PERFORMANCE_WORK_STATEMENT_18_May_18.pdf

PERFORMANCE WORK STATEMENT

CULTURAL ADVISOR SERVICES

386TH AIR EXPEDITIONARY WING

18 May 2018

SECTION I

DESCRIPTION OF SERVICE

1. DESCRIPTION OF SERVICES. The Contractor shall provide Cultural Advisor personnel, equipment, tools, materials, supervision, and other items and services necessary to locate, screen, hire, and maintain cultural advisors capable of modern standard Arabic and standard English

(minimum 9th grade level) to serve in the United States Central Command (USCENTCOM) area of responsibility (AOR). Cultural Advisors shall be assigned to the 386th Air Expeditionary Wing (AEW). The Contractor shall perform to the standards in this Performance Work Statement (PWS).

***THE CONTRACTOR NOR ITS EMPLOYEES HAVE DECISION

MAKING AUTHORITY ON BEHALF OF THE GOVERNMENT, ALL

DECISIONS SHALL BE RUN THROUGH EITHER THE HOST NATION

COORDINATION CELL OR THE APPROPRIATE GOVERNMENT POINT

OF CONTACT.***

1.2. CULTURAL COORDINATION SERVICE. The Cultural Advisors’ primary function is to furnish administrative and interpreter services for the following: 386th AEW and all tenant and geographically separated units to include Abdullah Al Mubarak Air Base (AMAB). These duties include, but are not limited to, supporting the wing/group leadership or authorized designated representative, interacting and coordinating with Host Nation personnel to include matters of security, medical and ministry personnel, deployed United States (US) military personnel, security of assets/resources, and base defense. Other related duties may be assigned by the 386th AEW, or authorized designated representative, at the AOR site under the general scope of this contract. The Cultural Advisors will also accurately translate orally, interpret orally, and transcribe English/Arabic language documents as required.

1.2.1 The Contractor shall plan for and support interpretation and translation services on a 24 hour-a-day, seven-day-a-week basis, and respond to short-notice taskings and other contingency situations. These required services are further defined in this PWS. A total of one (1) contractor position is required to be filled to perform the tasks described in the PWS. Cultural advisor services include transcribing, translating, interpreting, and cultural advice. This does not include the ability to commit the Government to a course of action that it is not already established by policy, procedure, or Government direction. For example, a cultural advisor may advise the

Government that a policy should incorporate certain cultural aspects; however the Government is the party responsible for signing and agreeing to that policy. The support services include but are not limited to answering phones, running documents, providing local guidance in accordance with (IAW) already existing policy and procedures, simple administrative functions, setting up meetings, and providing guidance on how to follow base access procedures.

1.2.1.1. In addition, each cultural advisor shall have the capability to:

(a) Be familiar with the local culture/customs and be able to conduct him/herself properly.

(b) Deal unobtrusively with the local populace.

(c) Conduct work assignments and adhere to standards of conduct as prescribed by US Air Force

(US) Instructions, this contract, and the laws of the Host Nation.

(d) Function efficiently and effectively during extended periods of high pressure and stress during an emergency or crisis.

(e) Assist in basic office administration (i.e answering phones/doors, writing reports, running forms to and from the front gate, etc) and other related duties as assigned within the general scope of this contract.

(f) Provide driving directions to Ali Al Salem Air Base and Abdullah Al Mubarak Air Base to vendors from all major cities.

(g) Operate government-owned vehicles in accordance with community standards.

(h) Operate government-leased vehicles in accordance with community standards and local laws.

(i) Coordinate with Host Nation (HN) personnel at local Customs, Immigration, DMV, Police and General Headquarters (GHQ) offices.

(j) Coordinate delivery/acceptance of U.S. equipment/supplies to the U.S. complex with the

Contracting Office and/or the Logistics Readiness Squadron. This includes supporting arrangements between the Host Nation security and U.S. Government Personnel while also providing linguistic support during material inspections.

