Amd 004 - Attachment I - Statement of Work (72001G24R00002).pdf

TRANSCRIPTION, TRANSLATION, & INTERPRETATION

STATEMENT OF WORK

1. SUMMARY

The U.S. Agency for International Development (USAID) Office of Inspector General (OIG), Office of Investigations (IG/I) requires linguistic transcription, translation, and interpretation services to support ongoing investigations. The office is looking to obtain a qualified Supplier to perform language support services on an as-needed basis under a blanket purchase agreement

(BPA).

2. PERIOD OF PERFORMANCE

The period of performance includes a one-year base period and four, one-year, priced, option periods to be exercised unilaterally at the USAID OIG's sole discretion given greater than 60 calendar days' written notice to the Supplier. Any order off the BPA must take place during the period of performance. USAID OIG may cancel the BPA at any time. USAID OIG may notify the Supplier at least 60 days in advance when cancelling the BPA. Additionally, BPA cancellation does not release the Supplier from the duty to continue performance for orders in process. Thus, ongoing orders must continue even if the BPA is cancelled.

Base Period: XX/XX/2024 to XX/XX/2025 (to be determined at time of award)

Option Period One (1): XX/XX/2025 to XX/XX/2026 (to be determined at time of award)

Option Period Two (2): XX/XX/2026 to XX/XX/2027 (to be determined at time of award)

Option Period Three (3): XX/XX/2027 to XX/XX/2028 (to be determined at time of award)

Option Period Four (4): XX/XX/2028 to XX/XX/2029 (to be determined at time of award)

3. BPA TYPE

The USAID OIG anticipates awarding a BPA to a Supplier for the fulfillment of the requirements included in this SOW. If funding is available, the Contracting Officer's

Representative (COR) may direct the Supplier to complete a task through the placement of an order without involvement from the Contracting Officer (CO), using a form provided by USAID

OIG. This form will be the only form completed by USAID OIG in placing an order, meaning the USAID OIG will NOT use or complete any Supplier-provided form(s) in the placement of an order; any intake/request forms required by the Supplier are the burden of the supplier to complete. In response, the Supplier will propose an appropriate level of effort for fulfilling the order in accordance with the contract fixed unit rates. The COR may then approve the level of effort for the order and direct the Supplier to begin work. The total value of each order may not exceed $10,000, including any cost-reimbursable travel expenses. The COR and the Supplier must collaborate to accurately track the total amount of any orders placed to ensure adequate funding is available for future orders.

4. BACKGROUND

IG/I is a federal law enforcement agency that conducts worldwide investigations into allegations of criminal, civil, and administrative violations relating to the USAID, Millennium Challenge

Corporation, United States African Development Foundation, and the Inter-American

Foundation. USAID OIG’s mission is to safeguard and strengthen the integrity of U.S. foreign assistance through timely, unbiased, impactful criminal, civil, and administrative investigations and outreach to identify, investigate, prosecute, and mitigate significant crimes and misconduct impacting the programs, operations, and personnel, of the agencies we oversee.

5. OBJECTIVE

The objective of this BPA is to provide transcription, translation, and interpretation services for initiated and ongoing investigations.

6. SCOPE OF WORK

(a) Language support services are defined as follows:

i. Consecutive interpretation: listening to English or non-English language and orally converting to non-English or English, respectively.

1) In-person

2) Telephonic

3) Video remote

ii. Transcription: rendering non-English audio and video recordings into the same written non-English language and then translated into written English.

iii. Translation: replacing written, non-English text (i.e., highly technical contracts or legal documents) into equivalent written English documents (translation-transcription) or replacing written, English text (i.e., highly technical contracts or legal documents) into equivalent written non-English documents (translation-transcription).

iv. All interpreters, transcriptionists, and translators must be certified in accordance with the qualifications outlined under section 12 of this SOW to ensure that all spoken words and gestures of a proceeding are produced accurately.

(b) Please see the list below for the frequently common languages to anticipate. The list includes but is not limited to:

• Albanian

• Amharic

• Arabic (Northern and Southern Levantine, Iraqi, Egyptian, Sudanese, Yemeni)

• Bahasa

• Bengali

• Burmese

• Creole

• Dari

• Farsi

• French

• Hindi

• Khmer

• Laotian

• Malay

• Mongolian

• Nepali

• Pashto

• Portuguese

• Romanian

• Russian

• Serbian

• Sinhala

• Spanish (Latin American and European)

• Swahili

• Tagalog

• Tamil

• Thai

• Turkish

• Ukrainian

• Urdu

• Vietnamese

(c) Personnel must be able to analyze large amounts of information to and from English. The transcriber or translator will provide direct findings and translations clearly and concisely in formats specified by the USAID OIG office.

