Attachment 1 Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).pdf

PERFORMANCE WORK STATEMENT

(PWS)

Controlled by: NAVFAC FAR EAST CUI Category: CUI Distribution/Dissemination Control: FEDCON POC: Kirk Buckner or Contract COR

SECTION I : GENERAL PERFORMANCE WORK STATEMENT (PWS)

1.0 OVERVIEW

Naval Facilities Engineering Command Far East (NAVFAC FE) aligns to Navy and Department of Defense priorities in support of Naval Shore Facilities that deliver life-cycle technical and acquisition solutions across the Far East Region. NAVFAC FE delivers best value facilities engineering and acquisition services to DOD activities at Chinhae Korea and elsewhere throughout the Far East.

Our skilled professionals provide planning, design and construction of shore facilities for all military departments and for other federal agencies. To serve our clients, NAVFAC FE ensures technical authorities, policies, processes and resources are in place to support and complement the Directorates in execution of the mission.

1.1 PURPOSE

The objective of this Performance Work Statement (PWS) is to describe the objectives and standards the contractor shall meet in providing interpretation and translation services supporting NAVFAC Far East Directorates and Production Support Divisions.

1.1.1 SCOPE / MISSION

The contractor shall provide all personnel, facilities, equipment, tools, materials, supervision, transportation and other items as necessary to interpret and translate from Korean to English in support of this effort and from English to Korean. The Requiring Activity (RA) for this contract is the Commander, NAVFAC FE.

The RA shall maintain operational oversight of this task order effort, and shall ensure at all times that support to the mission, within the confines of applicable laws and regulations, takes precedence over all other considerations.

The Contractor shall be legally registered company to conduct business in Korea and have an office in Korea.

OFFEROR AGREES: □ YES □ NO

2.0 PERIOD OF PERFORMANCE

The period of performance shall be a one year base period plus four one year option periods.

3.0 MANAGEMENT AND OVERSIGHT

3.1 MANAGEMENT

The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, establishing and maintaining records, and quality management. The Contractor shall provide a staff with the necessary expertise to ensure performance objectives and standards are met.

3.2 QUALITY MANAGEMENT PLAN

The Contractor shall develop and submit a Quality Management (QM) Plan within 30 days of contract award. The QM Plan shall describe the methodology and approaches to be used to assure quality of services against the contract performance requirements listed in the Performance of Work Statement and Quality Assurance Surveillance Plan (QASP). If any changes are made during the period of performance, submit to the Contracting Officer a revised QM Plan for acceptance.

The Contractor’s QM Plan shall include, at a minimum, the following:

• Policy and objectives for managing quality of services provided.

• Organizational Chart o Employee Listing o Responsibilities & lines of authority o Training and qualifications

• Approach to assuring quality of services provided and conformance with performance objectives and standards.

• Methods and procedures for effective planning, operation and control of processes and performance of work.

• Procedures for inspection and surveillance of services:

o Scheduling and performance of inspection and surveillance o Corrective action, preventive action, and continuous improvement o Oversight of subcontracted work

• Description of documentation and records management.

• Approach to effectively communicate requirements with all parties (i.e.

Government and Interpreters).

4.0 NON-PERSONAL SERVICE STATEMENT:

Contractor employees performing services under this contract shall be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management shall ensure that employees properly comply with the performance work standards outlined in this PWS. Contractor employees shall perform their duties independently, and without the supervision of any Government official or other Defense Contractor. The Government shall perform the inspection and acceptance of the completed services.

OFFEROR AGREES: □ YES □ NO

Contractor personnel shall present a neat appearance and be easily recognized as contractor employees by wearing an Identification Badge at all times while on Government premises.

When contractor personnel attend meetings and work in other situations where their status is not obvious to third parties, they must identify themselves as such to avoid creating the impression that they are Government employees.

5.0 TECHNICAL PROPOSAL CERTIFICATION:

The contractor warrants that its proposal incorporated herein by reference including, but not limited to, proposed approaches, staffing, methodology, or work plans, shall meet the performance objectives set forth in this contract during execution thereof. The contractor is not excused from meeting such performance objectives in the event such proposal proves inadequate as conceived or executed to meet such performance objectives. The contractor understands that it bears all of the cost and performance risk associated with adopting acceptable additional (and/or alternative) means or methods of meeting the performance objective.

OFFEROR AGREES: □ YES □ NO

6.0 CHANGES

Any oral directives, instructions, explanations, commitments, and/or acceptances given by any Government employee to the contractor or his personnel, shall not be construed by the contractor as a change in scope to this contract. Any change in scope of work must be issued to the contractor, in writing, by the Contracting Officer.

