Attachment 1 Papa Translator PWS 15 Jun 2020.pdf

PERFORMANCE WORK STATEMENT

FOR PAPA AB, HUNGARY US NATIONAL SUPPORT ELEMENT HUNGARIAN/ENGLISH

TRANSLATOR SUPPORT

15 June 2020

GENERAL: 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. DESCRIPTION OF SERVICES

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

1.2. 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 provided oral translation services. The Contractor shall furnish meeting minutes within 3 business days.

1.3. The Contractor shall be able to complete written translation services at a rate of 20 document pages per work day.

1.4. 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.

1.5. 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.

1.6. The Contractor will be required to assist in oral and written translation services during meetings, at local hospitals, 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.

1.7. 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 at the CAC as needed by the USNSE Commander or Superintendent.

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

1.9. Standard service work hours will be from Monday through Friday, 0800-1700. The Contractor will not work on Hungarian National holidays.

1.10. Emergency/On-call service shall be available during non-standard work hours, weekends and holidays and be available 24 hours a day/7 days a week/365 days a year. Any member or dependent assigned to the Air Force Element and USNSE may request Emergency or On-call services.

1.11. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mill.

2. SERVICE SUMMARY

2.1. Quality Control. The contractor is responsible for implementing and maintaining its own Quality Control Plan (QCP) to ensure that the requirements of the contract are provided as specified. 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.

2.2. Quality Assurance. The Government will evaluate the contractor’s performance under this contract using the method of surveillance as specified below. All surveillance observations will be recorded. When an observation indicates defective performance, the USNSE Commander or Superintendent will request the Contractor to acknowledge the observation in writing.

2.3. The following table summarizes Performance Objective and Performance Threshold:

Performance Objective PWS Para

Method of Surveillance

Performance Threshold

Remedy

Oral Translations: 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 as 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 services. The Contractor will be given 3 days to generate such meeting minutes as required by the USNSE Commander or Superintendent.

1.1, 1.2, 1.4, 1.6

Random Inspection and Customer Complaint

No more than 2 late meeting minutes and/ or 2 valid customer’s complaints per month.

A written statement from the Contractor providing an explanation of each incident and a plan to prevent future occurrences.

Written Translations: Provide written Hungarian/English translation services as required during both standard and emergency work hours.

Complete written translation services at a rate of 20 document pages per work day. There is no limit to the number of document pages that may be required to be translated. Assist in oral and

1.1, 1.3, 1.4, 1.6

Random Inspection and Customer Complaint

No more than 2 days of translations under the prescribed rate and/or 2 valid customer’s complaints per month.

A written statement from the Contractor providing an explanation of each incident written translation services during meetings, at local hospitals, during business interactions with off-base vendors and other such circumstances in which Hungarian/English translation is needed by the Government or US personnel and their dependents.

Provide instruction on VAT Exemption Certificate application, and assist customers in acquiring VAT exemption certificates from the Hungarian government.

1.5

Customer Complaint

No more than 2 valid customer complaints per month.

A written statement from the Contractor providing an explanation of each incident

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

1.7 Random

Inspection

No more than 2 unaccomplished tasks per month.

Re-performance of the task within 24 hours of notification from the USNSE Commander or Superintendent.

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

1.8 Random

Inspection

No more than 2 failed orientations per year

A written statement from the Contractor providing an explanation of each incident

Standard service work hours will run Monday through Friday, 0800- 1700. Emergency/On-call service shall be available during non-standard work hours, weekends and holidays and be available 24 hours a day/7 days a week/365 days a year.

1.9, 1.10

Random Inspection

Zero unexplained/unexcused absences per month.

The Contractor shall make up the missed time at the discretion of the USNSE Commander or Superintendent.

3. RESPONSIBILITIES

3.1. Contractor will provide cell phones and be responsible for costs associated with all communication with the phone during the performance of this contract service.

3.2. Contractor will provide a fuel subsidy to its employees for any travel related to official duties, up to 30,000 HUF per month.

3.3. 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.

3.4. Contractor will provide two translators on site during the standard work hours listed in paragraph 1.9 above.

The Contractor will provide two translators that can be available for both standard and emergency/on-call translations services listed in paragraph 1.10 above. Any information required for gate passes or background checks must be provided to the Contracting Officer upon request.

3.5. Contractor shall provide a monthly written status report of services provided during that time duration to include the specific services provided (off-site translation assistance, meeting coordination, etc). This report will be provided to the USNSE Commander or Superintendent or Contracting Officer electronically or written, as requested.

3.6. Contractor shall attend monthly meetings with the USNSE Commander or Superintendent or Contracting Officer in order to conduct feedback and identify any needed assistance or follow up on any processes.

4. GOVERNMENT PROVIDED ITEMS

4.1. The Government shall provide the following items in the contractor’s workspace:

a. Laptop Computer with Internet capability

b. Office Supplies

c. Office Telephone

d. Microsoft Office software

NOTE: The contractor is responsible for all items listed above with the Mission Owner and accepting them in writing. All provided items are accepted ‘as is’ and must be maintained by the Contractor in such condition as accepted until turned in by the contractor at the end of contract performance, normal wear and tear excluded.

5. PERSONAL QUALIFICATIONS & REQUIREMENTS

5.1. 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 employee’s 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.

5.2. If replacement of a translator is necessary, the Contractor shall provide a resume to the Contracting Officer for review. The new translator shall not begin work until the Contracting Officer has given the Contractor approval.