(d) Document translations, audio and video transcriptions, and linguistic support that are not real-time may be performed at the Supplier’s site or in the USAID OIG office in

Washington, DC.

(e) The Supplier must provide professional, qualified, certified (as outlined in section 12) transcribers, translators and interpreters for any language requested. The transcribers, translators, and interpreters are also required to be fluent and highly proficient in English and at least one non-English language listed above in section 6b. The transcribers, translators, and interpreters must be familiar with both formal and casual modes of communication, including colloquialisms and slang expressions. Knowledge of legal and criminal justice system vocabulary is highly desired.

i. Personnel must be able to perform transcription, translation, and interpretation services that are factually accurate without omissions or additions. They must be able to interpret, translate, and transcribe case related source information from the languages listed in 6b into English. The source information may be contained in the following formats: typed and hand-written financial statements, documents, and receipts; emails; encrypted communication chat logs; videos; and audio recordings.

ii. United States citizens, by birth or by naturalization.

iii. Certified in one or more of the language certification programs listed in section

12.

(f) Interpreters might be required to provide on-site services in Washington, D.C., and other assigned locations. The travel expenses incurred while in performance of the contract will be reimbursed to the Supplier.

(g) The transcribers and/or translators may be required to assist Special Agents to communicate with confidential witnesses and confidential informants in languages listed in 6b via encrypted messaging applications for smartphone, telephone, or in person. The utmost discretion will be required.

(h) Transcriptions and translations must be performed by individuals certified in accordance with the qualifications outlined under section 12 of this SOW to provide transcripts of audio and video recordings of subject and witness interviews that may be used in a U.S.

court of law including judicial and administrative proceedings. The lines of text on each page of transcription or translation must be numbered in a format approved by USAID

OIG. The original recordings may be in the languages listed in 6b.

(i) Court appearances by transcribers and/or translators, testifying to the accuracy of the transcription and/or translation may also be required. The travel expenses incurred while in performance of the contract will be reimbursed to the Supplier. The hourly rate for court appearances is provided for in Attachment II – Pricing Sheet (protected).

(j) One year of experience transcribing and/or translating in a law enforcement or U.S.

judicial environment is highly preferred. Knowledge of the protocol of U.S. court interpreting is highly desired.

7. TRAVEL

Travel within the continental Unites States (CONUS) may be required during the term of the contract. Outside the continental United States (OCONUS) travel is not anticipated. All travel must be made in accordance with all federal travel guidelines and regulations. It is the

Supplier's responsibility to ensure all travel is made in accordance with all federal travel guidelines and regulations.

The Contracting Officer’s Representative (COR) will notify the supplier of the need to travel at least ten (10) business days from the departure date. Within three (3) business days of receipt of the notice, the supplier must submit a written estimate of the travel expenses to the

COR. The COR will provide approval of the trip expenses in writing back to the supplier within two (2) business days. Within 10 business days after the supplier returns from travel, all supporting documentation must be provided to the COR for review, approval, and payment.

8. OBSERVANCE OF LEGAL HOLIDAYS AND ADMINSTRATIVE LEAVE

USAID OIG recognizes and observes all federal U.S. holidays listed on OPM.gov’s federal holiday webpage.

USAID OIG employees overseas may also be entitled to local holidays not listed on the

OPM website. Any local holidays will be considered a non-business day under this contract.

Services will not be required on any of the observed U.S. holidays or any local holidays abroad.

9. SPECIFIC TASKS

The duties under this BPA include:

(a) The Supplier must seek a court reporter to certify all transcripts.

(b) The Supplier must securely receive recorded interviews from USAID OIG, including via email, hand delivery, and/or messenger service.

(c) The Supplier must supply transcripts to USAID OIG either via email or through a printed format. Transcripts sent via email should be encrypted with a password for the protection of personally identifiable information and sensitive details within. Note that printed transcripts can be used in legal proceedings and all printed transcripts should be acceptable to use in legal proceedings.

(d) USAID OIG requires a standard, ten business days turnaround time for each transcription and translation deliverable, starting when the material is sent to the supplier, unless the turnaround time is otherwise specified as expedited (two to three business days turnaround) on the order form provided by USAID OIG. Pricing must reflect the amount of time it takes to complete the transcription and translation service.

10. MARKING

The Supplier must reference the contract number and the name of the contract when contacting

USAID OIG.

11. INSPECTION OF SERVICES

The Contracting Officer or Contracting Officer Representative (COR) can perform an inspection of services to ensure items are delivered in a timely and efficient manner.

12. LANGUAGE PROFICIENCY QUALIFICATIONS AND CERTIFICATIONS

Language certifications in the foreign language(s) and English are required for all transcribers, translators, and interpreters in the four basic communications skills (listening, reading, writing, and speaking). The transcribers, translators, and interpreters must be capable of accurately translating, transcribing, and interpreting highly complex technical conversations and documents, including discussions of contracts and other legal issues. Proof of any of the qualifications listed below will be required.