OFFEROR AGREES: □ YES □ NO

7.0 REPLACEMENT INTERPRETERS

NAVFAC FE reserves the right to request a different interpreter if it’s determined that she/he does not possess the technical qualifications or capabilities as noted in the requirements of the PWS. Request for replacement of a proposed interpreter shall be documented and provided to the COR and Contracting Officer for approval prior to submitting the request to the ontractor.

8.0 PERFORMANCE STANDARDS AND ASSESSMENTS

8.1 Performance Standards: The contractor shall satisfy the performance objectives and standards included in this solicitation.

8.2 Performance shall be assessed by the Contracting Officer’s Representative

(COR).

8.3 The COR is a representative for the Government with limited authority who has been designated in writing by the Contracting Officer to provide technical direction, clarification, and guidance with respect to existing specifications and Performance Work Statement (PWS) as established in the contract. The COR also monitors the progress and quality of the Contractor’s performance for payment purposes. The COR shall promptly report Contractor performance discrepancies and suggested corrective actions to the Contracting Officer for resolution. The COR is NOT authorized to take any direct or indirect actions or make any commitments that will result in changes to price, quantity, quality, schedule, place of performance, delivery or any other terms or conditions of the written contract.

8.4 The Contractor shall provide written notification to the Contracting Officer if it believes the COR has requested or directed any change to the existing contract.

No action shall be taken by the Contractor for any proposed change to the contract until the Contracting Officer has issued a written directive or written modification to the contract. The Government shall not accept and is not liable for any alleged change to the contract unless the change is included in a written contract modification or directive signed by the Contracting Officer.

8.5 The Contracting Officer may designate an Alternate COR (ACOR), and the ACOR may act only in the absence of the COR (due to such reasons as leave, official travel, or other reasons for which the COR is expected to be gone and not readily accessible). COR authority is not delegable.

8.6 The COR shall assess the contractors performance by ensuring the interpreters are qualified and providing the required services to the requestor.

The COR shall also ensure all deliverables are met and updated when necessary.

9.0 OPERATING CONSTRAINTS

U.S. Host Country, local and international laws and regulations.

Treaties and international agreements (e.g. Status of Forces Agreements, Host

Nation Support Agreements, and Defense Technical Agreements).

10.0 INFORMATION SECURITY

The contractor will require and/or gain access to Federal contract information (FCI) (FAR 4.19) and/or Controlled defense information (CDI) (DFARS 252.204-7012) which includes but is not limited to Controlled unclassified information (CUI), Controlled technical information (CTI), etc. (hereinafter collectively called “Unclassified DoD Information” (UDI)) under this solicitation, contract, task order, or delivery order (hereinafter collectively referred to as “acquisition”). Pursuant to DoDI 5200.48 “Controlled Unclassified Information” (CUI) (06 March 2020) the contractor shall provide adequate security for all Unclassified DoD Information residing on or passing through non-DoD information systems including all subcontractor information systems utilized in support of the acquisition (see also FAR 52.204-21 and DFARS 252.204-7012). The contractor shall only disseminate Unclassified DoD Information within the scope of assigned duties and with a clear expectation that confidentiality is preserved. In accordance with (IAW) SECNAVINST 5510.36B, DON Information Security Program (12 Jul 2019) all Department of the Navy (DON) employees including contractors shall be personally and individually responsible for properly protecting classified information and CUI under their custody and control and shall ensure classified information and CUI are protected IAW the same and Volumes 1 thru 3 of DoDM 5200.01, DoD Information Security Program of 24 Feb 2012 (Incorporating Change 1, Effective May 9, 2018) and DoDI

5200.48 CUI.

10.1 Information Safeguarding Requirements:

The contractor shall protect/safeguard UDI and shall provide compliance documentation validating they are meeting this requirement in accordance with DFARS 252.204-7012. Certain information provided by the government under this acquisition, requires unique handling, storage, marking, and/or release/dissemination procedures (see Addendum “A” CONTRACTOR OPSEC GUIDANCE” for specific details which is/are incorporated in full by reference herein). Contractor is cautioned to study Addendum “A” and comply accordingly.

OFFEROR AGREES: □ YES □ NO

The contractor shall track all “UDI” associated with its execution and performance under this acquisition. The contractor shall document, maintain, and provide the Government, a record of subcontractors, vendors, and/or suppliers who will receive or develop UDI who are associated withthe execution and performance of this acquisition. Contractor shall restrict unnecessary sharing and/or flow down of UDI associated with execution and performance under this acquisition. Contractor shall restrict unnecessary sharing and/or flow down of UDI based on a ‘need-to-know’ to execute and perform the requirements under this acquisition. Contractor shall flow down the requirements specified in this section to its subcontractors, vendors, and/or suppliers.

