Attachment 1 - Statement of Work.pdf

STATEMENT OF WORK (SOW)

FOR

AMERICAN SIGN LANGUAGE INTERPRETATION SERVICES

AT

DEFENSE LOGISTICS AGENCY DISTRIBUTION

CONTINENTAL U.S. SITES

INTRODUCTION

A. Background: The Defense Logistics Agency (DLA) is a United States (U.S.) Department of

Defense (DoD) agency that provides worldwide logistics support for the missions of the

Military Departments and the Unified Combatant Commands under conditions of peace and war. The mission of DLA Distribution is to provide a full range of distribution services using a seamless, tailored, worldwide Department of Defense distribution network that delivers effective, efficient and innovative support to combatant commands, military services, and other agencies during peace and war.

B. DLA Distribution requires a Contractor to provide American Sign Language Interpretation

Services to effectively facilitate the communication needs of the government personnel across all levels of the agency. American Sign Language interpretation services will afford the deaf and hard of hearing personnel the opportunity to participate in work force development through cross training programs and process improvement initiatives.

C. There are currently deaf and hard of hearing personnel at several DLA Distribution sites

Continental United States (CONUS) wide that require interpretation services. Without interpretation services these personnel are unable to participate in necessary training events and meetings, or receive daily status updates and information that is essential to performance of their assigned tasks. As a result, they have limited opportunities to cross-train and/or advance in their career fields. The inability to effectively communicate limits the organization’s opportunities to best utilize hearing-impaired personnel to meet varying workload requirements.

SECTION 1 - GENERAL CONDITIONS AND REQUIREMENTS

1.1 Scope of Work

A. This is a non-personal services contract. The Contractor shall provide sign language interpretation services on a regular/recurring and “as needed” basis and in accordance with the requirements set forth in this SOW.

B. This is an indefinite-delivery indefinite-quantity (IDIQ) contract to provide on-site

American Sign Language Interpretation Services. The Government will not exercise any supervision or control over the Contractor’s employees performing the services required for each specific task. Such contract employees shall be accountable solely to the

Contractor who, in turn is responsible to the Government. All contract personnel attending meetings, answering Government telephones, corresponding by e-mail, 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 the members of the public that they are Government officials.

C. The Contractor will be required to perform task orders simultaneously at multiple sites.

The Contractor must be capable of maintaining a ready and trained workforce with the appropriate certifications and personnel clearances. Each individual task order issued will contain specific site applicable information regarding personnel clearances and DoD

Common Access Card (CAC) if required.

D. Detailed tasks will be identified by Task Order. The place of performance will include multiple locations across the Continental United States (CONUS) and Hawaii.

E. A sample list of onsite interpretation events is provided below. This list is not inclusive and is subject to change dependent upon the requirements of the specific DLA

Distribution site.

Sample list of onsite interpretation events:

Daily Meetings

Town Hall Meetings

Safety meetings

Committee meetings

Safety Reenactments

On the Job Training (OJT)

Formal training, (mandatory computer training, Material Handling Equipment [MHE] training)

Project Teams/Process Improvement meetings

Performance/administrative support

Special events (health fair, picnics, retirements)

1.2 GENERAL OPERATING CONDITIONS

1.2.1 Period of performance

This is an indefinite-delivery indefinite-quantity (IDIQ) contract and the delivery date (or period of performance) shall be provided in each delivery and task order at the time of issuance.

1.2.2 Place of Performance (includes but is NOT limited to)

A. This is an indefinite-delivery indefinite-quantity (IDIQ) and the destination (or place of performance) shall be provided in each delivery and task order at the time of issuance.

B. The Contractor shall perform sign language interpretation services for CONUS DLA

Distribution sites. American Sign Language Interpretation Services are currently being provided or have been provided in the past at the sites listed below:

DLA Distribution Susquehanna, Pennsylvania (New Cumberland and

Mechanicsburg Locations)

DLA Distribution Norfolk, Virginia

DLA Distribution Anniston, Alabama

DLA Distribution Oklahoma City, Oklahoma

DLA Distribution Red River, Texarkana, Texas

DLA Distribution Barstow, California

DLA Distribution San Diego, California

DLA Distribution San Diego, Port Hueneme, California

DLA Distribution San Joaquin, Tracy, California

This list is not all inclusive for possible future needs. Services will need to be performed in offices, training rooms, warehouses, and outside work areas. The conditions may be hot, cold, dirty, dusty, and involve the hazards of working around material handling equipment and operations.

1.2.3 Duty Hours and Access to Installation(s)

A. The Contractor shall perform services required under this SOW during the operating hours of the Government activity. The core hours for on-site Interpreters are from 0700 to

1530 local time (but may vary depending on the site) Monday through Friday except

Federal holidays. The COR will provide the Contractor a 48 hour notice for any hours other than the core hours.

