estimated Hours

On-Site Fully Loaded Hourly Rate$__________

Telephone Fully Loaded Hourly Rate $__________

Contract Period: Option 2

The Contractor shall provide Document Translation.

10,000 Estimated Words

Fully Loaded Rate per Word: $____________

Fully Loaded Rate per Page $_____________

Contract Period: Option 2

OPTION PERIOD 3:

The Contractor shall provide an American Sign Language Interpreter.

300 Estimated Hours

Fully Loaded Hourly Rate: $__________

Contract Period: Option 3

POP Begin: 04-15-2024

POP End: 04-14-2025

The Contractor shall provide a Foreign Language Interpreter.

285 Estimated Hours

On-Site Fully Loaded Hourly Rate$__________

Telephone Fully Loaded Hourly Rate $__________

Contract Period: Option 3

The Contractor shall provide Document Translation.

10,000 Estimated Words

Fully Loaded Rate per Word: $____________

Fully Loaded Rate per Page $_____________

Contract Period: Option 3

OPTION PERIOD 4:

The Contractor shall provide an American Sign Language Interpreter.

300 Estimated Hours

Fully Loaded Hourly Rate: $__________

Contract Period: Option 4

POP Begin: 04-15-2025

POP End: 04-14-2026

The Contractor shall provide a Foreign Language Interpreter.

285 Estimated Hours

On-Site Fully Loaded Hourly Rate$__________

Telephone Fully Loaded Hourly Rate $__________

Contract Period: Option 4

The Contractor shall provide Document Translation.

10,000 Estimated Words

Fully Loaded Rate per Word: $____________

Fully Loaded Rate per Page $_____________

Contract Period: Option 4

GRAND TOTAL __________________

PERFORMANCE WORK STATEMENT

Onsite and Remote Language Interpreter and Document Translation Services

Michael E. DeBakey Veterans Affairs Medical Center

1. GENERAL INFORMATION:

1.1 The Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC) requires on-site and remote language interpreter and document translation services on an as-needed basis for meetings, administrative hearings, Equal Employment Opportunity meetings, Union meetings, medical appointments, training and other events. Payments for services is based completion of requested services through written work orders. This Performance Work Statement (PWS) is designed to obtain the services, labor, materials, equipment, travel, trained personnel, supervision, and all other resources required to perform on-site and remote language and documentation interpretation/translation services. The VA intends to award a firm fixed price under a requirements contract for a base period of 12 months with four (4), additional 12-month option periods to be exercised at the Government’s discretion. There is no minimum guarantee on the option periods.

There is no minimum guarantee on the requirements contract. The contract quantities are estimated.

Services are required 24-hours per day, seven days a week to allow access for these services to patients and employees during all shifts.

1.2 The objective of this contract is to provide the Government with language interpreter and document translation services.

1.3 NON-PERSONAL SERVICES: The government shall neither supervise contractor personnel nor control the method by which the contractor performs the required tasks. Under no circumstances shall the government assign tasks to, or prepare work schedules for, individual contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the

Contractor's responsibility to notify the Contracting Officer immediately.

2. AUTHORITY TO ISSUE ORDERS: The Network Contracting Office (NCO) 16, Division III, Services Team B is the only authorized team allowed to place Task Orders under this requirements contract. The assigned Contracting Officer under Services Team B will issue Task Orders directly against this requirements contract. This agency will be responsible for all administration functions for the given Task Order. No oral orders will be allowed. Work orders are for information purposes only. The Contractor shall perform no work under this contract unless a written Task Order has been executed by the Contracting Officer.

