Attachemnt 1 PWS Translation and Administrative Support Services Papa Air Base Hungary.pdf

PERFORMANCE WORK STATEMENT (PWS)

HUNGARIAN/ENGLISH TRANSLATION AND ADMINISTRATIVE SUPPORT SERVICES

FOR

PAPA AIR BASE, HUNGARY

3 December 2025

PART 1 GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide Hungarian translation services. The Government shall not exercise any supervision or control over the 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 two (2) translator personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform oral and written Hungarian/English translation services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Papa Air Base, Hungary is in rural western Hungary. The English language is not widely spoken, and translators are required for effective communication with on- and off-base work.

1.3 Objectives: The purpose of this contract is to establish an on-call Hungarian/English translator with administrative assistance for US personnel and their dependents stationed at Papa, Hungary. The primary emphasis of the position is to provide translation and limited administrative services for US personnel of the Heavy Airlift Wing, the US National Support Element (USNSE), and their dependents as needed. The USNSE Commander or Superintendent will serve as the Mission Owner.

1.4 Scope: Contractor shall provide oral and written Hungarian/English translation services as required during both standard and emergency work hours.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years plus a Six months extension. The Period of Performance reads as follows:

Phase In Period 03 March - 01 Apr 2026 Base Year 02 April 2026 -01 March 2027 First Year Option 02 March 2027- 01 March 2028 Second Year Option 02 March 2028- 01 March 2029 Third Year Option 02 March 2029- 01 March 2030 Fourth Year Option 02 March 2030- 01 March 2031 Six Month Extension 02 March 2031-01 September 2031

1.5 General Information

1.5.1 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. The Contractor shall submit a copy of the Quality Control Plan to the Contracting Office, USNSE Commander, or Superintendent, within 30 days after contract award. 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.

1.5.2 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 th 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).

1.5.3 Recognized Holidays: The contractor will not work on the Hungarian holidays listed below:

New Year’s Day: January 1

St. Stephen’s Day: August 20

Easter Sunday: April 21

Good Friday: April 18

Easter Monday: April 22

Christmas Day: December 25

Contractor will work on the below

US holidays:

Martin Luther King day: 19 Jan

Memorial Day: 25 May

Labor Day: 7 Sep

Columbus Day: 12 Oct

Veterans Day: 11 Nov

1.5.4 Hours of Operation: The contractor is responsible for conducting business between the hours of 0730- 1700 Monday through 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 must at all times 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.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the USNSE building on Papa Air Base, Hungary. As well as, throughout Hungary as required.

1.5.6 Type of Contract: The government will award a firm fixed price contract.

1.5.7 Security Requirements: Contractor personnel performing work under this contract must be eligible for access to Papa Air Base at time of the proposal submission. Personnel will then submit and receive base access after being awarded the contract. They must maintain the level of security required for the life of the contract. All base security requirements are determined by the Hungarian Ministry of Defense.

1.5.7.8 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.

1.5.7.9 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.8. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.8.1. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.8.2. Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8.3. Special Qualifications: Contractor must provide translation/administrative employees that are able to communicate clearly by speaking and writing fluently and clearly in both the Hungarian and English language. Contractor employees must have at least one (1) year translator experience with public speaking, proofreading, and interpretation skills. Contractor employees should have at least a High School diploma or equivalent. These credentials must be provided in a resume to the mission owners. Contractor employees’ attire and demeanor must be pleasant and suitable for a business office setting. Contractor employees must apply discretion to protect the personal information of US members while completing the above-mentioned duties. The Contracting Officer may require the contractor to replace those employees that do not meet the requirements listed on this paragraph, with 14 days’ notice, if it is deemed that they cannot translate/communicate in an adequate fashion and do not conform to a professional appearance.