1.2.1.2. In addition to meeting the requirements set forth in 1.2.1.1., one (1) cultural advisor must be available full time to support the 386th AEW in the Host Nation Coordination Office.

This individual will directly support the Wing Commander or authorized designated representative. This cultural advisor will:

(a) Support wing leadership by interacting and coordinating with Host Nation personnel to include, Host Nation Government Ministries and Agencies, Community Partners, Honorary Commanders, and the Embassy.

(b) Attend staff meetings and calendar reviews as directed by 386th Wing Commander or designated representative. At a minimum, these staff meetings shall consist of the following data: number of incoming and outgoing correspondence requiring translation; number of responses and hours for after-duty Cultural Advisor services; the status of any special taskings/assignments the Director of Staff assigned the contractor; planned leave; and any other progress reporting requested by the 386th Wing Commander or designated representative.

(c) Schedule meetings with Host Nation leadership as directed by Wing leadership.

(d) Maintain history of key partnerships and topics discussed throughout the life of the contract.

(e) Provide 386th AEW Leadership with key HN leadership roster.

(f) Make regular appointments with HN key contacts for 386th leadership.

(g) This Cultural Advisor shall have a minimum work experience of ten (10) years as a cultural advisor and/or interpreter. This position also requires a proficiency of 3+ in both

Modern Standard Arabic and English from the Interagency Roundtable (ILR) or Defense

Language Proficiency Test (DLPT) equivalent.

1.2.1.2.1. The above-mentioned cultural advisor must be competent in Host Nation sponsorship procedures and must be available full time to facilitate the sponsorship process, as determined necessary by the 386th AEW Commander or designated official. Facilitating the sponsorship process requires translating documents and working closely with Host Nation personnel. The cultural advisors will help facilitate the sponsoring of foreign visitors or other personnel from a different country other than the US.

1.3 PERFORMANCE OF SERVICES DURING CRISIS. Services to be performed under the contract are essential for performance during crisis and according to Department of

Defense Instruction (DODI) 1100.22 Policy and Procedures for Determining Workforce Mix and Air Force implementation thereof, it is determined that the Contractor will be required to perform during crisis situations up to 16 hours a day, including off-duty and holiday periods.

The Contractor may be notified in person or telephonically that such duty hours are in effect and be required to respond for such duty within 20 minutes of the notification (not including travel time).

1.4 CONTRACTOR EMPLOYEES. The Contractor shall not employ a person for work on this contract if such employee is identified to the Contractor by the Contracting Officer

(CO) or other official source as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. The Contractor shall take into consideration cultural differences and Host Nation sensitivities to certain nationalities when assigning Cultural Advisors to sites/countries.

1.4.1 Contractor personnel shall present a professional appearance commensurate with standards delineated for government civilian employees acting in similar capacities. The COR, in concert with the CO, will make the final determination as to what is acceptable wear in reference to this section.

1.4.1.1. Women: While on duty, are expected to wear culturally conservative clothes such as closed toe shoes, pants (not jeans), dresses/skirts with hemlines no shorter than top of the calf, and shirts/tops (not t-shirts) that cover the shoulders and tops of the arms with no plunging or décolletage revealing neckline. Polo or button-down dress shirts with open collar are acceptable.

1.4.1.2. Men: While on duty, are expected to wear culturally conservative clothes such as closed toe shoes, pants (not jeans), with polo or button-down dress shirts with open collar (no t-shirts).

1.4.2. The Cultural Advisor shall comply with all rules, regulations, and restrictions set forth by the 386th AEW, ESFS, authorized designated representatives, and higher authority. This includes, but is not limited to, full compliance with all provisions of current and future

CENTCOM and AFCENT General Orders (GO's), amendments and site-specific regulations to include off-base travel, and 386th AEW and/or Community Standards. Restrictions imposed on Cultural Advisors shall not exceed those imposed upon U.S. military personnel assigned to the particular site.