10.2 Disclosure of Information Requirements:

In accordance with DFARS Clause 252.204-7000, Disclosure of information, contractor employees shall not discuss or disclose any information provided to them in the performance of their duties to parties other than authorized Government and/or Contractor personnel who have a "need to know." Contractor shall not use any information or documentation provided by the Government or developed under this acquisition, for other purposes without the consent of the Government Contracting Officer IAW DFARS 252.204-7000. Contractor shall not release to anyone outside the Contractor's organization any UDI, regardless of medium (e.g., film, tape, document, etc.), pertaining to any part of this acquisition, or any program related to the same, unless the Contracting Officer has given prior written approval IAW DFARS 252.204-7000.

Markings: All deliverables/submittals generated by the Contractor under this acquisition shall be properly marked in accordance with DoDI 5200.48 CUI. Technical information and/or CTI shall also be marked with appropriate Distribution Statements and Export Control warnings in accordance with DoDD 5230.24, Distribution Statements on Technical Documents (Oct. 15, 2018) and program Security Classification Guidance.

10.3 Operations Security (OPSEC) Requirements:

Information Security programs are usually oriented towards the protection of classified information and materials. Operations Security (OPSEC) involves the protection of critical information focusing on unclassified information that may be susceptible to adversary exploitation. Pursuant to DoDD 5205.02E, Department of Defense Operations Security (OPSEC) Program (August 20, 2020), SECNAVINST 3070.2A, OPERATIONS SECURITY (9 May 2019), SECNAVINST 5510.39B, DON INFORMATION SECURITY PROGRAM (Jul 12 2019), and NAVFACFEINST 3432.1 (24 AUG 2017), NAVFAC FE's OPSEC program implements requirements in DoD 5205.02, DoD Operations Security (OPSEC) Program Manual (November 3, 2008, Incorporating Change 1, Effective April 26, 2018). OPSEC requirements are applicable when contractor personnel have access to or generate UDI as defined in DFARS 225.204-7012. As such, OPSEC Measures (i.e., the planned action to conceal or protect identified critical information and indicators from disclosure, observation, or detection and to protect the same from collection) are applicable to this acquisition. Contractor is cautioned to study Addendum “A” and comply accordingly.

All contractor and subcontractor personnel shall comply with NAVFACFEINST 3432.1 (24 AUG 2017). NAVFACFEINST 3432.1 is available from the Contracting Office. All contractor and subcontractor personnel assigned to this acquisition, shall complete annually the Center for Development of Security Excellence (CDSE) “OPSEC Awareness for Military Members, DoD Employees and Contractors” located on the CDSE eLearning website at https://www.cdse.edu/toolkits/deliveruncompromised/index.html, or similar Contracting Officer approved annual OPSEC training, no later than 30 September of each year. Contractors and their subcontractors will report to NAVFAC FE by 15 October each year the number of their employees assigned to the acquisition, who were trained, the number remaining to be trained, and the completion percentage. Failure to comply with the requirement for annual OPSEC training may result in termination of the acquisition and may be reported as non-compliant with NAVFAC OPSEC requirements. The point of contact (POC) for reporting annual OPSEC training under this acquisition is the contract COR Mr. Kirk Buckner, via email, kirk.p.buckner.civ@us.navy.mil or the Contracting Officer if the POC is unavailable.

Note: the following clauses have been incorporated in this acquisition - DFARS 252.204.7000 Disclosure of Information, 252.204-7008 Compliance with Safeguarding Covered Defense Information Controls, and 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting. DFARS Clause 252.204-7000 restricts the release of unclassified information outside contractor's organization without prior Contracting Officer permission, with exceptions; DFARS Clause 252.204- 7008 requires contractor compliance with Safeguarding Covered Defense Information Controls; and DFARS 252.204-7012 requires contractor to provide adequate security for all covered contractor information systems

(including implementation of NIST 800-171 CUI requirements) and to comply with cyber incident reporting requirements.

10.4 Violations of the Information Security Requirement:

A knowing, willful, or negligent failure to comply with the above-referenced Information Security requirements may result in criminal penalties under applicable Federal law, as well as administrative remedies including but not limited to termination of the acquisition.

11.0 DATA RIGHTS

The government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include photos, diagrams and media 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.

12.0 GLOSSARY of ACRONYMS

Administrative Contracting Officer (ACO) - The official Government representative delegated authority by the KO to administer a contract after its award.

Assistant Contracting Officer Representative (ACOR) – An individual designated and authorized in writing by the KO to assist the COR in the performance of specific technical or administrative functions.

Contracting Officer (KO) - The person duly appointed with the authority to enter into and administer contracts on behalf of the Government.

Contracting Officer's Representative (COR) - An individual designated in writing by the KO to act as an authorized representative of the KO to perform specific technical and contract administrative functions within the scope and limitations as defined by the KO.