Contractor personnel should not report for work when sick. If contractors must miss more and two consecutive duty days due to illness, then a replacement must be found and report in their place starting on the third duty day. Replacement contractors for any reason must meet all qualifications listed in para 1.6.8.3 (an oral and written test to evaluate the English language capability shall be done as well by mission partner). Contractors are allotted twenty-five (25) vacation days per calendar year. These must be coordinated and approved by the USNSE commander or superintendent prior to use. more than five (5) vacation days may be rolled over from one year to the next for a possible total of thirty days (30).

1.6.8.4 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will appraise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government. The contractor is required to identify a point of contact to represent the company and interact with the mission owner and contracting office.

1.6.8.5 Mission Owner: The mission owner monitors all technical aspects of the contract and assists in contract administration. The mission owner 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: 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 mission owner, a copy of which is sent to the Contractor, states the responsibilities and limitations of the mission owner, especially with regard to changes in cost or price, estimates or changes in delivery dates. The mission owner is not authorized to change any of the terms and conditions of the resulting order.

1.6.8.6 Key Personnel: The following personnel are considered key personnel by the government: Contract manager/Alternate contract manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0730 to 1700, Monday through Friday, except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are as follows. Contractor must provide translation/administrative employees that are able to communicate clearly by speaking and writing fluently and clearly in both the Hungarian and English language. Contractor employees must have translator experience with public speaking, proofreading, and interpretation skills. Contractor employees’ attire and demeanor must be pleasant and suitable for a business office setting. Contractor employees must apply discretion to protect the personal information of USNSE members while completing the above-mentioned duties. The Contracting Officer may require the contractor to replace those employees that do not meet the requirements listed on this paragraph, with 14 days’ notice, if it is deemed that they cannot translate/communicate in an adequate fashion and do not conform to a professional appearance.

1.6.8.7 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. Contractors must wear all badges required by the Hungarian Ministry of Defense for base access.

1.6.8.8 Contractor Travel: The Contractor will be responsible for transportation of self to and from translation locations in a timely manner. Range of contractor travel will begin at Papa AB, Hungary and may extend for a 50 km radius. Any travel beyond this radius will be coordinated with the USNSE Commander or Superintendent or Contracting Officer and physical transportation provided by the Government. Per Diem and other associated costs of travel outside of this radius are not covered by this contract.

1.6.8.9 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.9. Organizational Conflict of Interest: 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 Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5 but will never act as source selectors. 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 effect 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.

1.6.9.1. Phase in/Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 day phase in/phase out period. The phase in period starts in March 2026 for a duration of one month or less.

During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2 DEFINITIONS & 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 into, administer, 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. MISSION OWNER. 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 as long as 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 an end product or service shall meet contract requirements.

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

2.1.12. WORK DAY. 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:

ACOR Alternate Contracting Officer's Representative CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DAF Department of the Air Force DD254 Department of Defense Contract Security Requirement List DAFFARS Department of the Air Force Federal Acquisition Regulation Supplement DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation CO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit VAT Value Added Tax

PART 3 UTILITIES

3. GOVERNMENT FURNISHED ITEMS AND/OR UTILITIES:

3.1. Services: The Government will provide the following items in the contractor’s workspace:

a. Laptop Computer with Internet capability

b. Office Supplies

c. Office Telephone

3.2. Utilities: The Government will provide Wi-Fi in the USNSE building. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities and equipment. The government will provide electricity, water, and restroom access.

3.3. Equipment: The Government will provide a single printer and scanner for the contractor’s office.

PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Equipment: The Contractor shall ensure each member has a cell phone suitable for on call and emergency translation services.

PART 5 SPECIFIC TASKS

5. Specific Tasks:

5.1. The Contractor shall communicate with local and government Hungarian points of contacts on behalf of the USNSE Commander or Superintendent as needed. The Contractor will verbally brief the USNSE Commander or Superintendent after the meetings and shall provide written notes.

5.2. The Contractor shall provide instruction on the process for applying for the individual Value Added Tax (VAT) Exemption Certificate. When requested, the Contractor will assist US members and their dependents in acquiring VAT exemption certificates from the Hungarian government. US members and their dependents are responsible for accomplishing the paperwork for their VAT submissions themselves.

