Translation- Draft PWS.docx

PERFORMANCE WORK STATEMENT

Foreign Transcript Translation 1 General Information

1.1 Agency

Table 1: Student Enrollment Projections – SY 2020-21 (rounded to nearest 50)

Total 69,650

1.2 Background

In 2015, DoDEA awarded a contract to provide foreign transcript translation and transcript analysis services. DoDEA does not need to contract for transcript analysis services at this time.

1.3 Scope of Work

DoDEA requires translation of foreign transcripts because some students applying for admission into our school system present non-English transcripts, which DoDEA must analyze. DoDEA estimates that the following number of transcripts will need to be translated each year, primarily in the February - June timeframe:

DoDEA expects to award one contract for a base year and four option years.

2 Requirement (Objectives)

2.1 Objective 1, Transcript Translation

Provide an accurate English translation of each non-English transcript.

2.1.1 Task 1, Translation—The Contractor shall:

2.1.1.1 Provide translation services from certified translators for transcripts that are not written in English from non-accredited educational systems outside of the United States.

2.1.1.2 Provide documented proof that each transcript is translated by a “certified translator”; i.e., a translator who has passed the requisite certification exam administered by a professional translation organization, such as the American Translator Association (ATA) or Global Translator Institute (GTA).

· Transcripts may be written in European, Middle Eastern, African, or Asian languages, per the table in PWS 1.3 above.

· Certifying institutions outside of the ATA or GTA shall be pre-approved by DoDEA in order to qualify under the definition of “certified translator”

2.1.1.3 Provide literal translations of student transcripts and records.

2.1.1.4 Provide set pricing for the following translation services:

1) Most commonly requested languages: German, Italian, French, Spanish, Danish, Tagalog (Filipino), Chinese, Japanese, Korean and Vietnamese.

2) Less commonly requested languages: Arabic, Farsi, Greek, Russian, Hindi, and Polish.

3) Least common requested languages: Romanian, Latin, Norwegian, Swedish, Czech, Bosnian, Croatian, Armenian, Portuguese, Turkish, Bulgarian, Indonesian, Serbian, Hebrew, Kazakh, Uzbek, Ukrainian, Burmese, and Dutch.

4) Note: All languages will fall within one of the three categories listed above. If a transcript in a language not listed above is submitted to the Contractor for translation, the Government in consultation with the Contractor will determine which category it will be placed.

1) Transcript numeric identifier

2) Name of the requestor (i.e., DoDEA designated personnel)

3) Request date

4) Request type, (usually “Transcript Translation”)

5) Status: “In Process” or “Complete”

6) Completion Date (i.e., date translation(s) were completed and returned to the requestor) Performance Standards and Acceptable Quality Levels (AQL) Objective 1, Transcript Translation

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 1, Translation, PWS 2.1.1 Zero deviation from the PWS.

Ongoing based on periodic delivery requests

Task 2, Tracking Reports, PWS 2.1.2 Zero deviation from the PWS.

Ongoing beginning in the first month of the award

2.2 Objective 2, General Requirements

Meet with DoDEA as required. Ship materials as specified. Provide industry-standard technical support.

2.2.1 Task 3, Meetings—The Contractor shall:

2.2.1.1 Medium and Minutes: Provide the medium through which each conference/meeting occurs, record each meeting’s minutes, and submit them to the COR within two business days of the event.

2.2.1.2 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award in accordance with FAR Subpart 42.5.

2.2.1.3 Other Post-Award Meetings: Meet with the Contracting Officer, COR, and/or other Agency personnel, as appropriate to review Contractor performance, as required by DoDEA. At these meetings the Contracting Officer may discuss the Government’s view of Contractor performance, and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall take appropriate action to resolve any outstanding issues raised by the Government.

2.2.1.4 Attendance: Attend virtual meetings at no additional cost to the Government. Note: Costs associated with attendance at face-to-face meetings, if any, shall be handled/paid for as stated in the contract.

Objective 2, General Requirements

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 3, Meetings, PWS 2.2.1 Zero deviation from the PWS.

As stated in the PWS

Task ?, Key Functions, PWS 2.2.2 Zero deviation from the PWS.

Duration of the award

Objective 3, eCMRA

Task 5, eCMRA, PWS 2.3.1 Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

Performance rating pass/fail.

Requirements / Objectives The tasks listed above are to help the Contractor gain a better understanding of the requirements and are not all-inclusive. The Contractor is expected to develop a total solution in accordance with a performance-based approach.

3 Constraints

Contractor personnel shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns. The following list shows all recognized Federal holidays:

3.3 Availability: The Contractor shall make all resources available for the life of the contract.

3.4 Anti-Bias: The Contractor shall provide resources free of racial, color, national origin, age, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.5 Privacy—The Contractor shall:

3.5.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information—.

3.5.2 Contractor Personnel: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. All agency-owned or agency-controlled personally identifiable information shall be collected and/or stored in accordance with the relevant requirements of the Privacy Act, 5 U.S.C—http://www.archives.gov/about/laws/privacy-act-1974.html.

· Outputs/deliverables do not adversely affect accessibility features of existing EIT technologies.