1.5. PROPERTY CONTROL. The Contractor shall be responsible for proper utilization and safeguarding of all government property provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

Contractor employees must immediately report damage to government facilities and equipment upon discovery of such damage. Equipment found to be defective will also be reported in a timely manner, to allow for repair or replacement. These reports will be made to the Contracting Officer Representative (COR).

1.5.1. Key control. The Contractor shall establish and implement methods of making sure all keys issued to (or security combinations provided to) the Contractor by the Government are not lost or misplaced (or compromised) and are not used by unauthorized persons. The

Contractor shall not duplicate any keys issued by the Government.

1.5.1.1. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys or compromised combinations.

1.5.2. Lock combinations. The Contractor shall control access to all government provided lock combinations to preclude unauthorized entry.

1.6. CONSERVATION OF GOVERNMENT UTILITIES. The Contractor shall make sure employees practice utilities conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities to include:

1.6.1. Lights shall be used only in areas where work is actually being performed.

1.6.2. Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

1.6.3. Water faucets or valves shall be turned off when not in use.

1.7. PHASE-IN: To ensure a smooth transition the service provider must arrive at the 386th

AEW no later than 45 days after contract award and be able to take over all duties and responsibilities within 60 days of contract award. There will be a 15 day phase-in period once the contractor gets to Ali Al Salem. The purpose of this phase-in period is to:

1.7.1. Observe tasks being accomplished.

1.7.2. Become thoroughly familiar with work requirements and work procedures.

1.7.3. Complete personnel requirements (work force).

1.7.4. Obtain base passes, and security clearances, if required.

1.7.5. Complete training requirements and accomplish necessary training of service provider employees.

1.7.6. Complete the development of necessary work plans/procedures.

1.7.7. Complete the final development of the Contractor’s quality control plan (QCP).

1.7.8. The cultural advisor will be allowed access to the facilities to familiarize supervisors, key personnel and staff with equipment, reporting, work scheduling and procedures. However, such access will not interfere with the production efforts of current government or service provider personnel. To preclude such interference, arrangements for access to government facilities will be made with the COR or CO. Access will be limited to the Cultural Advisor.

SECTION II

GOVERNMENT-FURNISHED PROPERTY AND

SERVICES/CONTRACTOR FURNISHED ITEMS AND SERVICES

2. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. The Government shall provide the facilities, equipment, materials, and services listed here. If facilities, equipment, materials or services are not listed as government-furnished the contractor shall furnish these items.

2.1. GOVERNMENT-FURNISHED PROPERTY.

2.1.1. Government-Furnished Equipment. The U.S. Government will furnish all routine administrative equipment and supplies (e.g. desks, tables, and chairs, file cabinets, pencils, and paper). Special requirements will be brought to the attention of the CO or COR and will be made available to the Contractor only when and if feasible. Computers and other office automation equipment will be furnished to the Contractor by the Government as required to accomplish assigned duties, based upon availability. The Government will determine what equipment is necessary (and available) to allow the Contractor to accomplish assigned duties.

The U.S. Government will furnish all communications equipment and capabilities to include classified and unclassified telephone service, and facsimile machine (if available) to accomplish assigned duties. This equipment and service shall be for official use only and for official calls to the COR or CO. Personal calls will be made at the expense of the caller on a separate, personally-owned system. Cell phones and other specialized communication equipment will be provided for official use only. The Government will furnish all communications equipment including email addresses, on-duty access to the internet, telephone service, cell phones, pagers, and facsimile. Communication equipment will be used for official business only. The government will furnish DoD CAC identification and enrollment into the Defense Biometric Identification System authorizing access to Phantom and Motown Compounds, Base Exchange, Base Fitness Center, and Government furnished meals at US-controlled dining facilities.

2.1.1.2. The U.S. Government will furnish identification cards authorizing Base

Exchange privileges (if available and authorized to be used by contract employees) for

Cultural Advisors in the USCENTCOM AOR. The identification card will only be used for official purposes and will be properly safeguarded at all time. The identification card remains the property of the U.S. Government and shall be relinquished upon demand by proper authority and immediately upon termination of service. Loss of the identification card will be immediately reported to the COR. In the event the COR is not available, report the loss to the Contracting Officer or Security Forces.