3. LIST OF ASSIGNMENTS: The Contractor shall provide an American Sign Language (ASL) interpreter, Foreign Language (FL) interpreter, Foreign Language Document Translation (FLDT), video remote interpreting service and telephonic service interpreter services. The language interpreter and document translation services will be used for meetings, administrative hearings, Equal

Employment Opportunity meetings, Union meetings, medical appointments, training and other events

4. TASK ORDER ORDERING PROCEDURES

4.1 This solicitation will result in a single award requirements contract. The Contractor will be required to provide the requested services during the applicable period of performance. The Contracting

Officer shall issue all Request for Quotes (RFQ) via email which shall include the description of work order, name, purpose, date, duration (e.g. start time – end time), location, Point of Contact (POC), and

POC telephone number. The Contractor shall confirm receipt of a RFQ within four hours. Upon receipt of the RFQ, the Contractor is required to submit a complete quote via an e-mail within 72 hours from receipt of the RFQ. All evaluations shall be lowest price technically acceptable. If the

Contracting Officer finds the quote acceptable, the Contracting Officer will send a draft award to the

Contractor for signature. The Contractor shall sign and return the draft award within 24 hours from receipt of the draft award.

4.2 The Contractor shall not perform work under this contract unless a written task order has been executed by the Contracting Officer. To the extent of any inconsistencies between this contract and any task order, the provisions of this contract shall control.

4.3 Written work orders will be issued against fully executed Task Orders for tracking purposes of individual work tasks. Written work orders will be issued by the COR. Work orders are for informational purposes only. Written work orders will only be placed against current fully executed

Task Orders. The Contractor shall not perform any services on a work order when the period of performance of a fully executed Task Order has expired, even if the work order is issued or requests performance after the period of performance on a fully executed Task Order has expired. In no event shall a work order or any number of work orders combined, exceed the stated quantity on a fully executed Task Order even if submitted by the COR. The Contractor shall notify the COR and CO within four hours from receipt of a written work order where the period of performance has ended on the Task Order, quantity has been met or will be exceeded by performing the work order, or the total value of the fully executed Task Order has been met or will be exceeded during the performance of the work order. If the Contractor performs services on a work order where the period of performance has ended, quantity was exceeded, and/or the total value is exceeded, the Contractor shall not be reimbursed for these services. Work orders are issued for tracking purposes and shall not govern over the fully executed Task Order. The Contractor has the responsibility of tracking the work orders to ensure they are abiding by the fully executed Task Order.

4.4 Ordering:

(a) All task orders are subject to the terms and conditions of this contract. In the event of conflict between the Task Order and this contract, the contract shall control.

5. PERIOD OF PERFORMANCE:

The period of performance shall be a base period of 12 months with four (4), additional 12-month option periods to be exercised at the government discretion.

Base Period: May 31, 2021 – May 30, 2022

Option Period 1: May 31, 2022 – May 30, 2023

Option Period 2: May 31, 2023 – May 30, 2024

Option Period 3: May 31, 2024 – May 30, 2025

Option Period 4: May 31, 2025 – May 30, 2026

6. PLACE OF PERFORMANCE:

The Contractor shall perform the onsite, remote language and interpreter services at any of the following locations associated with the MEDVAMC:

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston, Texas 77030

Texas City Veteran Affairs (VA) Clinic

9300 Emmett F. Lowery Expressway

Texas City, Texas 77591

Galveston VA Clinic

3828 Avenue N

Galveston, Texas 77550

Richmond VA Clinic

22001 Southwest Freeway

Richmond, Texas 77469

Charles Wilson VA Outpatient Clinic

2206 N. John Reddit Drive

Lufkin, Texas 75904

Beaumont VA Clinic

3420 Plaza Circle

Beaumont, Texas 77707

Conroe VA Clinic

690 South Loop 336 West

Conroe, Texas

Lake Jackson VA Clinic

208 Oak Drive South

Lake Jackson, Texas 77566

Katy VA Clinic

750 Westgreen Boulevard

Katy, Texas 77450

Tomball VA Clinic

1200 W Main Street

Tomball, Texas 77375

7. SCOPE:

The Contractor shall provide on-site and remote American Sign Language (ASL) interpreter, Foreign

Language Interpreter (FLI) and Foreign Language Document Translation (FLDT) services at the

MEDVAMC and community-based outpatient clinics (CBOCs) in compliance with the Federal

Rehabilitation Act. Interpreter services shall be used for various meetings and training which may include, or have access to, Personally Identifiable Information (PII). Interpreter services shall include interpreting spoken English or Foreign Language into signed English or signed Foreign language or

American Sign Language (ASL), and interpreting ASL, signed English or Foreign language back into spoken English or Foreign Language. Foreign language interpretation and document translation include all languages listed in Exhibit 1. The Contractor shall perform all duties within compliance of

HIPAA regulations that are applicable to MEDVAMC.