· EIT related to the requirements of the contract are accessible to people with disabilities, per 29 U.S.C 794(d).

· Outputs/deliverables to include the functional performance, information, documentation, and support requirements are considered. Standards from 36 CFR Part 1194 Subpart B, C, and D apply to this acquisition.

3.7 Optical Character Resolution (OCR) Requirement: The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following formats:

· Digital Accessible Information System/National Instructional Materials

· Accessibility Standard (NIMAS) with cascading style sheet

· HyperText Markup Language (HTML)

· Portable Document Format (PDF), (unlocked, embedded fonts, single page)

· Rich Text Format (RTF)/Word document

4 Government-Furnished Resources

4.1 Quality Assurance Surveillance Plan (QASP): The Government will utilize a QASP to monitor Contractor performance on the contract, which can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at its discretion. The QASP primarily (1) focuses on what the Government will do to ensure the Contractor has performed IAW the performance standards and (2) defines how the performance standards will be applied, frequency of surveillance, and minimum acceptable quality/performance.

TECHNCIAL EXHIBITS

Technical Exhibit 1 – Performance Requirements Summary Technical Exhibit 2 – Deliverables Technical Exhibit 3 – Acronyms and Definitions

TECHNICAL EXHIBIT 1 - Performance Requirements Summary Performance Standards and Acceptable Quality Levels (AQL) Objective 1, Transcript Translation

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 1, Translation, PWS 2.1.1 Zero deviation from the PWS.

Ongoing based on periodic delivery requests

Task 2, Tracking Reports, PWS 2.1.2 Zero deviation from the PWS.

Ongoing beginning in the first month of the award

Performance Standards and Acceptable Quality Levels (AQL) Objective 2, General Requirements

Task 3, Meetings, PWS 2.2.1 Zero deviation from the PWS.

As stated in the PWS

Task ?, Key Functions, PWS 2.2.2 Zero deviation from the PWS.

Duration of the award

Performance Standards and Acceptable Quality Levels Objective 3, eCMRA

Task 5, eCMRA, PWS 2.3.1 Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

Performance rating pass/fail.

TECHNICAL EXHIBIT 2 – Deliverables

PWS 2.2.1.3, Other Post-Award Meetings: As required by the COR. Provide minutes and medium as stated above.

TECHNICAL EXHIBIT 3 - Acronyms & Definitions.

Acceptance of Services – Acceptance” means the act of an authorized representative of the Government by which the Government for itself or as agent of another (1) assumes ownership of existing identified supplies tendered or (2) approves specific services rendered as partial or complete performance of the contract. The term, conditional acceptance, means acceptance of supplies or services that do not conform to contract quality requirements or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment. The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contract Discrepancy Report (CDR) – The Government’s formal process/format, normally tied into the Government’s QASP (definition below), that notifies the contractor of and tracks any observed quality or performance discrepancy between the contractor’s performance and the quality/performance objectives of this PWS. CDRs are formally written and tracked on any number of official documents/forms (e.g., DD Form 1772, DA Form 5479, etc.), and require timely responses from both the contractor and Government personnel to address/resolve.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contract Specialist (CS) – Contracting career field professionals without the authority (i.e. not warranted) to enter into contracts on behalf the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Defense Federal Acquisition Regulation (DFAR) Defense Federal Acquisition Regulation Supplement (DFARS) Department of Defense (DoD / DOD) Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered but may include non-physical things such as digital reports.

Eastern Standard Time (EST) Federal Acquisition Regulation (FAR) In Accordance With (IAW) Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific and objective terms with measurable outcomes.

Quality Assurance Surveillance Plan (QASP) – Government’s plan to monitor contractor’s performance, by method and frequency; all those critical areas performance required on the service contract to monitor the contractor’s performance on the contract Requiring Activity (or Agency) (RA) – Office, agency, or activity that has the mission requirement for an interagency acquisition.

Subcontractor - One that enters into a contract with a prime contractor. Note: The Government is not privy to the contract(s) with the subcontractor.

Technical Exhibit (TE)

TECHNICAL EXHIBIT 4 - Technical Requirements

1. Vendor Data Collection and Distribution Controls

2. Vendor System Management and Security Controls

3. Vendor Data Storage and Data Access Controls

4. Vendor Data and Metadata Retention Controls

5. Vendor Development and Change Management Processes

6. Vendor Test and Development Environment Security Controls

7. Vendor Data Breach, Incident Investigation and Response Mechanisms Note: Per DoD policy, cloud-based services shall undergo a supplemental series of validations, which closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes and include interviews and deep system architecture inspections with the Contractor.

· DoD Directive (DoDD) 8500.01E, Information Assurance, which may be found at http://dodcio.defense.gov/Portals/0/Documents/DIEA/850001p.pdf

· DoD Security Technical Implementation Guidance (STIG), which may be found at http://iase.disa.mil/stigs/Pages/index.aspx

· DoD Risk Management Framework (DODRMF) per DoD Instruction 8510.01 at http://www.dtic.mil/whs/directives/corres/pdf/851001_2014.pdf

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