Cleveland Sign Language Services PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

AMERICAN SIGN LANGUAGE (ASL) INTERPRETATION SERVICES

AT CLEVELAND MILITARY ENTRANCE PROCESSING STATION (MEPS)

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide ASL Interpreter Services at Cleveland MEPS.

Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, transportation, supervision, and other items and non-personal services necessary to perform American Sign Language Interpretation Services as defined in this Performance Work Statement, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: USMEPCOM is a jointly staffed DOD agency responsible for determining the aptitude, moral character, and medical qualification of applicants and Selective Service System (SSS) registrants for enlistment or induction into the Armed Forces. The Military Entrance Processing Stations are the organization’s front line unit, applying Department of Defense and Military Service standards to military service applicants to determine their qualification for military service.

1.3 Objectives:

1.3.1 The requirement is for the contractor to provide American Sign Language Interpreter services for events, meetings, educational and training sessions, conferences, ceremonies, and other situations where a conversation in spoken English language can be translated into American Sign Language.

1.3.2 IAW industry standard, two interpreters shall provide services where the session time period exceeds two hours in duration.

1.3.3 The contractor shall provide single interpreter services for sessions where the time period is two hours or less.

1.4 Scope: Provide American Sign Language Interpretation Services.

1.5 RESERVED

1.6 General Information.

1.6.1. Quality Control (QC) – RESERVED

1.6.2. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is NOT required to perform services on the holidays listed below.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor shall conduct business between the hours of 6:00 A.M. to 6:00 P.M Eastern Time. Normal hours for interpreting services shall be from 7:00 A.M. to 4:30 P.M., Monday through Friday, except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. For other than firm fixed price contracts, the contractor shall not be reimbursed when the government facility is closed for the above reasons.

1.6.5 Place of Performance: For most interpreter sessions, service is required at MEPS CLEVELAND, 20637 Emerald Parkway Drive, Cleveland, OH 44135-6023. Situations may occur where services are required at a location other than MEPS CLEVELAND. Off-site locations will probably be in the Greater Cleveland area, but may be anywhere in the United States.

1.6.6 RESERVED.

1.6.7 Security Requirements: RESERVED

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 RESERVED

1.6.7.3 RESERVED

1.6.7.4 Anti-Terrorism and Information Assurance Training.

1.6.7.5. AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 10 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://jkodirect.jten.mil/. AT Level 1 Training should take about an hour to complete.

1.6.7.6. For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NICIC-III) and Terrorist Screening Database (TSBD) (Army Directive 201-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.7.7. Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office.

Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. For each contract employee entering the government facility, a Visitor Access Request form must be completed and submitted to the COR.

1.6.7.8. iWATCH Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 10 calendar days of new employees commencing performance with the results reported to the COR NLT 10 calendar days after contract award. iWatch training should take about 1 hour to complete.

1.6.7.9. RESERVED

1.6.7.10. RESERVED

1.6.7.11. OPSEC Training: Per AR 530-1, all contractor employees must complete Level I OPSEC Awareness training. New contractor employees be trained within 30 calendar days of their reporting for duty and annually thereafter. All contractor employees will abide by USAREC OPSEC Policies. OPSEC training should take about 1 hour to complete.

1.6.9. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The contracting officer, contracting officer’s representative (COR), and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues.

1.6.10. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11. RESERVED

1.6.12. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, 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 members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contract personnel working in MEPS CLEVELAND are required to wear temporary visitor badges.

1.6.13. RESERVED

1.6.14. RESERVED

1.6.15. RESERVED

1.6.16. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information

(e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the contracting officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the contracting officer to avoid or mitigate any such OCI. The contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the contracting officer and in the event the contracting officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the contracting officer may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS, ACRONYMS, and ABBREVIATIONS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to assist in the administration of the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 EXPEDITED REQUEST. A request for ASL interpreter services with less than a two-business day notice

2.1.7. EXTENDED SESSION. A time-period greater than two hours where an interpreter is providing translation services.

2.1.8. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9. NORMAL REQUEST, A request for ASL interpreter services with a five or more business day notice

2.1.10. PHYSICAL SECURITY. Actions that prevent the loss or damage of government property.

2.1.11. QUALITY ASSURANCE. The government procedures to verify that services being performed by the

2.1.12. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.14. SHORT NOTICE REQUEST. A request for American Sign Language interpreter services where the government provides the contractor less than 5-business days, and more than 2-business days of notice.

