A03 WJPC CCIDS and GSSD Interpretation PWS.pdf

PERFORMANCE WORK STATEMENT

WILLIAM J. PERRY CENTER FORS HEMISPHERIC DEFENSE STUDIES

PERFORMANCE WORK STATEMENT FOR

SIMULTANEOUS INTERPRETATION SERVICES

CCIDS, GSSD, ALS, ELS & WSDS courses, Interpretation Services

September/October 2024

24 June 2024

PART 1

GENERAL INFORMATION

1. General : This is a non-personal services contract to provide Interpretation Services for the professional courses for the William J. Perry Center for Hemispheric Defense Studies (WJPC). The Government shall not exercise any supervision or control over contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personnel services necessary to complete to perform the administrative and program management support services as set forth in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards of the contract.

1.2 Background: The Perry Center, an element of the Defense Security Cooperation Agency (DSCA), is responsible for developing civilian and military specialists from the region by providing professional academic programs, such as seminar, courses and workshops designed to meet the needs of mid- to upper-level military and civilian officials in the national security policy and strategic planning divisions of regional governments.

1.3 Objectives: The objective of this requirement is to provide interpretation and on-site support in accordance with PWS at the Perry Center WJPC located at Fort McNair. The Contractor shall provide interpretation support according this PWS.

(2) Two on-site English/Spanish; Spanish/English interpreters are required from 9 September to 31 October 2024 as delineated in this PWS.

1.3.1 At the discretion of the Technical Point of Contact (TPC), simultaneous interpretation testing may be required on all interpreters prior to contract performance for any interpreter performing interpretation services. WJPC staff interpreters will conduct testing/rehearsals to determine if an interpreter cannot perform their duties due to lack of proficiency, experience, and or incompetence. The testing can be conducted after award prior to seminar start date either on the phone or at the venue location.

1.3.2 Substitutions: In the event an interpreter must be replaced after award of the contract, the Contractor must abide by the same requirements as those listed in the PWS. Credentials and resume must accompany the interpreter on the first workday when last minute substitutions are made and must be approved by

TPC.

1.3.3 To maintain the integrity of WJPC’s branding efforts, all interpreters must always present themselves in a professional manner, display the highest standards of professionalism and judgment;

demonstrate organizational abilities and excellent communication skills; possess the ability to interact with senior foreign representatives and preclude from providing any personal opinions. Additionally, interpreters are only allowed to ask questions of speakers within the confines of clarification interpretation as professionally necessary.

1.3.4 The KO reserves the right to require that the Contractor remove and replace, within one working day, an interpreter who, in his/her judgment, is not qualified or who does not maintain the highest standards of professional conduct.

1.3.5 The TPC will provide the Contractor with the materials and information necessary for the proper performance of work, to include schedules, agendas, and guidelines.

1.4 Scope: The Contractor shall provide a 18 Day Simultaneous Interpretation Services for the CCIDS, GSSD, ELS, ALS and WSDS courses hosted in the D.C. Metropolitan area. The Perry Center requires expert language interpretation, and translation services into and from English/Spanish and Spanish/English. The support requested is intended to provide services as shown in Part 5 below.

1.5 Period of Performance: The period of performance shall be from 9 September to 31 October 2024.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day, January 1.

Martin Luther King Jr.’s Birthday, the third Monday in January.

President’s Day, the third Monday in February.

Memorial Day, the last Monday in May.

Juneteenth National Independence Day, June 19.

Independence Day, July 4.

Labor Day, the first Monday in September.

Columbus Day, the second Monday in October.

Veterans Day, November 11.

Thanksgiving Day, the fourth Thursday in November.

Christmas Day, December 25.

1.6.4 Hours of Operation: The contractor shall be responsible for conducting business, between the hours of 0700 and 1800 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: Work performed under this contract will be performed at the Perry Center located at Fort McNair and or to a and designated offsite locations within the National Capital Region (NCR). The Contracted interpreters must be immediately accessible, in person, in the greater Washington metropolitan area for the duration of the courses. The Contractor will perform services at other sites as designated on the agenda schedule. For excursions that are out of town and/or on weekends, the interpreters will accompany participants on the bus. The Contractor shall be able to perform services at any location within the National Capital Region that the Government deems as a needed emergency training site.