2.1.1.3. Obtaining Replacement of government-furnished equipment. The Contractor shall submit requests for replacement of government-furnished equipment to the COR for processing. Such requests shall specify the reason for the replacement request.

2.1.1.4. GOVERNMENT-FURNISHED VEHICLES. 386th AEW Commander will determine all transportation requirements. If government vehicles are provided to Cultural

Advisor, these vehicles are to be used for official use only. At no time will Contractor personnel use these vehicles for personal services unless the 386th AEW or other appropriate local authority authorized such use. A government vehicle will only be provided when mission dictates. One will not be provided for day to day operations. Contractor must have their own privately owned vehicle.

2.1.1.4.1. Fuel is available on site. Fuel on site is only authorized when a government vehicle is provided. Privately owned vehicles may not use gas pumps on base.

2.1.1.4.2. The Contractor shall be responsible for all vehicle damages and traffic violations incurred at the fault of the cultural advisor.

2.2. GOVERNMENT-PROVIDED SERVICES.

The contractor will not have the option of having their employee live on base. The employee is required to live off base. When living off base then the contractor is responsible for providing living quarters and transportation.

2.2.1. The U.S. Government will furnish meals (through the local Dining Facility) and water.

2.2.2. The U.S. Government will fund all mission related travel within the USCENTCOM

AOR as required. All unofficial travel (not directed by the Government e.g., vacation travel and travel accomplished during non-duty time) will be conducted at the expense of the

Contractor or the contract employee. Travel within the USCENTCOM AOR will be accomplished via military air, when available. Travel orders will be prepared and authorized by 386th AEW Commander Support staff. If military air is not available, the Government will not be obligated to provide travel via commercial air. All unofficial travel for the on-site contract manager and travel via commercial air will be conducted at the expense of the

Contractor. The contractor will be responsible for getting the employee into Kuwait to begin performance of the contract which includes pay for organizing and paying for air travel.

2.2.3. IAW DFARS 225.7402-3, Government support may be authorized with coordination of the combatant commander such as, but not limited to, training, physical security, force protection, emergency medical care, quarters, postal service, phone service, emergency notification, and religious service.

2.3. CONTRACTOR FURNISHED PROPERTY AND SERVICES. Except for those items or services specifically stated in paragraphs 2 through 2.2.4 as government furnished, the Contractor shall furnish everything needed to perform in accordance with this PWS.

Consequently, the below-listed items are not all-inclusive of the Contractor-furnished items and services required to perform the PWS.

2.3.1. In accordance with DODI 3020.41, Operational Contract Support (OCS) (dated 20

December 2011), Enclosure 3, unless otherwise stated in the contract, all pre-, during-, and post- deployment medical evaluations and treatment are the responsibility of the Contractor, to include a fitness physical for each candidate cultural advisor. An exit physical, similar to the deployment physical, will be administered and recorded upon return from the USCENTCOM

AOR.

2.3.2. In the event a contracted linguist is unable to perform his or her duties due to illness or other reasons, the Contractor is responsible for providing the name (and all other applicable/necessary information) of a suitable replacement within 48 hours to the COR and

CO. The vacant position shall not exceed 15 calendar days over the current contract year. The replacement is expected to be in place by the 15th calendar day. If the vacancy exists beyond

15 calendar days; consideration will be requested for the absence.

2.3.3. The Contractor shall furnish all transportation from CONUS to contract place of performance and to the Contractor's preparation and processing site in CONUS. Upon return to the CONUS, the Contractor or contract employee will furnish transportation from the

Contractor's out-processing location.

2.3.4. The Contractor shall furnish all necessary immunizations for Cultural advisor personnel

IAW USCENTCOM 231245Z MAR 17 MOD THIRTEEN TO USCENTCOM INDIVIDUAL

PROTECTION AND INDIVIDUAL-UNIT DEPLOYMENT POLICY.

