Attachment 1_PWS Sign Language Interpreter Services CEHNC dtd 17Mar2020.docx

Performance Work Statement U.S. Army Corps of Engineers Sign Language Interpreting Services 17 March 2020

A. General Conditions And Requirements

A.1 General

The United States Army Corps of Engineers (USACE) is required to procure on-site American Sign Language interpreting services in accordance with the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973 for a USACE’s deaf employee, whose primary mode of communication is American Sign Language. The deaf employee being serviced is located at USACE Engineering and Support Center in Huntsville, AL. These interpreting services are required as requested by the Contracting Officer or his/her authorized representative to provide sign language interpreting services for assignments, meetings, conferences, training activities, one-on-one interactions, and any other work-related activities requiring the deaf employee to communicate.

The Contractor shall provide certified interpreters onsite at US Army Corps of Engineers, Engineering and Support Center located at 475 Quality Circle, Huntsville, AL and at alternate USACE locations when required to include USACE Suites located at Bradford Drive, Redstone Arsenal Buildings 3461 and 3447 and at other locations within a 25 mile radius of Huntsville, AL for special occasions.

A sample list of onsite interpreting events is provided below. This list is not all inclusive and is subject to change dependent upon the requirements of USACE:

· Staff meetings (there is a regularly scheduled weekly staff meeting)

· Commemorative programs,

· Award ceremonies,

· Safety talks/training

· Discussions on work procedures, policies, or assignments for formal and informal settings,

· Quarterly performance discussions,

· Annual performance appraisals,

· Disciplinary discussions,

· Basic staff training, classroom training,

· Interviews

· All Hands meetings, and

· Other ad hoc assignments similar in nature on an as-need basis.

A.2 General Operating Conditions

A.2.1 Place of Performance. The Contractor shall perform interpreting services for USACE primarily at 475 Quality Circle, Huntsville, AL and at alternate USACE locations to include Suites located at Bradford Drive, Redstone Arsenal Buildings 3461 and 3447 and at other locations within a 25 mile radius of Huntsville, AL for special occasions. Services will be performed in offices, training rooms, auditoriums or conference rooms. On occasion, a possible onsite visit in the field may also be required.

A.2.2 Period of Performance. This contract will establish a Base Period of 12 months and (4) 12 month Optional Periods.

A.2.3 Closures

A.2.3.a Federal Holidays. No interpreting services will be required on federal holidays. The Contractor will not bill the Government for service hours when the Government is closed due to Federal holidays. Federal holidays generally observed include:

A.2.3.b Inclement Weather Emergency or Unscheduled Closure. Interpreters will not report to an assignment if the federal government is closed due to inclement weather, emergency or in the event of an unscheduled closure. No cancellation fee or charges shall be assessed. The contractor will not bill the government for interpreter service hours when the government is closed due to inclement weather or emergency. Delay and closure information will be announced on local radio and TV stations.

If the federal government releases employees early due to inclement weather, or delays employee report times by up to two (2) hours, emergency, or in event of an unscheduled closure the contractor will only bill the government for the time of the services provided.

A.2.4 Current Duty Hours and Access to the Host Installation. The Contractor shall perform services required under this PWS during the operating hours of the Government activity.

Normal operating hours for USACE are 0800 to 1630 hours; Monday through Friday except Federal Holidays.

Contractor interpreters shall arrive no later than ten (10) minutes prior to scheduled assignment to clear security. Upon clearing security, the Contracting Officer or designee is responsible for ensuring that interpreters are signed-in upon arrival, escorted to the event(s) where the service is needed, and ensuring the interpreter(s) is escorted to the check-out location, as necessary. Sign in/out must include arrival and departure times.

A.3 Key Personnel.

The Contractor shall designate a point of contact (POC) for Government representatives. The Contractor POC should possess the basic knowledge and skills required to plan, control and manage the scheduling and accomplishment of services required for the successful completion of the work. The Contractor POC should have the authority to plan and manage the project to ensure work is scheduled properly to obtain maximum use of resources and prevent inefficient or wasteful methods in the performance of the services ordered; ensure that accurate and timely reports are provided; resolve problems; manage personnel and subcontractors; and monitor operation performance to ensure complete satisfaction.

A.4 Personnel Qualifications and Certifications.

A.4.1 Certification. All interpreters shall have a certification obtained from a recognized certifying organization. Certification must be obtained from organizations such as the Registry of Interpreters for the Deaf (RID) NIC, NIC Advanced, NIC Master, CI, CT, CI/CT or CSC certifications and/ or the National Association of the Deaf (NAD) NAD IV and NAD V certifications. All interpreters shall conduct themselves according to the RID Code of Ethics.

