Attachemnt A - SOW.docx

Department of Veterans Affairs Statement of Work (SOW) On-Site Sign Language Interpreter Services

1.0 BACKGROUND.

The Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) requires on-site sign language interpreter services on an as-needed basis for meetings, training and other events to interpret spoken English into signed English and American Sign Language (ASL) and ASL or signed English back into spoken English. Payments for services is based on actual meetings/trainings. This Statement of Work (SOW) is designed to obtain the services, labor, materials, travel and equipment necessary for on-site sign language interpretation services. The VA intends to make a single, firm‐fixed‐price award for a 12-month base period with four one-year option.

2.0 SCOPE.

The Contractor shall provide Sign Language Interpreter services on-site on an as needed basis at the Wilkes-Barre VAMC campus and its associated CBOCs. 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 into signed English or American Sign Language (ASL), and interpreting ASL or signed English back into spoken English. The intended award for these services is for a base period of one (1) year with four one-year options periods.

Interpreters shall be certified by the National Association of the Deaf or the Registry of Interpreters for the Deaf. Contractor interpreters shall have a minimum Proficiency Level of III, however the ability to provide higher level interpreters may be required. Level of interpreted skill shall include both Information Technology Management and Information Technology Professional sign language. Computer Technology word sign skills are highly recommended.

The VAMC Point of Contact (POC) will contact the company via telephone or email to request an interpreter. The POC name and contact information shall be provided at award. Only the person named as the POC or alternate POC will be allowed to request services.

Interpreter services will be coordinated at least 48 hours in advance between the VAMC and Contractor, Monday through Friday (7:00 AM - 7:00 PM). Additional procedures shall be made available for services required outside of these hours or should an emergency need arise allowing less than 48-hour notice. Services shall not be cancelled less than 48 hours in advance of the requested date/time should services no longer be required. Typical service requests are for one (1) hour in duration.

3.0 GENERAL REQUIREMENT.

Non-Personal Services: The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees 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 (CO) immediately.

4.0 TASKS.

The Contractor shall perform the following tasks.

4.1 The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience.

4.2 The contractor shall provide American Sign Language Levels 4 and 5 services.

4.3 The contractor shall provide language services at a minimum of one (1) hour per event. The minimum one (1) hour does not include travel time.

4.4 The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the language services within 48 hours after notification. Contractor personnel shall report to the service requests and notify of his/her Arrival to the designated government Point of Contact (POC).

4.5 All work is to be performed by competent personnel, experienced and qualified to provide sign language interpretation services. Contractors shall keep all VA records and related information strictly confidential.

4.6 While performing onsite services, the contractor personnel shall be escorted by a WBVAMC designated employee at all times.

4.7 The contractor shall be required to provide fully qualified, trained and certified service and management personnel in sufficient numbers to actively and efficiently service and support the requested sign language interpretation services during the contract period. If deemed necessary, 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.

4.7.1 Substitution of Key Personnel

All Contractor requests for approval of substitutions of key personnel shall be submitted in writing to the Contracting Officer Representative (COR) and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. The COR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor's management responsibilities shall include all activities necessary to ensure the Accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work.

4.7.2 Removal of Key Personnel

The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three (3) business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

5.0 TASK SCHEDULE AND PERIOD OF PERFORMANCE.

5.1 The base year Period of Performance will be 12 months starting with the award effective date of the contract.

5.2 The four option years’ period of performance are 12 months each.

5.3 The contractor shall conduct onsite language services during normal business hours from 8:00 am to 4:30 pm. CST.

6.0 PLACE OF PERFORMANCE.

6.1 The contractor shall perform the onsite language services at any of the following locations associated with the WBVAMC.

VA Medical Center Wilkes-Barre (Main Campus) 1111 East End Blvd Wilkes-Barre, PA 18411

Allentown Community Based Outpatient Clinic 3110 Hamilton Blvd Allentown, PA 18103

Sayre Community Based Outpatient Clinic 1537 Elmira Street Sayre, PA 18840

North Hampton Community Based Outpatient Clinic 701 Slate Belt Blvd Bangor, PA 18013

Tobyhanna Community Based Outpatient Clinic Tobyhanna Army Depot, Building 220 Tobyhanna, PA 18466

Williamsport Community Based Outpatient Clinic 1705 Warren Ave.

3rd Floor, Suite 304 Williamsport, PA 17701

7.0 DELIVERABLES.

7.1 The contractor shall deliver to the Contracting Officer a completed copy of the Contractor Rules of Behavior and Standard Form 306 for each respective employee along with a list of corresponding employees within three (3) workdays from contract award. The employee list shall have the employees’ first name, middle initial, last name, phone number, work address and email address.

7.2 The contractor shall provide an invoice in arrears that includes the following information.

7.2.1 Purchase Order Number

7.2.2 Company Name, Address and phone number

7.2.3 Invoice Date

7.2.4 Invoice Number

7.2.5 Total number of language service hours provided

7.2.6 Date and time language service was provided

8.0 BASE CONTRACT AND OPTION YEARS.

This requirement is considered a multi-year effort, valid for all Option Years unless changed through a future contract modification process.

9.0 SECURITY REQUIREMENTS

9.1 Upon entering VA buildings the contractor and/or contractor employees will 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.

9.2 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 accept the Rules and Behavior statement before performing services.

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

9.4 Contractor shall comply with the attached Privacy and Security Rules Business Associate Agreement (BAA).

10.0 WORK AND HOLIDAYS:

All work is to be performed during weekdays from 7:00 am to 4:30 pm CST, excluding Government holidays. Our ten official holidays are New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, 4th of July, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, and Christmas.

11.0 SAFETY REGULATIONS

All work performed under this contract shall comply with health and safety regulations to include but not limited OSHA requirements.

12.0 WILKES-BARRE VAMC POINT OF CONTACT:

Name: Wendy Kaminski Phone: (570) 824-3521 x4887 Email Address: wendy.kaminski@va.gov

13.0 CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.