COR is attached to, and directly supervised by the Requiring Activity.

Indefinite Delivery/Indefinite Quantity. (IDIQ) - Type of contract that provides for an indefinite quantity of supplies or services during a fixed period of time.

Quality Assurance (QA) - Those actions taken by the Government to assure that the quality of purchased goods and services received are acceptable in accordance with established standards and requirements of the contract.

Quality Assurance Surveillance Plan (QASP) – The quality assurance surveillance plan is pursuant to the requirements listed in the Performance of Work Statement (PWS). This plan sets forth the procedures and guidelines NAVFAC will use in ensuring the required performance standards or service levels are achieved by the contractor.

Quality Control (QC) - Actions taken by the Contractor to control the production of goods or services to meet the requirements of the contract.

Requiring Activity (RA) - For this task order the Requiring Activity is the Commander, NAVFAC FE, PSC 473 Box 13 FPO AP 96349 (Yokosuka, Japan).

Strategic Language List (SLL) – The Strategic Language List is the list of foreign languages, published annually, in which the DoD has determined a critical need to meet current and projected requirements. The list includes Immediate Investment and Stronghold languages.

User – The U.S. Force, unit or organizations that receive the benefits of the services provided by this contract.

13.0 INDEX of TABLES

SECTION II:

Table 1 – Annual Interpretation Requirements Table 2 – Management Performance Standards

SECTION III:

Table 1 – Annual Translation Requirements Table 2 – Standard Document Delivery Timelines Table 3 – Expedited Document Delivery Timelines Table 4 – 3rd Party Reviewed Standard Document Delivery Timelines Table 5 – 3rd Party Reviewed Expedited Document Delivery Timelines Table 6 – Translation Performance Standards Table 7 – Management Performance Standards

SECTION II: INTERPRETATION SERVICES PERFORMANCE WORK STATEMENT

(PWS)

The following PWS is specific to the interpretation aspects of the contract.

1.0 PLACE OF PERFORMANCE

1.1 PLACE OF PERFORMANCE

The place of Performance shall be identified in each task order. The primary locations for interpretation services are as follows:

1.1.1 The primary place of performance for on-site interpretation services for Korean language is within a 150 km radius of one of the following locations:

Commander Fleet Activities Chinhae, Republic of Korea.

2.0 FOREIGN LANGUAGE SUPPORT OBJECTIVES

The Contractor shall provide all personnel, facilities, equipment, tools, materials, supervision, transportation, lodging and other items and services necessary to provide interpretation services as follows:

Table 1 – Annual Interpretation Requirements

SCRL* Average Number Notes of Meetings Per Year

Korean 10 Meetings may include conference calls, site visits, and public meetings

*SCRL: Specified Contract Required Languages

* Note: The above are based on historical information and are an estimate for planning purposes only. Number of meetings may vary.

2.1 LANGUAGE SUPPORT REQUIREMENTS

2.1.1. INTEPRETATION

2.1.1.1 The COR shall provide the contractor with a schedule of events that require linguist interpretation services. The contractor shall ensure that linguists are assigned to cover the requirements as identified by the task order. During the period of performance, a contractor representative shall be available to the Contracting Officer's Representative

(COR) during the hours of 7:00 AM to 5:00 PM (Monday through Friday), local Korea Standard Time, and shall be on-call during all other times. The contractor shall provide the COR a listing, and any changes thereto, of the contractor’s OCONUS and CONUS based representatives. List shall include name and telephone number(s) where the representative can be reached 24 hours per day. This listing shall be kept current at all times.

2.1.1.2 The Contractor shall propose a primary and an alternate linguist for interpretation requirement specified in paragraph 2.0 above. The contractor’s Linguist list shall include, as a minimum, the following information which is required for base access as well as any other additional information required by the task order for access to that location: Last Name, First Name, Middle Initial, SCRL Language(s) which is “Korean” in this contract, Gender, Date of Birth, Place of Birth, Place of Performance, Address, and Telephone number(s). These listings shall be kept current at all times.

2.1.1.3 The Contractor shall ensure that all linguists provided contain the appropriate certification requirements and ability to interpret technical language as required/identified by the task order. This includes but is not limited to technical language pertaining to contracting, engineering and design, utilities, real estate, legal documents and discussions, market research, land surveys, general business, etc.

2.1.1.4 Contractor shall be prepared to have an interpreter onsite within the specified time negotiated under each task order. In some instances the Government may require on-site interpreters in as little as 5 business days of receipt of the task order.

2.1.1.5 Interpreters may be asked to translate documents during their interpretation services. As part of the interpreters cost, the expectation is that the interpreter shall translate those documents, however, only a maximum of 2,500 words may be translated during each meeting. Anything in excess of this shall be issued as a translation requirement under the translation portion of this contract.