Requests for services shall be made in writing by the Contracting Officer’s Representative (COR) through work orders. Typical service requests are for one (1) hour in duration.

7.1 Contractor Qualifications:

7.1.1 Contractor Technical Experience:

The Contractor shall demonstrate three (3) years’ technical experience within the last 5 years in

American Sign Language interpreter service with HIPAA expertise, Foreign Language Interpreter service, or Foreign Language Document Translation service performing as the prime contractor in accordance with the PWS. The Contractor shall demonstrate in their technical approach proof of technical training and demonstrate track records of working experience in American Sign Language

Interpretation, Foreign Language Interpretation, Foreign Language Documentation Translation

Interpretation with HIPAA expertise and related components in healthcare, industrial, educational, and commercial facilities performing as the prime.

The Contractor shall submit up to three (3) Contractor technical experience entries performing as the prime Contractor to demonstrate three (3) years’ technical experience within the last 5 years.

The Contractor technical experience entry shall include:

(a) dollar value,

(b) contract number,

(c) period of performance (year and month),

(d) point of contact (POC) name and title,

(e) POC phone number,

(f) POC email address,

(g) description of the work; and

(h) servicing agency.

Failure to submit demonstrate three year’s technical experience and submit up to three (3) Contractor technical experience performing as the prime Contractor, shall result in Contractor’s technical quote as technically unacceptable.

7.1.2 Contractor Technical Qualifications:

The Contractor shall be a certified American Sign Language Interpreter certified by the National

Association of the Deaf (NAD)- Registry of Interpreters for the Deaf (RID) Code of Professional

Conduct (CPC), Certified Commission for Healthcare Interpreters (CCHI) or the Board for

Evaluation of Interpreters (BEI). The Contractor shall be a certified Foreign Language Interpreter and

Foreign Language Document Translator certified by the Certified Commission for Healthcare

Interpreters (CCHI), National Board of Certification for Medical Interpreters (NBCMI), Board for

Evaluation of Interpreters (BEI) or the American Translators Association (ATA).

The Contractor shall submit with their technical quote a copy of a current and valid certificate by the National Association of the Deaf (NAD)- Registry of Interpreters for the Deaf (RID)

Code of Professional Conduct (CPC); Certified Commission for Healthcare Interpreters

(CCHI), National Board of Certification for Medical Interpreters (NBCMI), Board for

Evaluation of Interpreters (BEI) or by the American Translators Association by the close of the solicitation due date.

7.1.3 Personnel Qualifications:

The Contractor shall submit with their technical quote proof for all contractor assigned personnel for

MEDVAMC. The Contractor shall provide a resume for each personnel.

The Contractor personnel shall be properly trained and certified in American Sign Language, Foreign

Language Interpreter, and Foreign Language Documentation Translation such as proficient in interpreting languages of foreign and domestic regions where the United States has military components. Foreign language interpretation and document translation include all languages listed in

Exhibit 1 for healthcare, court, industrial, educational, and commercial facilities performing the proposed work herein the PWS.

The Contractor shall submit with technical quote a copy of a current and valid certificate by the

National Association of the Deaf (NAD)- Registry of Interpreters for the Deaf (RID) Code of

Professional Conduct (CPC) Certified Commission for Healthcare Interpreters (CCHI), National

Board of Certification for Medical Interpreters (NBCMI), Board for Evaluation of Interpreters (BEI) or by the American Translators Association (ATA). Failure to submit a copy of a current and valid certificate by the National Association of the Deaf (NAD)- Registry of Interpreters for the Deaf (RID)

Code of Professional Conduct (CPC), Certified Commission for Healthcare Interpreters (CCHI), National Board of Certification for Medical Interpreters (NBCMI), Board for Evaluation of

Interpreters (BEI) or by the American Translators Association (ATA) shall result in their technical quote as technically unacceptable.