A.4.2 Interpreter Conduct. Interpreter(s) shall be dressed in business or business-casual attire. It is understood that the interpreter(s) shall not act as an agent or employee of the Federal Government or USACE. The interpreter(s) shall not discuss personal business, distribute personal business cards or promotion of personal “cause” while on assignment in order to develop clientele from assignments originating from the Federal Government or USACE. The interpreter(s) shall adhere to the Federal Government’s rules of protocol, ethics, procedures and professionalism while on assignment at USACE. Any professional conduct in question warrants an immediate review at the discretion of the Contracting Officer. The Contractor and the sign language interpreter(s) shall not act as an agent or employee of the Federal Government. If there is a no show from an interpreter, the Government will not pay the invoice. Repeated offenses by may result in the contract being terminated for cause.

A.4.3 Licenses. The Contractor shall be responsible for obtaining all necessary licenses and for complying with all applicable Federal, State and local laws. The Contractor shall maintain updated copies of any applicable licenses and certifications for all Contractor personnel and subcontractors and make available to the Government upon request. A professional portfolio includes names of interpreters that meet the Government’s requirements, a copy of their RID card and any applicable certifications. Before any interpreter works at/for the Army Corps of Engineers, Huntsville, AL the interpreter’s professional folio must be sent and reviewed by the Contracting Officer. The sign language interpreter(s) certification information shall be kept up to date and current copies of all applicable documents including, but not limited to updated/ renewed licenses shall be on file with the Contractor and if needed made available upon request.

A.5 Security

A.5.1. Contractor personnel or any representative of the contractor entering any government facility or government leased facility shall abide by all security regulations and be subject to security checks. Contractor personnel or any representative and property shall be subject to search and seizure upon entering, while on, and upon leaving the government facility pursuant to installation regulations. Contractor personnel or representatives may be removed from the site whose continued presence or is deemed to adversely affect health, morale, welfare or good order and disciple on the installation or inconsistent with the best interest of national security. Contractor personnel shall adhere to all local security policies and regulations while on USACE property.

A.5.2 Security and Privacy Act Requirements. All work-performed relative to the tasking identified in the PWS are unclassified or carry a Privacy Act Classification. System security shall be in accordance with DoD Directive 5200.28, Security Requirements for AIS.

A.5.3 Security Investigation Requirements. No classified work will be required. However, the contractor may be working with sensitive information which is covered by the Privacy Act.

A.5.4 Parking. Contractor personnel and subcontractors are responsible for payment of parking if required. USACE will not reimburse the contractor or subcontractor for payment of parking. Onsite parking is available at the specific buildings listed in A.4.1 at no charge.

B. PERIOD OF CONTRACT:

B.1 The government may request service during the 12 month base period from the date of contract award. The government has the option to extend the contract for four additional one-year periods either at the expiration of the base (or preceding option period), or if the contract amount for the base period (or preceding option period) has been exhausted or nearly exhausted. No request for service shall be issued hereunder after expiration of this contract.

C. ORDERING

C.1 General: All work required will be specified in writing from the Contracting Officer or the Contracting Officer’s Representative. The Government is under no obligation to use all or any of the funds provided on the contract. The award amount of this contract will be a ceiling for the work to be performed. Payments will only be made for the actual work performed. The contractor exceeds the ceiling at their own risk. Changes to the contract ceiling will be made by contract modification only.

C.2 Scheduling Requirements.

C.2.1 Method of Requesting Services. As services are needed, the Contracting Officer or Contracting Officer’s Representative will issue a written request for services via email to the contractor at least 3 business days in advance of required service.

C.2.2 Request Notification Time Schedule:

The Contractor must be able to provide interpreter services for requests received at least three (3) business days in advance. Business days are defined as Monday through Friday, except Federal Holidays. Upon receipt of the request, the Contractor shall provide to the Contracting Officer, in writing (email is acceptable), confirmation of receipt within one (1) business day of receipt of request. The name of the assigned interpreter(s) shall be provided to the Contracting Officer in writing (email is acceptable) no later than one (1) business day prior to start of assignment.

C.2.3 Agency Provided Information at Time of Service Request.

Individual request for service will contain the following information:

· Type of interpretation required (i.e. ASL, Pidgin, etc.). (Reference A.1.1 for list of types of interpretation applicable.)

· Start/End Date to include daily start and end times and identified lunch break if applicable.

· On-site POC information for Contractor interpreter(s) if other than Contracting Officer to include office location, telephone number and email address. If no information is provided, it should be expected that the COR will be the primary point of contact for that request.

· Name(s) of Deaf/Hard of Hearing Employee(s)

· Description of event (i.e. staff meeting, appraisal meeting, one-on-one training, etc.). (Reference A.1.2 for list of types of events applicable.)

· If available, copies of speeches, documents, program specific acronym lists, training materials that will be used during the event in advance of the event. However, there will be occasions when it is not possible for the Government to provide these materials in advance. The Contractor POC is responsible for ensuring personnel have complete and accurate job information prior to day of assignment.

C.3 Cancellations/Reassignments

C.3.1 Cancellations: The Contractor and its interpreter(s) shall keep assignments. Canceled assignments are not tolerated except for true emergencies. If the scheduled interpreter(s) cancels an assignment, the Contractor shall provide a substitute interpreter(s) and notify the Contracting Officer within 24-hours. If the Contractor interpreter does not meet qualifications (reference A.4) or fails to appear at the event location within ten (10) minutes of the scheduled assignment start time, the assignment may be cancelled. The Government shall not incur any charges associated with such cancellations.