2.2 MANAGEMENT REQUIREMENTS

2.2.1 Contractor shall email monthly status reports to the COR and the Contracting Officer. Report shall contain the following:

Listing of task orders issued for interpretative services for the month;

Cost for each task order (inclusive of travel cost) Issues which have arisen during the performance of each task order

Resolution/Status of issues pertaining to each task order Applicable disposal/destruction of materials certification.

2.2.2 The Contractor shall ensure that all interpreters shall have a minimum of 3 years of professional experience as an interpreter.

Interpretation. Unless otherwise proscribed, the interpreter must be able to (1) comprehend Korea as spoken and written, (2) speak both of Korean and English, (3) choose an expression in English that fully conveys and best matches the meaning of the source Korean, (4) have familiarity with the cultural context of both Korean and English, (5) have knowledge of terminology in specialized fields, (6) observe protocols applicable to different settings, and (7) master the modes applicable to these settings.

Translation. The contractor shall provide written translations of source texts in one language into another language, as identified above, with the meaning and intent of the original text (Translation). Services shall include translation of documentation by technically qualified and experienced translators at the level of competency required.

Unless otherwise proscribed, translators shall (1) read and comprehend Korean language,

(2) write comprehensibly in one of the source Korean languages, and (3) choose the equivalent expression into the required Korean language that both fully conveys and best matches the meaning intended in the source Korean language (referred to as congruity judgment).

Table 2 – Management Performance Standards Performance Objective

Performance Standard Acceptable Quality Level

Performance Meetings

98% of issues resolved on mutually agreed to timeline at no additional cost to Government

Meets or exceeds the standard

Reporting Requirements

All monthly reports submitted on time with 95% of the monthly reports accepted on initial submission

Meets or exceeds the standard

3.0 INSPECTION/ACCEPTANCE

Inspection and Acceptance shall be performed on a task order by task order basis.

4.0 TRAVEL

The contractor shall be responsible for all costs associated with travel, transportation and accommodations.

SECTION III: TRANSLATION SERVICE PERFORMANCE WORK STATEMENT (PWS)

The following PWS is specific to the translation aspects of the contract.

1.0 PLACE OF PERFORMANCE

The primary place of performance for translation services is off-site. Government facilities will not be provided.

2.0 FOREIGN LANGUAGE SUPPORT OBJECTIVES

The Contractor shall provide all personnel, facilities, equipment, tools, materials, supervision, and other items and services necessary to complete the following translations:

Table 1 – Annual Translation Requirements

Translation

SCRL Average Number of Pages Per Year

Average Number of Words Per Page

Korean 1850 500

Note: Bilingual (side by side) formatting/editing of contractual documents may be required. Amounts in the table above may vary.

2.1 LANGUAGE SUPPORT REQUIREMENTS

2.1.1 TRANSLATION

2.1.1.1 The contractor shall provide translation of the languages listed in Table 1 to English and from English back to the languages listed in Table 1. Documents are generally of a technical (electrical, mechanical, civil engineering, architectural, environmental compliance, natural and cultural resources, safety), contractual (utility and real estate), and legal nature. Documents provided by the Government shall be translated into Microsoft Word/Adobe/Power Point/PDF format as requested per task order. The average word count is indicated in Table 1 above. These amounts may vary by as much as 10%. PowerPoint slides may be provided with or without speaker notes with an average word count of 400 words per page. Speaker notes are included in the total word count of the pre-priced line item and shall be translated.

OFFEROR AGREES: □ YES □ NO

2.1.1.2 Translation Services under this IDIQ include the translation of written, electronic, and multi-media material to and from English and Korean. Materials include, but are not limited to:

Business Legal Technical Documents Microsoft PowerPoint Slides Website localization for Internet and Intranet

Video subtitling

Captioning Proofreading

2.1.1.3 Interpretation Services include the interpretation of oral communication to and from English and Korean. Interpretation includes, but is not limited to:

Consecutive interpretation Escort interpretation Community Telephonic

Interpreter forums may include:

Meetings Conferences Seminars Litigation Briefings Trainings and Client consultation

2.1.1.4 Translations may be conducted by either U.S. Citizens or Foreign Nationals.

Contractor is responsible for ensuring accuracy of all translations.

2.1.1.5 The Government will provide the contractor an electronic copy of source document(s).

Source document(s) shall be provided to the contractor in black and white (gray scale). If the contractor receives a document in color, unless otherwise specified by the Government, it can be translated and printed in gray-scale or black and white. Source documents are typically 8.5 x 11 inches.