7.1.4 Personnel Technical Experience:

The Contractor personnel shall demonstrate 3 years’ technical experience within the last 5 years as an

American Sign Language interpreter with HIPAA expertise, Foreign Language Interpreter, and

Foreign Language Document Translation in healthcare, court, industrial, educational, and commercial facilities within the last 5 years. Each of these assignments shall have successful results for three years or more. The Contractor shall submit resumes with technical quote to demonstrate proof of

Contractor personnel technical experience and any replacement personnel for the MEDVAMC. The

Contractor shall submit proof of evidence in resume to establish required technical experience and performance level with their quote by the close of the solicitation due date.

The Contractor shall provide a certification by the National Association of the Deaf (NAD)- Registry of Interpreters for the Deaf (RID), Code of Professional Conduct (CPC), Certified Commission for

Healthcare Interpreters (CCHI), National Board of Certification for Medical Interpreters (NBCMI), Board for Evaluation of Interpreters (BEI) or by the American Translators Association (ATA) for each personnel. The Contractor shall submit evidence of the aforementioned certification through licenses or certificates with their technical quote by the solicitation due date. The Contractor shall submit with technical quote a copy of current and valid certificate by the National Association of the

Deaf (NAD)- Registry of Interpreters for the Deaf (RID) Code of Professional Conduct (CPC), Certified Commission for Healthcare Interpreters (CCHI), National Board of Certification for

Medical Interpreters (NBCMI), Board for Evaluation of Interpreters (BEI) or by the American

Translators Association (ATA).

The Contractor shall submit proof of certification and resume(s) with their technical quote at the solicitation due date. Failure to submit proof of certification and resume(s) shall result in their technical quote as technically unacceptable.

8. The following laws, regulations, policies, and procedures, including all subsequent changes or updates apply:

FAR Federal Acquisition Regulation

VAAR Veterans Administration Acquisition Regulation

Standards All applicable Federal, State, Local and Industry: Laws, Policies and

Standards as applicable to the proper performance of afore and hereafter described.

9. GLOSSARY:

ASL American Sign Language is a visual language. With signing, the brain processes linguistic information through the eyes. The shape, placement, and movement of the hands, as well as facial expressions and body movements, all play important parts in conveying information.

CDR Contract Deficiency Report

CO Contracting Officer

COR Contracting Officer Representative

EEO Equal Employment Opportunity

EEOM Equal Employment Opportunity Manager

FLDT Foreign Language Document Translation. Translate written document (words or text) in another language.

FLI Foreign Language Interpreter: One who translates orally for parties conversing in different languages.

FL Foreign Language is a language originally from another country than the speaker.

MEDVAMC Michael E. DeBakey VA Medical Center

VA Department of Veteran Affairs

Business Day: A business day includes the entire 24-hour period ending at midnight, and a notice required by the regulation is effective even if given outside normal business hours.

Cancellations: Any cancellation made with at least one full business day advance notice from the government shall not be billed by the Contractor. Cancellations are only allowed by the government and not the Contractor. Cancellation(s) by the Contractor shall be documented as a failure to perform. Cancellations billed with less than one full business day notice will be billed for the full amount.

Interpreter(s): One who translate between a spoken and a signed language.

Late Notice: Services provided with less than one full business day notice.

Regular request: Services provided with more than one full business day notice.

Sign language interpreter(s): proficiently interprets oral communications in American Sign

Language (ASL), Sign English (SE), Pidgin Sign English (PSE) in medical and civil court settings and has the ability to handle the nature of the assignment(s) as stipulated in the NAD-

RID CPC. Accepted levels for sign language interpreters are: National Certification through

NAD -RID. Foreign Language Interpreter proficiently interpret languages of foreign and domestic regions where the United States has military components.

Telephonic Service for Foreign Language Translation: Service requested at the discretion of the government to translate verbally different languages.

VA Video Connect: A VA solution that enables Veterans to virtually meet-up with their VA healthcare providers, using encrypted video to ensure the session is secure and private.