2.1.15. STANDARD SESSION. A 2-hour or less time-period where an interpreter is providing translation services.

2.1.16. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The government does not have privity of contract with the subcontractor.

2.1.17. WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.1.18. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS AND ABBREVIATIONS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation ASL American Sign Language CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 HQ Headquarters KO Contracting Officer MEPS Military Entrance Processing Station NLT No Later Than OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit USMEPCOM United States Military Entrance Processing Command

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will not provide services to the contactor to support the work required by this contract.

3.2 Facilities: The government will provide free parking to contract employees. The parking lot is adjacent to the MEPS, Cleveland, 20637 Emerald Parkway Drive, Cleveland, OH 44135.

3.3 Utilities: The government will not provide utilities to the contract employees, other than those in common / shared areas. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The government will provide the contract employees chairs to perform the tasks required of this contract.

3.5 Materials: The government will not provide the contract employees materials to perform the tasks required of this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall furnish services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide American Sign Language Interpreter services for events, meetings, educational and training sessions, conferences, ceremonies, and other situations where a conversation in spoken English language can be translated into American Sign Language for a hearing impaired individual, or group of people to understand and participate in the conversation.

5.1.1 The service client(s) is a government employee working in the MEPS, Cleveland. The contractor shall provide American Sign Language interpreters who are proficient with translation requirements in a federal government environment.

5.1.2 The contractor shall be required to provide services in large groups (in front of an auditorium), small groups (20 people or less), classrooms, workspace environment, and one on one meetings. All information conveyed is confidential, and the interpreter is prohibited from discussing any information obtained during the interpretation sessions with anyone lacking a need to know.

5.1.3 The contractor shall be evaluated on their ability to be prepared and present at the session designated start times.

5.1.3.1 The contactor shall involve the client(s) in discussions.

5.1.3.2 The contractor shall be prepared for the interpretation session.

5.1.3.3 The contactor shall be present at the start of the interpretation session.

5.1.4 Sessions:

5.1.4.1 Standard Session - A standard session is where the interpretation time period is two hours or less. A single interpreter shall be required for standard sessions. The contractor shall provide services for an estimated 24 to 36 standard sessions per contract period of performance. A standard session may result from a Normal Request, Short Notice Request, or Expedited Request.

5.1.4.2 Extended Session – Interpreter sessions where the time period exceeds two and less than ten hours. Two interpreters shall be required for Extended Session. The contractor shall provide services for an estimated 10 to 20 Extended Session days per contract period of performance. An Extended Session can only occur as a Normal Request.

5.1.4.3 Cancellations: The government will provide at least 24 hours (not including weekends) of notice for cancelling Standard Sessions. The government will provide 72 hours (not including weekends) of notice for cancelling Extended Sessions.

5.1.5 Requests:

5.1.5.1 Normal Request - The contractor will be notified of the required service session 5-business days prior to the required service date 80% of the time where the interpretation session is two hours or less. The contractor shall provide American Sign Language Interpreter(s) services for Normal Requests.

5.1.5.2 Short Notice Request - Requests by the government with less than 5-business days, and more than 2 business days of notice. Short Notice Requests will occur 15% of the time. The contractor shall provide American Sign Language Interpreter(s) services for Short Notice Requests.

5.1.5.3 Expedited Request - Requests by the government with less than 2 business days, and more than 1 business day of notice are designated Expedited Requests. Expedited Requests will occur 5% of the time. The contractor shall provide American Sign Language Interpreter(s) services for Expedited Requests.

5.2 Normal hours for interpreting services shall be from 7:00 A.M. to 4:30 P.M.

5.3. SERVICE CONTRACT REPORTING (formerly Contractor Manpower Reporting or CMR):

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this TO for the US MEPCOM via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

https://www.sam.gov. 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 2021 https://www.sam.gov/

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1. FAR Subpart 9.5. Organizational and Consultant Conflicts of Interest

6.1.2. FAR 42.5. Post Award Orientation

6.1.3. FAR Part 45. Government Property

6.1.4. AR 381-12. Threat Awareness and Reporting Program

6.1.5. AR 530-1. Operations Security

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit A – Performance Requirements Summary

7.2. Technical Exhibit B – Deliverables Schedule

7.3. Technical Exhibit C - Historical Data Summary

TECHNICAL EXHIBIT A

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

5.1.3.1 The contractor shall include

the client(s) in discussions.

