A02 SOW_AI Translators_(IDEC) CC_Feb 24 2026.pdf

Statement of Work (SOW)

1. Purpose

This Statement of Work (SOW) defines the scope, requirements, deliverables, and responsibilities for the provision of secure, real-time and on-demand translation services for an international conference. The objective is to enable attendees to experience and understand presenter content in their preferred language on handheld AI-assisted, real time voice translator services using a dedicated mobile device (preferred) or the user’s personal mobile phone, tablet, or computer. We will need a minimum of 100 and a maximum of 500 handheld devices that are capable of real-time translations.

2. Background

The Drug Enforcement Administration (DEA) holds multiple conferences in different foreign countries. DEA will be leading a multilateral conference in August 2026. This conference will be attended by senior drug law enforcement officials from various countries around the world to collaborate in our global fight to combat and to prevent transnational organized crime and related threats to U.S. national security. This conference will host a global audience with diverse linguistic backgrounds. To ensure accessibility, inclusivity, and effective communication, simultaneous AI-assisted translation services supporting, but not limited to, the following languages Spanish, Arabic, English, French, Portuguese, Russian, Chinese, and other common spoken languages is required.

3. Scope of Services

The AI-assisted handheld translation device Provider ("Provider") shall deliver end-to-end translation services, including but not limited to:

3.1 Language Coverage

• Support required language listed above, and as many others as possible, for a minimum of Spanish, Arabic, English, French, Portuguese, Chinese, Russian and up to 70 of the most spoken languages around the globe.

3.2 Translation Modalities

• Real-time (live) translation of spoken presentations, panels, and Q&A sessions.

• Delivery of translations by text and/or audio, as specified by the conference organizer.

3.3 Technical Specifications & Requirements Handheld devices:

• High-precision voice recognition and translation, even in noisy environments.

• Must support 4G LTE/Wi-Fi/Bluetooth and offer offline translation capabilities for a minimum of Spanish, Arabic, English, French, Portuguese, Chinese, Russian and up to 70 of the most spoken languages around the globe.

• Battery life lasts a minimum of 8 hours of active use.

• Rechargeable batteries preferred.

• It has a user-friendly interface, compact design, and clear audio output.

• Headphone outlet on the device.

• Individual volume controls and in-put/output language selections.

• Slow, medium, or fast translation mode.

3.4 Delivery to Attendees

• Secure access to translating devices that do not save any information to the cloud.

• Secure access for attendees to receive translations on their own devices via web browser or application.

• Scalable delivery to support at least 1000 concurrent users simultaneously across multiple languages without degradation of service, latency, or quality of translation.

• Individual AI-assisted, real-time voice translator devices.

3.5 Security and Privacy

• Compliance with applicable data protection and privacy regulations (e.g., GDPR and other regional requirements).

• No unauthorized recording, storage, or distribution of conference content.

• Content may not be stored in any form; it must only be live feed.

• Secure authentication or access controls for attendees, as defined by the organizer.

4. Deliverables

The Provider shall deliver the following:

• Live, secure translation services for all scheduled conference sessions.

• Pre-event testing and validation of all supported languages and delivery methods.

• A post-event report summarizing performance, usage statistics, and any incidents.

5. Roles and Responsibilities

5.1 Provider Responsibilities

• Device warranty and help desk support for technical and linguistic purposes.

• Training.

5.2 Organizer Responsibilities

• Ensure presenters use appropriate audio equipment to support clear input.

• Communicate access instructions to attendees.

• Designated point of contact for coordination and issue resolution.

6. Timeline

• Pre-Event Preparation: Platform setup, language confirmation, testing, and rehearsals.

• Event Execution:

o Live translation support for all sessions.

o Device or Application support for out of event translation needs

• Post-Event: Delivery of any agreed-upon translated assets and final reporting.

7. Performance Standards

• High quality, the users can slow down speech without distortion.

• Minimized latency between original speech and translated output.

• Accuracy and clarity consistent with professional conference interpretation standards.

8. Confidentiality

All conference content, speaker materials, and attendee data shall be treated as confidential. The

Provider shall not disclose or reuse any information except as required to perform the services under this SOW.

9. Acceptance Criteria

Services will be deemed accepted upon:

• Successful delivery devices or platforms capable of live translations across global languages in the final contract.

• No material security or privacy breaches.

• Completion of deliverables as outlined in this SOW.

10. Term and Termination

This SOW is effective through the delivery of the translation products. unless terminated earlier in accordance with the governing agreement.