Video Remote Interpreting: Video Remote Interpreting (VRI) means of providing interpreting services to ensure effective communication with deaf and hard of hearing individuals who communicate using sign language. VRI uses videoconferencing technology, equipment, and a high-speed Internet connection with sufficient bandwidth to provide the services of an interpreter to people at a different location. The Contractor shall have VRI capability when requested by the government only. The Contractor’s VRI equipment shall be compatible with the government’s system. It is the Contractor’s responsibility to ensure their equipment and software is compatible with the government system prior to award. VRI shall be used at government request for an ASL interpreter, FL interpreter, FLDT in attendance of virtual meeting, training(s), EEO conference(s), Union meeting(s) and such when the Contractor is not requested by the government to be onsite and/or prohibited from being onsite due to safety precautions. Government staff shall use government equipment desktop, laptop issued by the

MEDVAMC. Contractor shall provide access to VHA compliant encrypted video link.

10. APPLICABLE CODES/ STANDARDS AND REFERENCES: The Contractor shall ensure service is in conformance with the most current published standards/specifications/regulations:

ATA American Translators Association

BEI Board of Evaluation of Interpreters

CCHI Certified Commission for Healthcare Interpreters

CPC Code of Professional Conduct

FRA Federal Rehabilitation Act

HIPAA Health Insurance Portability and Accountability Act

JCAHO Joint Commission for the Accreditation of Healthcare Organizations.

PC.02.01.21: The hospital effectively communicates with patients when providing care, treatment, and services. EP1. The hospital identifies the patient's oral and written communication needs, including the patient's preferred language for discussing health care. Note: Examples of communication needs include the need for personal devices such as hearing aids or glasses, language interpreters, communication boards, and translated or plain language materials.

RI.01.01.03: The hospital respects the patient's right to receive information in a manner he or she understands. EP2. The hospital provides language interpreting and translation services. Note: Language interpreting options may include hospital-employed language interpreters, contract interpreting services, or trained bilingual staff. These options may be provided in person or via telephone or video. The hospital determines which translated documents and languages are needed based on its patient population.

NAD National Association of the Deaf

OSHA Occupational Safety and Health Act Standard 29 CFR 1910, Subparts I & S

NBCMI National Board of Certification for Medical Interpreters

RID Registry of Interpreters for the Deaf

11. TASKS:

11.1 Contractor shall furnish all materials, supplies, trained/certified personnel, supervision, transportation and otherwise do all things necessary for and incidental to providing onsite and remote ASL, FLI, FLDT interpreter services. Written documents requiring translation shall be in the latest version of Microsoft Word or Adobe Acrobat PDF format.

11.2 The Contractor shall provide an ASL, FLI, FLDT interpreter, video remote interpreter with required equipment and remote access, and telephonic service interpreter to the requested location within a two (2) hour notice. The Contractor shall provide an ASL interpreter, FL interpreter, FLDT, video remote interpreting service and telephonic service interpreter. The

Government shall request telephonic service and video remote interpreting at the government’s discretion. The Contractor shall have the necessary video remote interpreting (VRI) and remote access capability for all telephonic service interpreting requests. This service from the Contractor includes all transportation costs. The Contractor shall not bill for travel or transportation under this contract.

11.3 The Contractor shall perform all work promptly at the time, date, and place designated by the

COR, as many competent personnel and staff and maintain such staff.

11.4 The Contractor shall assign the same interpreter to an assignment lasting two hours or less. For assignments lasting two hours or more, team interpreters shall be assigned. The Contractor shall:

(1) present himself or herself to the presiding official at least fifteen (15) minutes prior to the time and at the place of the designated assignment, no case, shall the interpreter arrive later than the time required to set up all required equipment and be able to begin interpreter services at the designated time; or, if the case involves the use of video remote telephonic interpreter services or telephonic interpreter services shall make telephone contact to the presiding official at least fifteen (15) minutes prior to the start time; (2) at all times shall be governed by the instructions of the presiding official in matters affecting the assignment.

11.5 The Contractor shall adhere to the following: Each interpreter is fully aware of the assigned work situation, including the occasional need for extending the assignment beyond the required time;

there will be unforeseen circumstances where conferences, meetings, trainings or appointments go over the expected end time (i.e., 30 minutes); and at short notice; if deemed necessary, within a two (2) hours’ notice a second interpreter shall be provided when services are known to occur over two (2) hours and will require the interpreters to be allowed a 15-minute break if requested.