A list of acceptable language certifications include:

(a) Transcribers and translators who have taken examinations certified by the U.S.

Government, such as: Defense Language Institute (Department of Defense); Foreign

Service Institute (Department of State); Department of Justice; Federal Bureau of

Investigation; and who can provide written and oral proficiency tests in the languages listed in section 6b. The transcribers and translators must receive a proficiency rating of 3 or above in listening, speaking, reading, writing, and judgment in both the foreign language and English.

(b) Interpreters who received certification as a certified interpreter by the Administrative

Office of the U.S. Courts (through the Federal Court Interpreters Certification Program).

(c) Interpreters who received credentials for professionally qualified interpreters by the

Administrative Office of the U.S. Courts. Credentials for professionally qualified interpreters require sufficient documentation and authentication, and must meet the criteria in one of the following:

a. Passed the U.S. Department of State conference or seminar interpreter test in a language pair that includes English and the target language. The U.S. Department of State's escort interpreter test is not accepted as qualifying.

b. Passed the interpreter test of the United Nations in a language pair that includes

English and the target language.

c. Is a current member in good standing of:

i. the Association Internationale des Interprètes de Conférence (AIIC)(link is external); or

ii. The American Association of Language Specialists (TAALS)(link is external). The language pair of the membership qualification must be

English and the target language.

13. QUALITY CONTROL

The Supplier must develop a quality control plan that documents quality control processes and procedures that ensure the production of high-quality and accurate transcription and translation services. USAID OIG reserves the right to approve or disprove quality control measures established by the Supplier. Additionally, the Supplier is liable for employee negligence, fraud, waste, or abuse.

The quality control plan must be included in the Supplier’s proposal.

Any revisions to the quality control plan after award must be submitted to the Contracting

Officer for approval.

The content of the quality control plan should include at least the following:

• A process to identify and correct any deficiencies that may occur.

• An internal quality control system for transcription and translation services. Positions of individuals who will conduct quality control services must be specified in the plan.

• How the supplier plans to maintain a file that documents all quality and internal control procedures and actions, which include: the purpose of the quality control procedure, the results of the procedure, and any corrective action taken. This file should be made available to USAID OIG upon request.

• A description of how translator personnel assigned to the quality control team ensure that transcription and translation services are accurate and do not include any subjective information.

• A process for the correction of errors that includes the turnaround time for said corrections. USAID OIG reserves the right to return erroneous transcriptions and translations and request corrections at no cost to USAID OIG.

14. DATA SECURITY

The supplier must develop a data security plan that outlines how the Supplier plans to establish, implement, administer, and maintain security measures that protects the documents and media that it receives in performance of the contract.

The data security plan must be included in the Supplier’s proposal.

Any revisions to the data security plan after award must be submitted to the Contracting Officer for approval.

The content of the data security plan should include at least the following:

• A process to identify and correct security breaches that may occur.

• How the Supplier will protect the documents and media while it is in the Supplier’s custody or control and prevent unauthorized persons from gaining access.

• A description of how the Supplier will maintain and review its data security measures for accuracy and comprehensiveness.

15. TRANSCRIBER, TRANSLATOR, INTERPRETOR DISQUALIFICATIONS:

USAID OIG reserves the right to refuse a transcriber, translator, and/or interpreter provided by the Supplier due to inappropriate conduct or appearance, poor performance, or any other reason deemed inappropriate by the USAID OIG.

16. SUBMISSION OF VOUCHERS/INVOICES

Monthly invoices or invoices per deliverable (to be specified at award) will be required for the services rendered. Payment terms are NET30. An original of each invoice in PDF format shall be submitted on an SF-1034 Public Voucher for Purchases and Services Other Than Personal to the

Office of Financial Management. Submit invoice to the Office of Chief Financial Officer via email at ei@usaid.gov. One (1) copy of vouchers and invoices shall also be submitted to the

COR. The SF-1034 must be signed, and it must be submitted along with the invoice and any other documentation in PDF format.

17. CONFIDENTIALITY

The Supplier may have access to confidential information and should encrypt the information and store the information safely. Prior to the start of any work, the assigned transcriber, translator, and/or interpreter must sign and complete an Attachment III, Non-Disclosure and

Conflict of Interest Agreement, and send to the COR. The confidential information remains the sole property of USAID OIG. The Supplier must preserve the confidentiality and integrity of the information. The Supplier must institute procedures for protecting the confidential information.

The Supplier must accept responsibility for maintaining the confidentiality of the information and for training its staff on confidentiality procedures.