B. Access to Government locations will be specified in individual Task Orders. Due to changing traffic requirements brought on by construction, changing missions, and security concerns within the installation, access to the installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions may exist.

Additional time for travel and arrival time to clear security will not be reimbursed.

1.2.4 Federal Holidays

A. Federal holidays generally observed by the Government include:

Observed Federal Holidays

New Year’s Day – January 1st Martin Luther King Day – Third Monday in

January

Presidents Day – Third Monday in February Memorial Day – Last Monday in May

Independence Day – July 4th Labor Day – First Monday in September

Columbus Day – Second Monday in

October

Veterans Day – November 11th

Observed Federal Holidays

Thanksgiving Day – Fourth Thursday in

November

Christmas Day – December 25th

B. In the event an Executive Order issued by the President of the United States declares agencies of the Federal Government closed for a regularly scheduled workday, the

Contracting Officer (KO) or COR will determine and advise the Contractor on whether services are required for that day.

1.2.5 Travel

Travel to and from location of required services will not be reimbursed by the Government for this requirement. The Contractor will be responsible for any travel and or travel related costs incurred during the required services.

1.3 AUTHORIZED GOVERNMENT PERSONNEL

A. Upon award (or task order issuance) the Government will provide the Contractor a list of personnel authorized to schedule interpreter services.

B. The Contractor’s primary interaction with the Government shall be through the

Contracting Officer (KO), the Contracting Officer’s Representative (COR) and the

Government Point of Contact(s) (GPOC). The COR will perform the following:

1. Perform all COR functions.

2. Perform quality assurance evaluations of the Contractor’s performance.

3. Provide the primary interface between the Contractor and the host installation and

DLA Headquarters.

4. Perform other inherently governmental functions or other functions not part of this support services.

1.4 CONTRACTOR PERSONNEL

1.4.1 Contract Manager

A. The Contractor shall provide a Contract Manager who shall be responsible for the performance of work for this contract. The name of this person and an alternate who shall act for the Contractor when the Manager is unavailable shall be designated in writing to the KO and COR.

B. The Contract Manager or alternate shall have full authority to act for the Contactor on all matters relating to the performance of work under this contract.

C. The Contract Manager or alternate shall be available Monday through Friday, excluding

Federal holidays, to meet on the installation as required by the COR to discuss problem areas. The Contractor shall provide telephone numbers of the contract manager and alternate(s) who shall be available by telephone during the times stated above.

1.4.2 Contractor Personnel

A. Contractor personnel shall wear required Government furnished badges, and be easily recognizable. This may be accomplished by Contractor personnel wearing distinctive clothing bearing the name of the company and/or by wearing appropriate badges which contain the company’s name and employee’s name. During performance of the service requirements set forth in this SOW, all Contractor personnel shall introduce themselves or shall ensure they are introduced as Contractor employees. Contractor personnel shall also appropriately identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

B. The Contractor shall assure that Contractor personnel completely understand the requirements of this SOW.

C. The Contractor shall not employ any person who is an employee of the United States

Government, if the employment of that person would create or appear to create a conflict of interest. In addition, the contractor shall not employ off-duty COR, or any person who is an employee of Defense Logistics Agency if such employment would be contrary to the policies contained in Standards of Conduct. The contractor shall not employ any relatives of Government personnel who have either direct or indirect association with the awarding or administration of this contract.

1.5 PERSONNEL QUALIFICATIONS AND CERTIFICATIONS

A. Interpreters shall be currently certified by the National Association of the Deaf, or the

Registry of Interpreters for the Deaf, or be included in the applicable state's Directory of

Qualified Interpreters at the time of performance for each individual task order.

Interpreters shall have, at a minimum, a proficiency level of III unless the nature of the assignment requires a higher level.

B. 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 make available to the Government upon request.

1.5.1 Labor Category

Sign Language Interpreter – The Interpreter (Sign Language) interprets for deaf and hard of hearing persons, is skilled in interpreting rapid-fire conversations, provides translation between spoken and manual (sign language) communication, translates spoken material into sign language for understanding of deaf, and interprets sign language of deaf into oral or written language for hearing individuals or others not conversant in sign language.

1.5.2 Level of Effort

A. This is an indefinite-delivery indefinite-quantity (IDIQ) contract and the level of effort required is unknown (or cannot be ascertained in advance of task order issuance).

B. Based on the number of possible concurrent sign language interpretation events that may occur the Government recommends that the Contractor have at least two (2) qualified and certified interpreters available to perform for each task order issued under this SOW.

1.6 SECURITY

A. The Contractor or authorized representative shall submit to the COR a roster identifying all Contractor personnel who will be performing under this contract. The roster shall be furnished to the COR within five (5) calendar days after the date of contract award (or task order issuance.) The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the COR when any Contractor personnel changes occur.