11.6 The Contractor shall contact the COR within one-hour from receipt of a written work order for all ASL, FLDT and FLI assignments. The COR and Contractor shall communicate on all assignment(s) as needed. The Contractor shall contact the designated COR for any business pertaining to ASL, FLI, FLDT assignments. While performing onsite services, the contractor personnel shall be escorted by designated Government staff at all times.

11.7 Punctuality: The Contractor personnel shall arrive no later than 15 minutes before the actual time of the assignment. Tardiness or missed assignments shall not be tolerated. The Contractor shall notify the COR in writing immediately if they will be tardy or miss an assignment. If the

Contractor arrives 10 or more minutes late for an assignment, the COR shall determine if services are still needed. If it is determined that services are needed, the government shall take a deduction from the agreed upon rate commensurate of when the interpreter(s) arrived at the servicing site in 15-minute increments. If it is determined that service is no longer needed, this will be recorded as a missed work order and the Contractor shall not charge for service to the missed order. All tardiness and no-shows shall be documented in writing by the COR through a

Contract Deficiency Report (CDR) approved by the Contracting Officer. All tardiness and no-shows will also be reflected on the Contractor’s Contractor Performance Assessment Reporting

System (CPARS).

11.8 The Government retains the right to not accept an interpreter for future assignments who is late or missed an assignment.

11.9 On Demand Services: The Contractor shall provide on demand interpreter services through telephone or VRI, 24 hours per day, seven days per week, 365 days per year as requested by the

Government. VRI on demand services shall be available for ASL interpretation only. The limitation for VRI on demand services does not restrict the Government’s ability to request VRI services for all other requirements of the PWS not related to on demand services. The

Government shall request VRI services at its discretion for all other requirements of the PWS.

This access shall be provided immediately for medical appointments, patient care, patients and employees during all shifts. On Demand Services are an exception to the Work Order process.

Work Orders for On Demand Services will be provided to the Contractor within 24 hours from the next business day after services are provided.

12. RETENTION:

The Contractor shall assign ASL interpreter, FLI, and FLDT interpreter to this contract. For temporary substitutions where the contractor personnel will be replaced, the Contractor shall provide a qualified replacement. This substitute shall meet or exceed the minimum qualifications listed in the

Personnel Qualifications listed in section 5. The government shall review all replacement personnel within 3 days from the departure of any contractor personnel. All contractor personnel must be approved by the Contracting Officer and the COR before they can start working under this contract.

13. RECORDKEEPING:

The Contractor’s personnel shall notify the COR upon arrival and prior to their departure.

Monitoring of Contractor's personnel time shall be demonstrated by record assignment logs. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

14. HOURS OF OPERATION: Services are required 24-hours per day, seven days a week to allow access for these services to patients, employees, events and meetings as required by the PWS. These hours of operation includes all services within the PWS requirements during all shifts.

15. DELIVERABLES:

The Contractor shall deliver to the COR a completed copy of the Contractor Rules of Behavior and

Standard Form 306 for each respective Contractor personnel along with a list of corresponding contractor personnel within three (3) workdays from contract award. The Contractor personnel list shall have the Contractor personnel first name, middle initial, last name, phone number, work address and email address.

The Contractor shall timely submit all reports, replacement of Contractor personnel, and respond timely to service requests and work orders.

The Contractor shall submit personnel qualifications as per the PWS.

The Contractor shall complete training requirements as per the PWS.

The Contractor shall submit a signed Confidentiality of Sensitive Information Non-Disclosure

Agreement within 1 week of the effective date of award of the contract. See Attachment 5, Confidentiality of Sensitive Information Non-Disclosure Agreement.