5.3. The Contractor will be required to assist in oral and written translation services during meetings, at local hospitals and veterinarians during business interactions with off-base vendors and other such required instances in which Hungarian/English translation is needed by the Government or US personnel and their dependents. This includes assisting with price gathering for annual Cost-of-Living Allowance (COLA) survey.

5.4. The Contractor shall assist in minor administrative functions of the USNSE Community Activity Center. This may include opening and closing the facility, issuing keys to and receiving keys from customers, scheduling events, and submitting maintenance requests to the lessor. Contractors may also assist US personnel or dependents with planning and coordinating community events in the local area as needed by the USNSE Commander or Superintendent.

5.5. The Contractor shall provide language, cultural, and community orientations to newcomers in a group setting as needed. Newcomer’s orientations occur 0 to 3 times a month. The number of briefings will vary based on the season.

5.6. The Contractor shall be able to complete written translation services at a rate of 20 document pages (double sided) per workday.

5.7. Oral translation must be done simultaneously as communication occurs. Contractor will provide face-to-face Hungarian/English translation as needed. Contractor may be required to assist in and/or generate meeting minutes as required for any meetings in which they provide oral translation services. The Contractor shall furnish meeting minutes within 3 business days after the meeting.

5.8. Emergency on-call services shall be available during non-standard work hours from 1700 through 0730 Monday through Friday, weekends, and holidays. At least one (1) translator must be available over the phone to help translate during emergencies. Extreme emergencies may require translator to report to Papa Air Base or Papa village. Emergency translation services will be determined by the mission owner.

PART 6 ATTACHMENT/TECHNICAL EXHIBIT LISTING

6. Attachment/Technical Exhibit List:

6.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

6.2. Attachment 2/Technical Exhibit 2 – Deliverables 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

Performance Threshold Method of Surveillance

Para 1.3, 1.4, 5.7, 5.3 Provide oral Hungarian/English translation services as required during both standard and emergency work hours. Oral translation must be provided simultaneously as communication occurs. Provide face to face Hungarian/English translation directed by the USNSE Commander or Superintendent. May be required to assist in and/or generate meeting minutes as required for meetings in which they provided oral translation.

No more than 2 valid customer complaints per month.

Validated customer complaints.

Para 1.4, 5.3, 5.6 Provide written Hungarian/English translation services as required during both standard and emergency work hours. Complete written translation services at a rate of 20 documents pages (double sided) per workday. Assist in oral and written translation services during meetings at local hospitals, off base vendors, and other such circumstances which Hungarian/English translation is needed by the Government or US members and their dependents.

No more than 2 valid customer complaints per month.

Validated customer complaints.

Para 5.2 Provide instruction on VAT exemption certificate application and assist customers in acquiring VAT exemption certificates from the Hungarian Government.

No more than 2 valid customer complaints per month.

Validated customer complaints.

Para 5.4 Fully accomplish minor administrative tasks as needed by the USNSE Commander or Superintendent.

No more than 2 unaccomplished tasks per month.

Periodic surveillance

Para 5.5 Provide language, cultural, and community orientations in a group setting as needed by the USNSE Commander or Superintendent.

No more than 2 failed orientations per year.

100 percent inspection

Para 1.6.4, 1.6.8.6, 5.8 Standard service work hours will run Monday through Friday 0730-1700.

Emergency on-call services shall be available during non-standard work hours from 1700 through 0730, weekends, and holidays. The contract manager or alternate shall be available between 0730 to 1700, Monday through Friday, except Federal holidays or when the government facility is closed for administrative reasons.

Zero unexplained/unexcused absences per month.

Periodic surveillance

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Meeting minutes after oral translation.

As requested by the USNSE Commander or Superintendent

1 original and 2 copies, within 3 working days from the original translation date.

Microsoft Word or Adobe PDF.

Member who received translation services or USNSE Commander or Superintendent

Assisting members with VAT packages.

As requested. 1 copy required for the package submission.

Applicable Hungarian state forms.

Completed VAT package must be submitted to Hungarian tax office.