2.1.1.6 The translated document delivery dates will vary based on urgency and size of document, general guidelines are:

Table 2 – Standard Document Delivery Timelines

Number of Pages Expected Delivery from Award Date of the

Task Order 1 to 10 pages 5 Business Days 11 to 50 pages 15 Business Days 51 to 200 pages 20 Business Days

Table 3 – Expedited Document Delivery Timelines

Task Order 1 to 10 pages 1 Business Days 11 to 50 pages 3 Business Days 51 to 200 pages 5 Business Days

Table 4 – 3rd Party Reviewed Standard Document Delivery Timelines

1 to 10 pages 5 Business Days 11 to 50 pages 15 Business Days 51 to 200 pages 20 Business Days

Table 5 – 3rd Party Reviewed Expedited Document Delivery Timelines

1 to 10 pages 1 Business Days 11 to 50 pages 3 Business Days 51 to 200 pages 5 Business Days

2.1.1.7 Task Orders that specify requirement for 3rd party review must be reviewed and checked by an independent translator for completeness and translation accuracy as part of the contractor’s quality control/assurance program. The 3rd party reviewer must be hired by the contractor and must be an independent agency not associated with the contractor. The 3rd party reviewer’s qualifications must be submitted to government for approval and must be equal to or better than the translation qualifications of the prime contractor. The 3rd party reviewer will be subject to the same information security requirements as detailed in the performance work statement.

2.1.1.8 For each source language document the contractor shall provide one electronic copy of the English language translation (in gray scale, unless otherwise annotated by the Government on the source document). This copy must be camera-ready (i.e., formatted and presented like a book layout so that it can be duplicated and a user would not have any trouble reading it). Files shall be submitted in Adobe, Power Point, or Microsoft Word 2007 or higher format (or compatible version) as indicated in the issued task order. Electronic files shall be sent to the COR as specified in the Task Order.

2.1.1.9 Headers and Footers: Pagination is to be centered at the bottom of each page and placed on the line above the Footer. Pagination is to be consecutive. Headers and Footers are to be translated as part of the complete file.

2.1.1.10 Translation documents shall be in Times New Roman 12 point font.

2.1.1.11 Electronic-copy files shall use the document cover title as the file naming convention unless otherwise indicated in the awarded task order.

2.1.1.12 Disposal of Material: After 90 days of final acceptance of the translated document by the Government, the contractor shall destroy all source materials/waste generated during the translation. Scrap material/waste shall be destroyed in accordance with DoD

5200.1 Vol 3 governing destruction of sensitive material/waste.

2.1.1.13 The contractor shall retain electronic files of the translation source documents for a minimum of 90 calendar days after final acceptance of translated documents. After 90 calendar days and not later than 180 days, the contractor shall delete and destroy all electronic files and hard copy materials generated during the performance of this contract in accordance with DoD 5200.1 Vol 3 governing destruction of sensitive data. The contractor shall certify in writing that these actions for each document have been accomplished and submit the certification to the Contracting Officer and Contracting Officer Representative for the task order.

2.1.1.14 Some graphics will need to be translated (i.e. water treatment training slides, utility schematics, building floorplans, etc), therefore technical expertise may be required. Any text associated with a “graphic” will be included in the word count for the page.

2.1.1.15 Minimum Order/Cancellation Policy: Client is liable for minimum payment if an appointment is cancelled after the specified time period allowed for the various labor tasks. In the case of Business Meetings, for example, clients shall be charged, respectively, the one-day or two- hour minimum rate only if the interpreter(s) booked by them for work on a certain day cannot be assigned to other, similar work on that day.

Business Meetings (Consecutive) Two-hour minimum Cancellation policy: two workdays

Conferences (Simultaneous) Full day minimum (a full day is 7.5 hours of work and 0.5 hours of break). Cancellation policy: 7 days

Escort Interpreting Two-hour minimum Cancellation policy: two workdays

Scheduled Teleconferencing Minimum charge $100.00 Cancellation policy: two workdays

Table 6 – Translation Performance Standards

Objective

Performance Standard Acceptable Quality Level

Documents are accurately and completely translated

95% accuracy and completeness of text translated

Contractor meets or exceeds the standard

Images are accurately and properly scanned and properly inserted into the documents

98% accuracy of images scanned from source document and inserted into translated document

Contractor meets the

Documents meet the PWS specified requirements

95% of guidelines met in translated document deliverable

Contractor meets or exceeds the standard

Materials/Data Disposal/Destruction

Proper disposal/destruction

Contractor meets the of 100% of translated materials/data within 91-180 days after acceptance & Submittal of certification to Contracting Officer upon disposal

2.2 MANAGEMENT REQUIREMENTS

2.2.1 Contractor shall provide monthly status reports to the COR and Contracting Officer.

Report shall contain the Source document number (Task Order Number), Percentage (%) of each document completed and Expected delivery date. Any translation issues/solutions shall be done as a short narrative.