16. SECURITY REQUIREMENTS:

16.1 HEALTH AND HUMAN SERVICES (HHS)/OFFICE OF INSPECTOR GENERAL (OIG):

To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of

Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website

(www.hhs.qov/) for each person providing services under this contract. Further the Contractor shall certify in its technical quote that all personnel have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

16.2 The Contractor shall not enter the facility without the appropriate badge. The Contractor shall also be subject to inspection of their personal effects when entering or leaving the facility. The contractor is subject to the MEDVAMC policies and procedures regarding government safety and security. Upon entering VA buildings, the contractor and contractor personnel shall be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

16.3 The Contractor personnel shall successfully complete the appropriate VA privacy training and annually complete required privacy training located on the VA TMS website https://www.tms.va.gov/SecureAuth35/ and manually accept the Rules and Behavior statement before performing services.

16.4 Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the contractor and contractor personnel while working on the premises. These regulations include but are not limited to, escort by MEDVAMC government staff, presenting valid identification, smoking restriction and any safety procedures as outlined in the site regulations. Services shall not require connection to the VA network. The C&A requirements do not apply, and a Security Accreditation Package is not required.

16.5 The Contractor shall comply with the attached Privacy and Security Rules Business Associate

Agreement (BAA). The Health Insurance Portability and Accountability Act of 1996 (HIPPA) requires that patient lists, names of patients, and any information concerning patients, are https://www.tms.va.gov/SecureAuth35/ considered privileged information and shall not be disclosed or revealed in any way for use outside the MEDVAMC. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such information as the MEDVAMC. Patient confidentiality will be adhered to at all times. As Contractor personnel will potentially have access to any patient information related to their performance of duties under this contract, Contractor shall make its personnel aware that any such information that they might become aware of during the course of their performance is considered privileged information and shall not be disclosed or revealed in any way outside communications with CO and COR.

17. CONFIDENTIALTY OF PATIENT RECORDS:

The Contractor assignments shall be designated as confidential. When an assignment or any portion thereof is designated confidential, the Contractor shall hold inviolate and in the strictest confidence any and all information which he/she may gain in the performance of his/her duties under this contract. The Contractor shall not divulge, sell, or distribute, any information gained at a confidential proceeding. The Contractor shall submit a signed certification of confidentiality, see Attachment 2, Confidentiality of Sensitive Information Non-Disclosure Agreement with their technical quote at the due date of the solicitation.

18. PRIVACY INFORMATION:

The Contractor will not have access to VA desktop computers, nor will they have access to online resources belonging to the government while conducting services. The Contractor personnel shall secure (in a sealed envelope) and relinquish any documentation found anywhere on the VA grounds that contains sensitive patient and/or government information (i.e. privacy information) within 60 minutes of finding such documentation to the Privacy Officer, MEDVAMC, Phone: (713) 794-7948.

If Privacy Officer is not available, please relinquish any documentation found to the Police Services

(Building 100).

In the event that the Contractor should lose any records, transcripts or confidential information associated with their assigned work, the Contractor shall promptly notify the CO, the MEDVAMC’s

Privacy Officer and the COR/government point of contact. The notification should take place within

60 minutes of the Contractor confirming that the identified information cannot be located. The initial notification may be verbal, by phone call or in person, with the official communication in writing to follow within the identified timeframe (i.e., 60 minutes).

19. PRIVACY TRAINING

All contractor personnel and subcontractor personnel requiring access to VA information shall sign and acknowledge (manually) understanding of and responsibilities for compliance within 1 week of the effective date of award of the contract, before being granted access to VA information; and annually thereafter, as required the following:

(1) Sign and acknowledge (manually) understanding of and responsibilities for compliance with the

Contractor Rules of Behavior, Appendix E relating to access to VA information;

(2) Successfully complete the VA Privacy and HIPAA training (annual);

Any new contractor personnel hired after the contract becomes effective must complete this mandatory VA provided VA Privacy and HIPAA Training and sign the “Rules of Behavior” prior to starting work.

The contractor shall provide to the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the effective date of award of the contract and annually thereafter, as required.

Failure to complete the mandatory training and sign the Rules of Behavior, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

Position Sensitivity: The position sensitivities for the positions have been designated as shown below:

Low Risk

Background Investigation: Within 2 days of the effective date of award of the contract, the

Contractor shall submit background information to the COR for the contractor and all personnel. The level of background investigation commensurate with the required level of access for each of these positions is:

Low level. Contract personnel shall be escorted by designated Government staff at all times while inside federal buildings.