2.3.5. Cultural Advisors will be provided the following training from the Host

Nation Coordination Office DoD members during the phase-in period:

(a) Duties and responsibilities (IAW this PWS and local policy) to include training on all office processes to be followed documented with training certificate.

(b) Role of the USCENTCOM AOR.

(c) Current Arabic Cultural Awareness.

(d) Role of the Commander, 386th Air Expeditionary Wing.

2.3.6. The Contractor will process security clearances for all Cultural Advisors assigned to this contract and ensure that they have been granted a minimum of a DOD approved, "SECRET" security clearance before dispatching them to perform Cultural Advisor duties under this contract.

2.3.7. Facility Clearance: The contractor must have an approved and actively hold a minimum

DOD approved Facility Clearance of “SECRET”.

2.3.8. The contractor shall provide any reimbursements to the Government should any GFE be found to be lost, broken or inoperable due to negligence or fault of the contractor’s employees.

SECTION III

GENERAL INFORMATION

3.1. QUALITY CONTROL. The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices for the Cultural Advisor position. The Contractor shall develop and implement procedures to identify and prevent defective services from recurring.

3.1.1. In compliance with contract clause 52.246-4, "Inspection of Services -Fixed Price" located in the contract, the Contractor shall provide a Quality Control Plan (QCP) that contains, at a minimum the performance requirements in the PWS. The QCP shall be submitted to the

Contracting Officer for acceptance no later than 5 days prior to contract start date.

3.1.1.1. The CO will notify the Contractor of acceptance of changes or required changes to the plan. The Contractor shall make appropriate changes and obtain acceptance of the plan by the

CO. Any modifications to the program during the period of the contract shall be provided to the

CO for acceptance. The quality control program shall be subject to government review and is subject to be deemed unacceptable by the Government if and when the Contractor's procedures do not accomplish their performance objectives.

3.1.2. The QCP shall include:

3.1.2.1. A description of the inspection system to cover all services in the PWS. Description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

Additionally, control procedures for any government-provided keys or lock combinations shall be included in the QCP.

3.1.2.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

3.1.2.3. A description of the records to be kept to document inspections and corrective or preventive actions taken.

3.1.3. Records of inspections shall be kept by the Contractor and made available to the 386th

AEW Commander, COR or CO throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

3.2. QUALITY ASSURANCE. The Government will periodically evaluate the Contractor's performance in accordance with the Service Delivery Summary (SDS). The predominant evaluation methods used under this contract will be the reviewing and monitoring of: customer complaints, the monthly surveillance report, and incoming/outgoing correspondence.

SERVICE DELIVERY SUMMARY (SDS)

Performance Objectives PWS

Para.

Performance Threshold Method of

SurveillanceSDS-1 Perform clear and concise expression in writing and speaking

(in both English and

Arabic)

1.2.1.1. 100% of services are completed within required time

Periodic

Surveillance / monthly inspection

SDS-2 Produce idiomatic translations of non- technical material using correct syntax and speech (in both English and Arabic)

1.2.1.1. 100% of services are completed within required time

Periodic

Surveillance / monthly inspection

SDS-3 Conduct consecutive translations of on-going conversations/activitie s (in both English and

Arabic)

1.2.1.1. 100% of services are completed within required time

Periodic

Surveillance / monthly inspection

SDS-4 Provide adequate support for

Wing leadership, interacting and coordinating with Host

Nation personnel

1.2.1.2 No issues stated by Wing

Leadership nor HN personnel

Validated written

Customer

Complaints / monthly inspection

SDS-5 Support coordination efforts for 386th AEW and all tenant units

1.2.1.2 No issues stated by customer Validated written

Customer

Complaints / monthly inspection

SDS-6 Able to facilitate the Host Nation sponsorship process for both military and civilian personnel working on AASAB and its GSUs (i.e. base access)

1.2.1.6. 100% of services are satisfactorily completed within required time or provide a reasonable explanation through MFR to include hold-up and estimated time of completion

Validated written

Customer

Complaints / monthly inspection

SDS-7 Clearly and accurately follow processes established by the HNCO for tracking and completion of immigration responsibilities.