2.2.2 The Contractor shall ensure that the translators whom provide the translations have a minimum of 3 years of professional experience as a translator.

Table 7 – Management Performance Standards

Objective

Performance Standard

Acceptable Quality Level

Meetings

95% of issues resolved on mutually agreed to timeline at no additional cost to Government

Meets or exceeds the

Reporting Requirements

All Monthly reports submitted on time with 95% of the monthly reports accepted on initial submission

Meets or exceeds the

3.0 INSPECTION/ACCEPTANCE

3.1 The contractor shall electronically deliver the English language or Korean language documents using the delivery due date timelines outline in paragraph 2.1.1.6.

3.2 The Government shall have (30) calendar days to review the deliverables for acceptance, during which time the Government must complete the quality assurance review and notify the Contractor of all errors that require correction. The Government shall provide the Contractor written notification that will list all errors discovered and specify the corrective actions required to be taken by the Contractor in order to satisfy the Government’s conditions for acceptance of the deliverable. If the Contractor does not receive such notification within thirty (30) business days of submission, the deliverables shall be considered to have been fully and unconditionally accepted by the Government.

3.3 Deliverables submitted to the Government may be found to be unacceptable, conditionally acceptable, or fully acceptable as the result of a Government quality assurance review.

3.3.1 Any document found to contain errors during the course of a quality assurance review shall be deemed to be unacceptable. The Contractor must correct and resubmit any rejected deliverable for quality assurance review. The Contractor shall obtain Government acceptance for that deliverable before the delivery requirements for that contract line item can be considered to be satisfied.

3.3.2 A deliverable can be declared conditionally acceptable upon the discovery of minor errors (i.e. spelling and punctuation errors) in a document that the Contractor has submitted for acceptance. The Contractor shall correct and resubmit any conditionally acceptable deliverable for quality assurance review and the Government must determine that deliverable to be fully acceptable before the contract requirement can be judged fully acceptable.

3.3.3 The Government shall provide to the Contractor written notification that a deliverable has been found to be unacceptable or conditionally acceptable.

The modification shall list all rejectionable and/or minor errors discovered and state the Government’s rationale for determination of the error.

3.4 The Contractor shall complete all corrections to unacceptable deliverables, conduct all appropriate quality control checks, and resubmit the document for review within ten

(10) calendar days of receipt of the Government’s notification of rejection.

3.5 When all required errors discovered in the deliverable have been corrected by the Contractor, and the deliverables have been received and approved by the Government, then that contractor shall be considered as having completed the final Government acceptance.

The Contractor may submit an invoice for that contract line after the deliverables as stated in the task order have been received and accepted by the Government.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Solicitation N40084-25-R-0057

KOREAN TRANSLATION SERVICE

IDIQ FOR NAVFAC FE

TABLE OF CONTENTS

1.0 Introduction

1.1 Purpose…

I .2 Performance Management Strategy…

2.0 ROLES AND RESPONSIBILITIES

2.1 The Contracting Officer

2.2 The Contracting Officer's Representative…

2.3 NAVFAC Project Manager

3.0 IDENTIFICATION OF REQU IRE D PERFORMANCE STANDARDS/QUALITY LEVELS…

4.0 METHODOLOGIES TO MONITOR PERFORMANCE…

4.1 Surveillance Techniques

4.2 Customer Feedback…

4.3 Acceptable Quality Levels…

5.0 ANALYS IS OF QUALITY ASSURANCE ASSESSMENT…

5.1 Determining Performance…

5.2 Reporting…

5.3 Reviews and Resolution…

ATTACHMEN T 1: PERFORMANCE REQUIREMENTS SUMMARY

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0 INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the Performance Work Statement (PWS) entitled “Translation / Interpreter Services”. This plan sets forth the procedures and guidelines NAVFAC will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.1 Purpose

1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and to ensure that the government pays only for the level of services received.

1.1.2 This QASP defines the roles and responsibilities of all members of the project delivery team, identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor's performance, and describes the analysis of quality assurance monitoring requirements.

1.2 Performance Management Strategy

1.2.1 The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor's own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor's quality control program (QCP) will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will implement a performance management system with processes to assess and report its performance to the designated government representative. This QASP enables the government to take advantage of the contractor's QC program.

1.2.2 The government representative(s) will monitor performance of the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2.0 ROLES AND RESPONSIBILITIES

2.1 The Contracting Officer (KO)

The Contracting Officer (KO) is responsible for monitoring contract compliance, contract administration, and for resolving any deficiencies observed. The KO will designate one full-time contracting officer's representative (COR) as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor's performance, and must be identified and designated by the KO.