1.6.6 Type of Contract: The Government will award a firm-fixed price (FFP) contract.

CLIN001 28 Hours Interpretation Services for GSSD/ALS/ELS/WSDS

CLIN002 84 hours of Interpretation Services for DORIC/CCIDS

1.6.7 Security Requirements: The specified activities under this task order will be conducted in an UNCLASSIFIED setting. Contractor personnel shall comply with all facilities security protocols required by the on-site managing activity. The Contractor shall comply with all security policies and procedures that apply to DoD and DSCA. Security procedures shall be made available to Contractor personnel as required.

1.6.8 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured in accordance with pertinent Government laws and regulations.

1.6.9 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications:

monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially about changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The personnel listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the KO reasonably in advance and (2) submit justification

(including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract.

The Contractor shall make no diversion without the KO's written consent. Please see the below chart for the one Key Personnel position listed below:

KEY

PERSONNEL

Position Minimum Qualification Desired Qualification Support Task

(2) Spanish/English Interpreter

Bachelor’s degree

Certifications can include: a court interpreter, through the Department of State conference or seminar interpreter test, examination, or accreditation as an interpreter from a school of languages and linguistics or American Translators Association (ATA).

Interpreters must have experience with defense-related terms/ DOD Terminology, Climate Change and must be able to interpret “all dialogue.”

Bachelor’s Degree in Political Science

Simultaneous Interpreters must have a minimum of 3 years of professional or formal simultaneous interpreting experience in conferences and seminars or court system (or similar setting).

Advanced Certification is preferred.

5.1.1, 5.1.3

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as any subcontractor efforts used in performance of this effort. The Contractor's management responsibilities will include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the PWS. Resumes shall be submitted for key personnel employees assigned to perform under this PWS will contain documented experience directly applicable to the functions to be performed. Further, these prior work experiences will be specific and of sufficient variety and duration that the employee is able to effectively and efficiently perform the functions assigned.

If the on-site personnel must be absent for more than one (1) calendar day, the Contractor must provide an alternate.

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor personnel will be required to obtain and wear badges in the performance of this service.

1.6.12 Contractor Travel: Travel may be required in the performance of designated tasks and duties, to include supporting seminar sessions, conducting training sessions, and supporting off-site events.

All communication will occur between the Contractor and the TPC. Any requirements from WJPC must be addressed to the Contract Specialist (CS) and KO.

1.6.12.1 Local Travel: Reimbursement for local area travel shall not be authorized.

1.6.12.2 Travel Reports: N/A

1.6.13 Other Direct Costs: This category includes travel (outlined in 1.6.13), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues. There are not any anticipated Other Direct Costs at this time.

1.6.14 Data Rights: Reference FAR 52.227.14 Rights in Data clause.

1.6.15 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

CFR Code of Federal Regulations COR Contracting Officer Representative CS Contracting Specialist DoD Department of Defense DSCA Defense Security Cooperation Agency FAR Federal Acquisition Regulation FFP Firm Fixed Price FTE Full Time Equivalent KO Contracting Officer NCR National Capitol Region NESA Near East South Asia Center OCI Organizational Conflict of Interest ODC Other Direct Costs PM Program Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TPC Technical Point of Contact TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Not Applicable

3.2 Facilities: The Government will provide the necessary workspace for the Contractor staff to provide the support outlined in the PWS. The Government identifies an adequate workspace to include desks, computer workstation setup, telephone, and other necessary equipment or supplies.

3.3 Utilities: The Government will provide all utilities in the government facility for the contractor’s use in performance of tasks outlined in this PWS. The following is required: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, when possible.

3.4 Equipment: The government will provide, interpretation booths, headpieces and transmitters for this contract.

3.5 Materials: The Government will provide the contractor access to regulations, directives or other policy documents required to complete this task. The contractor may be tasked to make recommendation for supplies and equipment needed and to prepare for signature government forms used to order supplies.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

4.2 Secret Facility Clearance: N/A

4.3 Materials: N/A

4.4 Equipment: N/A

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Simultaneous Interpreters:

5.1.1 Simultaneous Interpreters: The Contractor shall provide on-site interpretation services in accordance with PWS at the specified at Fort McNair, WJPC. The Contractor shall provide support according to the below setup configurations.

• Two (2) Spanish/English interpreters are needed on-site to provide simultaneous interpretation from 8-19 September 2024 from 0830- 1600 Monday through Friday. Also, 24-27 September from 0900-1300 and from 29-31 October from 0830-1300.