1.2.1.1. 100% standard Validated written

Customer

Complaints / monthly inspection /

Zero Fines

SDS-8 Respond within

20 minutes during crisis

1.2.2. 100% of services are satisfactorily completed within required time

Periodic

Surveillance / monthly inspection

(See notes on following page)

NOTES:

- An example of a “valid customer complaint” would be one of unacceptable personnel conduct or the individual’s inability to perform the required service in accordance with this PWS.

- Translation accuracy is significantly more important than speed. Highly technical or sensitive topics will require more time, and the COR will take that into account when determining turn-around time.

3.3. HOURS OF OPERATION. The Contractor’s personnel shall be available to perform the services required under this contract 24 hours a day, 7 days a week. Normal hours of operation will be prescribed by the 386th AEW Commander and the 386th ECONS to coincide with local hours of operation, typically 40-50 hours per week, Sunday thru Thursday, 0800-1700.

3.3.1. Holidays: Duty permitting, work performance may not be required during U.S. Federal holidays, or during holidays of the host country. Determination of required work for these periods will be at the discretion of the 386th AEW Commander, COR and the Contracting

Officer. If a contractor is a practicing Muslim, and mission requirements allow, they may be provided a reduced or altered work schedule to permit the religious observance of Ramadan.

3.3.2. Vacation: Vacation time will be in accordance with company policy and coordinated with the COR and CO and approved by the Contractor prior to departure.

3.4. EMERGENCY OR SPECIAL EVENT SERVICES. The Contractor may frequently be required to work beyond the established normal duty hours, or respond on short-notice beyond normal duty hours in emergency or exigent situations. At these times, the Contractor will respond immediately but not longer than 20 minutes (not including travel time) to any on-installation location. Off-site responses may take slightly longer and the Cultural Advisor should provide an accurate estimate of when they will arrive on scene. The Contracting Officer has the authority to change this required response time. Estimated non-normal duty/emergency duty hours should not exceed 32 hours per month.

3.4.1. All special/cultural events must be approved in writing by the applicable commander or designated representative (i.e. EOG/CC, EMDG/CC, ECES/CC, etc.) and coordinated through the COR. Special/cultural events that occur after normal duty hours or during a cultural advisor’s off days will not be logged as work hours without the appropriate approval and coordination.

3.5. SECURITY REQUIREMENTS. The Contractor will hire only those Cultural Advisor’s who are U.S. citizens and suitable for a position which may require them to obtain clearance for sensitive and classified information. Contract linguist applicants shall possess, at a minimum, a current SECRET security clearance, at the Contractor’s expense. An applicant will not be considered if he/she has any of the following:

(a) Pending criminal/civil charges (including divorce/child custody proceedings).

(b) Felony arrest record.

(c) Alcohol-related arrest within the last five years.

(d) Any type of moral turpitude arrest record/history (including, but not limited to, prostitution, pandering, voyeurism, and public indecency).

(e) Any type of involvement in hate crimes.

(f) History of violence.

(g) Involvement in any group or organization that espouses extra-legal violence as a legitimate means to achieve an end.

(h) Any past actions that pose a security concern.

(i) Restriction of base or country access by the Host Nation.

3.6. SPECIAL QUALIFICATIONS

3.6.1. The Contractor shall ensure that employees have the following current and valid professional certifications before starting work under this contract and ensure that any other certifications/licenses are obtained (and maintained current) as required by Host Nation laws:

(a) A valid US driver's license.

(b) A valid US passport.

(c) Appropriate country visas.

(d) A valid international driver's license (if required).

(e) Capability to obtain valid driver’s license for any country (as needed).

3.6.2 All Cultural Advisors are required to complete the Advanced Law of War training per

DFARS 225.7402-4. The training is provided by the Defense Acquisition University and will be provided by the Government during the Phase-In period.