The Government may need to cancel services already scheduled. If the Contractor is notified of a cancellation prior to the scheduled assignment but before interpreter(s) arrival on site, the Contractor may invoice for a two (2) hour minimum. (For cancellations after interpreter(s) arrival on site see C.3.2 Reassignments below.) In lieu of assessing a cancellation fee, the Contracting Officer and the Contractor may mutually agree to reassign the interpreter(s) to another service request covered by this PWS without incurring cancellation charges at the hourly rate established. No special rates shall be used for requests accepted as described in this paragraph.

C.3.2 Reassignments: If upon arrival to the assignment, the service is no longer required or the assignment ends early, the Contracting Officer or designee may assign the interpreter(s) to another request at the same location and time without an additional charge/cancellation fee with the stipulation that if the new assignment runs over the original number of hours of the scheduled assignment, the difference will be charged.

For assignments where no service was provided, the Contractor may invoice for a two (2) hour minimum (Reference C.3.1 Cancellations). For assignments concluded earlier than scheduled time, the Contractor may invoice in accordance with Section C.4.

C.4 Kept Appointments Billable Service Hours

The hourly service rates established shall include all costs, necessary to perform the contract work. The hourly rates shall include, without limitation: All labor costs, including but not limited to, salaries, wages, fringes, insurance, worker's compensation taxes, uniform allowance, vacation and holiday pay, all overhead costs, indirect costs, markups, and profit.

Assignments lasting more than two (2) hours shall be invoiced in quarter (1/4) hour increments for the actual duration of the assignment, not the estimated duration requested.

The assignment is considered complete at the conclusion of event or when the Contracting Officer or designee releases the interpreter(s).

For any assignment over 6 hours in duration and/or when lunch breaks are offered during the assignment(s) for Deaf and/or Hard of Hearing employee(s), the same time for lunch breaks apply to the interpreter(s). Time taken for meals as described in this paragraph shall not be billable. Other breaks are billable.

C.5 Number of Interpreters Required Per Assignment

Number of Interpreters Required per Assignment will be designated in the request for service. In general, two (2) interpreters shall be required for assignments lasting more than two (2) hours.

C.6. Invoicing

The Contractor shall provide invoices in accordance with FAR 32.905(b). Electronic invoice submissions must be created in black and white and in Adobe’s Portable Document Format (PDF), and comply with the requirements specified within this contract. At a minimum, invoices will contain the following elements:

· Name and address of the contractor (Note: Differences between the remittance address on the invoice the data on record in the System for Award Management (SAM) can potentially cause delays in payment. Please verify these data agree exactly.

· Invoice date and number.

· Entire Contract number, contract line item number, the order number and modification number as applicable.

· Description, quantity, unit of measure, unit price and extended price of the item delivered. Item description must match those contained in the purchase order/contract description. (date and number of hours billable per interpreter must be included)

· Delivery tracking information to include tracking number and name of the person accepting delivery.

· In cases where there is no physical delivery, please include all email correspondence to the electronic delivery POC (the customer) when the product becomes available for download or is renewed in accordance with the Statement of Work. Read receipts may help substantiate electronic delivery. Name and address of official to whom payment will be sent.

All invoices for this contract action shall be emailed to the following locations for processing:

SPPInvoice@usace.army.mil Tracy.Y.Woodcox@usace.army.mil – PM Specialist Lori.Woody@usace.army.mil – Project Manager, COR Alonzo.L.Andrews@usace.army.mil – Program Manager

The Contractor shall submit invoices on a monthly basis. Invoicing shall be at the established firm fixed price per hour and invoiced in quarter (1/4) hour increments to account for less than a full hour of service.

Final invoices with respect to a specific contract shall be clearly marked “FINAL” and submitted within 45 days after period of performance end date specified in contract. NOTE – In some cases, the first invoice may also be the final invoice.

Payment Processing will begin: 1) after the Government accepts delivery of the supplies and/or services being billed, and 2) receipt of invoice in accordance with these instructions.

NOTE - The Project Manager or Program Manager is responsible for determining the acceptability of the invoice and annotating the Government’s official “received” date. The received date is used on occasions where interest must be calculated for late payment. Deficient invoice submissions will be rejected.

C.7. Delivery Schedule: Base (1) year with 4 (1) year options

D. CONTRACTOR MANPOWER REPORTING

D.1. Requirement: Enter data into the eCMRA system at any time during the contract period of performance. Data must be accurate and complete and entered into eCMRA not later than October 31 after the completion of each fiscal year or part of a fiscal year for which such contract is active. The Contractor Manpower Reporting application is available via the Internet at https://www.ecmra.mil/.

D.2. CMR Pricing: The contractor shall ensure that the costs associated with this requirement are incorporated within their proposal and not separately priced. A Not Separately Priced (NSP) Contract Line Item Number (CLIN) will be included in the awarded task order to meet regulatory requirements.