20. SAFETY:

Due to COVID, Contractors shall provide their own Personal Protective Equipment (PPE) to ensure their safety. MEDVAMC and all clinics are requiring all patients, visitors and government personnel to wear a face mask. Face coverings are mandatory at the expense of the Contractor.

The government is screening all who enter this facility, to include a temperature check.

The Contractor’s PPE cannot prevent the performance of any interpretation services and shall be adjusted on the spot at the request of the COR if they prevent proper performance. For example, oversized gloves preventing the clear interpretation of sign language.

The Contractor arrival prior to 15 minutes of the start of the event includes getting pass the screening process to the appropriate room, not just arriving at the designated building. The

Contractor shall arrive at the designated location (room number, floor, etc.) 15 minutes before the start of the assignment. This time does not include any time to get pass the screening process.

Influenza vaccine is not mandatory for Contractor personnel. Safety precautions shall include, but are not limited to the following requirements:

• Occupational Safety and Health Act (OSHA)

• Accident Prevention Manual for Industrial Operations, latest edition, National Safety

Council

• Applicable State and Local Safety Operation Procedures

• VA Safety Practices and Policies, VAMC standard operating procedures, and any other

Federal, State, and Local regulations pertaining to the equipment listed for this contract.

• JCAHO

• NFPA 70E

21. UNIFORMS: The Contractor shall require all contractor personnel, including supervisors, to wear distinctive uniform clothing for ready identification as a contractor, and assure that contractor personnel is in uniform no later than the time specified by the COR. The Contractor shall have all personnel wear a name tag or some form of visible identification, which is easily identifiable, and affixed in some manner to the upper torso of the technician. The badge must identify the staff member as a Contractor.

22. PARKING: It is the responsibility of the Contractor to park in the appropriate designated parking areas. MEDVAMC does not validate or make reimbursement for parking violations of the

Contractor(s) personnel under any circumstances.

23. CONTRACTOR PERSONNEL:

Contractor personnel shall not be considered VA personnel for any purpose and shall be considered contractor personnel.

24. CONFLICT OF INTEREST:

A conflict of interest is defined as the existence of financial or other relationship between the

Contractor, including any of his/her personnel, agents, subcontractors, or representatives, and a party to or an attorney involved or representatives, and a party to or an attorney involved in a proceeding to be transcribed under this contract. The Contractor shall promptly notify the presiding official whenever there is a potential or actual conflict of interest between the Contractor and such party or attorney. If a potential or actual conflict of interest is reported by the Contractor, the Contracting

Officer reserves the right to have the interpreter services provided by another interpreter at no cost to the Contractor, notwithstanding any other provision of this contract. Should a new proceeding be required because a conflict of interest exists which the Contractor failed to bring to the attention of the presiding official, the Contractor shall bear the full cost of the new assignment.

25. WORK ORDER:

The work order process for on demand services is an exception to this process. The work order process for on demand services is described in Section 11.9. The government will issue written work orders sent to the Contractor via email to place orders. Written work orders will only be placed against current fully executed Task Orders. The Contractor shall not perform any services on a work order when the period of performance of a fully executed Task Order has expired even if the work order when the period of performance of a fully executed Task Order has expired even if the work order is issued by the COR. In no event shall a work order exceed the stated quantity on a fully executed Task Order even if submitted by the COR. If the Contractor performs services on a work order where the period of performance has ended, quantity was exceeded, and/or the total value is exceeded, the Contractor shall not be reimbursed for these services. Work orders are issued for tracking purposes and shall not govern over the fully executed Task Order. The Contractor has the responsibility of tracking the work orders to ensure they are abiding by the fully executed Task Order applicable to the submitted written work order. Requests for services shall be made in writing by the

COR through work orders. All work orders shall be written. No oral orders will be allowed. No telephone requests shall be made. All cancellations from the COR shall be written. In the event the

Contractor defaults on an issued work order, the Contractor’s cancellation shall be written and issued immediately to the COR and CO. There may be multiple assignments included in a work order.

a. The Contractor shall confirm in…