The contractor shall include the client(s) in discussion 98% of the time, during each session, based on client(s) feedback

The contractor shall include the client(s) in discussions 95% of the time, during each session, based on client(s) feedback.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.3.2 The contractor shall be

prepared for the interpretation session

The contractor shall be prepared for the interpretation session 95% of the time, based on client(s) feedback

The contractor shall be prepared for the interpretation session 90% of the time, based on client(s) feedback.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.3.3 The contractor shall be

present at the start of the interpretation session.

The contractor shall be present at the start of the interpretation session 95% of the time, by comparing the scheduled start time with the clock time.

The contractor shall be present at the start of the interpretation session 90% of the time, by comparing the scheduled start time with the clock time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.5.1 The contractor shall provide

ASL Interpreter service for Standard Session, Normal Requests

The contractor shall provide ASL Interpreter service for Normal Requests 95% of the time, based on scheduled sessions and contractor commitments.

The contractor shall provide ASL Interpreter(s) for Normal Requests 90% of the time, based on scheduled sessions and contractor commitments.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.5.2 The contractor shall provide

ASL interpreter service for Standard Session, Short Notice Requests

The contractor shall provide ASL Interpreter service for Short Notice Requests 95% of the time, based on scheduled sessions and contractor commitments.

The contractor shall provide ASL Interpreter(s) for Short Notice Requests 90% of the time, based on scheduled sessions and contractor commitments.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.5.3 The contractor shall provide

ASL Interpreter service for Standard Session, Expedited Requests.

The contractor shall provide ASL Interpreter service for Expedited Requests 80% of the time.

The contractor shall provide ASL Interpreter service for Expedited Requests 50% of the time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.5.4 The contractor shall provide

ASL Interpreter service for Extended Sessions, Normal Requests

The contractor shall provide ASL Interpreter services for Extended Sessions, Normal Requests 95% of the time.

The contractor shall provide ASL Interpreter services for Extended Sessions, Normal Requests 90% of the time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

TECHNICAL EXHIBIT B

Deliverables Schedule

Deliverable Frequency #of Copies Medium/Format Submit To

1.6.7.5 - AT Level 1 Training Certificate

Once per year for each employee entering

USMEPCOM,

within 30 days of working on the contract

1 Electronic, MS Word or

PDF

COR

1.6.7.7 – Visitor Access Request Form

Once per year for each employee entering

USMEPCOM; 7

days prior to entering the facility

1 Electronic, MS Word or

PDF

COR

1.6.7.8 – iWATCH Training, Proof of Training completion

Once per year for each employee entering

USMEPCOM,

within 30 days of working on the contract

1 Electronic, MS Word or

PDF

COR

1.6.7.11 - OPSEC

Training certificate

Once per year for each employee entering

USMEPCOM,

within 30 days of working on the contract

1 Electronic, MS Word or

PDF

COR

5.1.5.1 – Normal Request – Standard Session

Average session length – 90 minutes;

24 times per year

1 In person interpreter services

COR/Client(s)

5.1.5.2 – Short Notice Request, Standard Session

Average session length – 90 minutes;

4 times per year

1 In person interpreter services

COR/Client(s)

5.1.5.3 – Expedited Request, Standard Session

Average session length – 90 minutes;

2 times per year

1 In person interpreter services

COR/Client(s)

5.1.5.42 – Normal Request, Extended Session

Average session length – 8 hours; 18 days per year

1 In person interpreter services

COR/Client(s)

5.3 - Service Contract Reporting

Annually 1 Web Site input http://www.sam.giv/

Technical Exhibit C

HISTORICAL DATA SUMMARY

Session Length (Minutes) Session Type Request Type 0 - 60 minutes 61 - 120 Minutes > 120 Minutes Standard Session Normal Request 52 occurrences -- Standard Session Short Notice Request -- Standard Session Expedited Request 0 occurrences Extended Session Normal Request -- -- 4-days @ 8-hours each day

NOTE: The above historical data reflects the number of sessions typically requested in a 12-month period. This data is provided for information only. This does not guarantee future performance.

HISTORICAL DATA SUMMARY