2.2 The Contracting Officer's Representative (COR)

The COR is designated in writing by the KO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor's performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government's behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR will have the responsibility for documenting the inspection and evaluation of the contractor's work performance as necessary. Government surveillance may occur under the inspection of services clause for any service relating to the contract. The COR also fulfills the role of interface between the customer and the contractor. Under this role, the COR acts as the government representative to ensure the contractor's performance and the customer satisfaction.

3.0 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and in Attachment 1, “Performance Requirements Summary." If the contractor meets the required service or performance level, it will be paid the amount agreed on in the contract. Failure to meet the required service or performance level will result in a withholding of payment amount until the performance requirement is met.

The Contractor shall submit invoices monthly to Naval Facilities Engineering Systems Command Far East (NAVFAC FE), BD-51 COR and Contracting Office KO, Yokosuka, Japan, in electronic format for services performed. Performance requirements summary shall be submitted along with the monthly invoice. Payment will be based on invoices submitted by the Contractor for satisfactorily completed work. Invoices will be processed for payment upon verification of work actually performed and receipt of required Contractor submittals in accordance with the payment clauses.

4.0 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are (include those that apply):

Random monitoring, which shall be performed by the KO designated inspector.

100% Inspection - The COR shall review the generated documentation.

Periodic Inspection - The COR may perform the periodic inspection. The need of periodic inspections and its frequency shall be determined based on the complexity of the services, the contractor's performance or any other conditions deemed reasonably necessary.

4.2 Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the COR, as opposed to the contractor.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

4.3 Acceptable Quality Levels

The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary Table, for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities such as those involving expedites, the desired performance level is established at 98 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance.

5.0 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

5.1 Determining Performance

5.1.1 Performance issues shall abide by the following dispute resolution elevation process to provide the means to optimally result in meeting the necessary performance standards identified in Attachment 1 of this document.

5.1.1.1 NAVFAC Far East BD-51 Yokosuka shall partner and collaborate with the contractor performing the work to arrive at delivering at the necessary performance standards. If this becomes unsuccessful refer to 5.1.1.2.

5.1.1.2 NAVFAC Far East COR shall partner and collaborate with the contractor project manager to arrive at delivering the necessary performance standards. If this becomes unsuccessful refer to 5.1.1.3.

5.1.1.3 NAVFAC Far East KO shall partner and collaborate with the contractor authorized representative to arrive at delivering at the necessary performance standards. If this becomes unsuccessful refer to 5.1.2.

5.1.2 Government shall use the monitoring methods cited to determine whether the performance standards/service levels/ AQLs have been met. If Government performance assessment indicates a high risk of future non-conforming services outcomes, the government may issue a Corrective Action Request and the Contractor may be asked to develop a corrective action plan to show how and the proposed corrective action completion date. It intends to bring performance up to the required levels, subject to approval of the KO. The government will review corrective action plan within 15 calendar days.

5.2 Reporting

5.2.1 The COR will summarize the overall results of the quality assurance surveillance of the contractor's performance. It will enable the government to demonstrate whether the contractor has met the stated objectives and/or performance standards, including technical/scheduling objectives.

5.3 Reviews and Resolution

5.3.1 In accordance with Section E Inspection and Acceptance of this contract (Solicitation # N4008425R0057), the COR may require the contractor's representative, to meet with other government personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the contractor’s representative as often as required or per the contractor's request. The agenda of the reviews may include:

Performance assessment data and trend analysis Issues and concerns of both parties Projected outlook for upcoming events and progress against expected trends, including a corrective action plan analysis Issues arising from the performance monitoring processes

The written minutes of these meetings, prepared by the Government, shall be signed by the Contractor's representative and the Government's representative. Should the Contractor not concur with the minutes, the Contractor shall state, in writing, to the KO any areas of disagreement within 15 calendar days.

5.3.2 The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

5.3.3 The COR and contractor should jointly formulate tactical and long-term courses of action.

Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented.

Changes to service levels, procedures, and metrics will be incorporated as a contract modification.

5.3.4 In the case of unsatisfactory or non-performed work, the Government may, at its discretion, allow the Contractor an opportunity to correct issue by re-performance at no additional cost to the Government.

Rework shall be completed within the timeframe specified by the KO, in accordance with FAR clause 52.246-4 “INSPECTION OF SERVICES- FIXED PRICE (AUG 1996)" of the contract.

Do you agree all aforementioned requirements?

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY

Deliverable Performance Standard Acceptable Quality Level

Method Used/Frequency

Qualified Interpreters

Interpreters with minimum 3 years of professional experience and ability to interpret technical language between KoreanF and English.

98% of Interpreters accurately translate between Korean and English that fully conveys and best matches the meaning of the source.

Customer Survey.

Status will be evaluated each month by the KO designated inspector.

Attendance of Interpreters Interpreters available to the COR during the hours of 7:00 AM to 5:00 PM (Monday through Friday) during the period of…