1. Name (last, first, middle initial), aliases

2. Status (type of employment)

3. Name of Company

4. Office phone number

5. Home address

6. Date of Birth

7. Length of anticipated employment

8. Citizenship

B. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the COR immediately. The prompt submission of this information will keep to a minimum any delay and inconvenience to the Contractor and Contractor personnel in performance of the contract.

C. The Contractor and Contractor personnel shall comply with all security requirements imposed by installation commanders at all times while on an installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted entry to the base. The Contractor is responsible for insuring the badges are returned the same day of employee termination or contract completion. Delays in accessing the base shall not be considered billable time.

1.6.1 Parking and Traffic Control

A. The Contractor and its employees shall abide by host installation parking regulations. All vehicles shall be parked in designated parking areas only.

B. Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on each Government site. The Contractor and its employees shall conform to Federal, State and host installation driving regulations.

1.6.2 Conduct of a Suspicious Nature

A. Contractor personnel who have been contacted under suspicious circumstances shall report that contact immediately, either verbally or in writing, to their supervisor who shall report it within two (2) hours to the COR for action. Key contacts for reporting purposes are defined as:

1. Contact with an individual (regardless of nationality) that suggests to the Contractor employee that an intelligence gathering or terrorist organization may have targeted him or her for possible intelligence exploitation.

2. A request by anyone (regardless of nationality) for illegal or unauthorized access to classified or unclassified sensitive information.

3. Contact with a known or suspected intelligence officer from any country.

4. Contact with a foreign diplomatic establishment, whether in the U.S. or abroad, for personal or official reasons. Certain Contractor personnel in positions designated as

“sensitive” by the Government may also be required to inform their chain of command in advance of the nature and reason for contacting a foreign diplomatic establishment or travel to countries on the State Department list whose interests may be adverse to the United States.

B. Contractor personnel who have information about activities pertaining to espionage, terrorism, unauthorized technology transfer, sabotage, sedition, subversion, spying, treason, unauthorized release of classified or unclassified controlled information, or unauthorized intrusions into automated information systems shall report that information immediately to the COR for action.

1.6.3 Potential Operational Constraints

Force Protection Conditions (FPCONs) may affect access to the host installation and Distribution

Center. The FPCON is established by the Host Installation or higher National Command

Authorities, and the Installation Commander is responsible for implementing the proper response to progressive levels of terrorist threats. FPCONs are normally displayed at most entrance gates, building entrances and office entrances. The Contractor shall adhere to and operate IAW any restrictions imposed as a result of a FPCON. Measures implemented under the various levels of terrorist threat may impact the Contractor’s normal operational approach to sign language interpretation services. The Contractor shall ensure that sign language interpretation services are sustained during heightened security measures.

1.7 DOCUMENTATION AND RECORDS

All documentation, records, and schedules, as described in this SOW, which are the responsibility of the Contractor, are the property of the Government and shall remain so upon termination or completion of the contract. The Contractor shall keep these items current. Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract. All documentation, records, and schedules are subject to the Freedom of Information Act and Privacy Act.

SECTION 2 - DEFINITIONS AND ACRONYMS

The DoD Dictionary of Military and Associated Terms is available on the Internet at http://www.jcs.mil/Doctrine/dod_dictionary/

SECTION 3 - GOVERNMENT FURNISHED SUPPORT SERVICES

At no cost to the Contractor, the Government will furnish the services listed in this section to be used exclusively during performance of the requirements under this contract.

3.1.1 Medical

Emergency medical services will consist of assistance for illness or injury that occurs to any

Contractor personnel on the job. The Contractor may call the on-site emergency number for emergency medical services.

3.1.2 Police and Fire Protection

The Government will furnish police and fire protection. The Contractor shall comply with DoDI

6055.6, DoD Fire and Emergency Services Program. The Contractor shall participate in host installation police and fire programs, drills, and instructions. Contractor personnel shall follow current fire evacuation diagrams that are posted in the work area.

SECTION 4 - CONTRACTOR FURNISHED MATERIAL

The Contractor shall furnish all material required for performance under this contract except material that has been designated to be provided by the Government.

SECTION 5 - SPECIFIC TASKS

5.1 American Sign Language Interpretation Services

American Sign Language Interpretation Services may include, but are not limited to the following tasks:

The Contractor shall interpret spoken/written English into signed English and American

Sign Language (ASL), and interpret ASL and signed English back into spoken English.

The Contractor shall provide qualified staffing to perform sign language interpretation services at the installation.

The Contractor shall provide quality interpretations tailored to the individual needs of the employee and of agency requirements.