5.1.3 Interpretation Requirements Schedule: The Contractor shall provide the following support:

• 2 Spanish/English per day:

9-20 September 2024 (8 hours per day for 10 days total)

19 September 2024 (4 Additional Hours for 1 day)

24-27 September (4 hours per day for 4 days total)

29-31 October (4 hours per day for 3 days)

(No services needed on weekends)

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures:

• https://comptroller.defense.gov/Portals/45/documents/fmr/current/10/10_12.pdf

• https://www.ecfr.gov/current/title-5/chapter-XVI/subchapter-B/part-2635/subpart-H/section-

2635.807

• https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-73/subpart-G/section-73.735-https://comptroller.defense.gov/Portals/45/documents/fmr/current/10/10_12.pdf https://www.ecfr.gov/current/title-5/chapter-XVI/subchapter-B/part-2635/subpart-H/section-2635.807 https://www.ecfr.gov/current/title-5/chapter-XVI/subchapter-B/part-2635/subpart-H/section-2635.807 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-73/subpart-G/section-73.735-701 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-73/subpart-G/section-73.735-701

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. ATTACHMENT/TECHNICAL EXHIBIT LIST:

7.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

7.4 Attachment 4/Technical Exhibit 4 – Projected Level of Effort

7.5 Attachment 5/Technical Exhibit 5 – Interpretation Schedule

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold Method of Surveillance

PRS #1:

Simultaneous Interpreters

(PWS 5.1.1 & 5.1.3)

Performance is acceptable when all tasks are delivered.

*95% – Satisfactory *97% – Very Good *99% – Excellent

Random

Sampling.

PRS #2:

Follow Interpretation

Schedule

(PWS 5.1.3)

Performance is acceptable when contractor meets all requirements as scheduled

*94% / 7 days – Satisfactory *96% / 6 days – Very Good *98% / 5 days – Excellent

100% inspection.

Overview. This PRS summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether the performance objectives and goals were met.

This PRS lists the performance objectives for the required service that the Government will conduct surveillance upon. The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled “Inspection of Services” and “Default”.

Will be used as the baseline to develop a QASP. The QASP will identify the surveillance methods the Government will use to evaluate the contractor’s performance.

Surveillance methods may include Random Sampling, 100 Percent Inspection, Periodic Surveillance, Validated Customer Complaint, or any combination of the methods.

Methods of surveillance can change after contract award based on, but not limited to:

• Acceptance of a contractor QC plan.

• A partnering agreement which established the metrics to be used.

• Contractor performance.

Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Re-performance at no cost to the Government is the preferred method of correcting any unacceptable performance. The contractor shall provide the Government written response why the performance threshold was not met, how performance will be returned to acceptable levels, and how recurrence of the cause will be prevented in the future.

Performance Requirements Summary. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success and are as shown in Technical Exhibit #1 of the PWS.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency Medium/Format Submit To

Staffing Plan (To include Resumes, Certifications and/or Degree is specific languages for all staff members.)

No Later than 5 days after award, Prior to work start date

Word/PDF

KO, COR

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

This is an estimated workload based on previous work completed for this task. The vendor should consider that this is a firm-fixed price contract and labor categories, and hours are at their discretion – except for key-personnel positions.

Technical Exhibit IV

Projected Level of Effort

Estimated level of effort to provide the vendor with a reasonable workload within a month. Level of Effort is contingent upon the DSCA Director’s schedule and DSCA initiatives that may impact the Agency’s mission.

PWS Specific Tasks Labor Category/# of Personnel # of

Personnel Total Hours

5.1, 5.1.1, 5.1.3 Spanish Interpreter 2 112

Tasks PWS Section Estimated Monthly Effort

Interpreter Support/Schedule 5.1.1 & 5.1.3 112

Technical Exhibit V

Interpretation Schedule

Schedule days LCATs Involved Times needed

9-19 September 2024

(10 Full days) 2 Spanish Interpreters

08:00 -4:00

(80 Hours)

19 September

(1 Half Day) 2 Spanish Interpreters

1630-1900

(4 Hours)

24-27 September 2024

(4 Half Days)

2 Spanish Interpreters

0900-1300

(16 Hours)

29-31 October

(3 Half Days) 2 Spanish Interpreters

0900-1300

(12 Hours)