5.2 Scheduling Requirements

A. The COR (or GPOC) will provide the Contractor, a forty eight (48) hour notice for any hours other than the core hours for the on-site Interpreter. Appointments may be arranged and confirmed via phone, in person, or email. Additional interpreters are permitted, after http://www.jcs.mil/Doctrine/dod_dictionary/ consulting with the COR (or GPOC), when the length of the appointment is such that a single interpreter cannot provide adequate service without frequent or lengthy breaks.

The number of additional interpreters shall be kept to the minimum necessary to provide quality service.

B. All interpreter services shall be coordinated at least forty eight (48) hours in advance, Monday through Friday 0700 to 1530 (local time.) If, however, the Government should require interpreters with less than 48 hours’ notice, the Contractor shall attempt to provide an interpreter, but the Government understands that the Contractor may not always be able to comply with such a request. The Government may cancel the services no less than twenty four (24) hours in advance Monday through Friday, with no penalty or charges assessed. If the Contractor is not notified of a cancellation twenty four (24) hours prior to the scheduled assignment, the Contractor may invoice for the number of hours scheduled for the assignment. If a Sign Language Interpreter appears for an assignment and the necessary parties fail to appear within thirty (30) minutes of the assignment, the interpreter may leave and invoice for the minimum number of hours allowed per assignment. If the Contractor cannot attend a scheduled event, the Contractor shall provide twenty four (24) hour notice to the COR. The Government shall not incur any charges associated with Contractor cancellation. For kept appointments, chargeable time shall begin at the designated appointment time and end when the assignment is complete. If a session runs longer than the scheduled appointment length the contractor shall invoice in half (1/2) hour increments for additional work performance. The

Government shall only pay for interpreters providing service, and no one else.

5.3 DELIVERABLES

5.3.1 Monthly Status Report

A. The Contractor shall submit a monthly status report to the COR no later than the COB on the first workday of the following month. The monthly status report shall identify an accurate record of all requested sign language interpretation services and shall include, at a minimum, the following information:

1. Whether the sign language interpretation event occurred or was cancelled

2. The name of the Interpreter(s)

3. Date(s) and start and stop times for the sign language interpretation event

4. Description of the sign language interpretation event

5. Location of the sign language interpretation event

B. This status report shall also address any progress issues, concerns, etc. for all work performed in the previous month.

5.3.2 Manpower Reporting

The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics

Agency 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 2018. Contractors may direct questions to the help desk at:

http://www.ecmra.mil.

6.0 CERTIFICATION AND ACCEPTANCE

6.1 Quality Assurance

A. The COR is responsible for performing Government quality assurance functions for all services and supplies furnished under this contract. Contractor performance is subject to review by the COR and Contracting Officer (KO). Upon contract award, the identity of the

COR will be promptly furnished to the Contractor.

B. The COR will provide general instructions on limitations and deadlines. Additional instructions will be provided for any unusual assignments or those that vary from established procedures. The Contractor’s employees shall independently carry out the assignments. Completed work will be spot-checked by the Government for adherence to procedures, accuracy, and completeness.

C. The Quality Assurance Surveillance Plan (QASP) is the Government’s plan to ensure the contractor provides the required services, and adheres to the quality standards as specified in this SOW. Both the Contractor and the Government have agreed to the terms of this contract. During the life of the contract, administrative procedures such as inspections, documentation and retention of records, which reflect the Contractor’s performance, will be retained.

D. This QASP will be used to monitor compliance with contract terms and conditions, identify nonconforming services to determine appropriate action. This plan sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract, and is subject to the unilateral change by the Government without modification of the contract. All work required by the contract is subject to surveillance whether or not specifically included in the plan. When the Contractor performance fails to achieve the acceptable performance level and is clearly the fault of the Contractor, the COR will prepare a Contractor Deficiency Report (CDR) annotating the discrepancy, the date and time the deficiency was noted and will forward it to the Contractor and request corrective action. In response to the CDR, the Contractor shall explain within seven working days, in writing, why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future. The COR will evaluate the Contractor’s explanation and determine the appropriate actions.

E. When the Contractor re-performs services as a result of the discrepancies, and the

Contractor does not meet the standards identified in this SOW, the Government may desire that the work to be re-performed prior to the completion of the delivery order. If this is the case, the Contractor shall perform the service at no additional cost to the Government.

http://www.ecmra.mil/ http://www.ecmra.mil/

6.2 GOVERNMENT OBSERVATIONS

Government personnel, other than the COR may from time to time, with Contractor/Government coordination, observe or inspect Contractor operations. However, these personnel may not interfere with Contractor performance.

6.3 GOVERNMENT ACCEPTANCE

The COR is designated as the point of final inspection and acceptance by the Government of all items and services required by the contract.

END OF STATEMENT OF WORK (SOW)