synopsis_solicitation_ASL_Rev_4_OGC_FINAL.pdf

Combined Synopsis/Solicitation

Title: American Sign Language (ASL) Interpreter

General Information

Document Type: Combined Synopsis/Solicitation

Solicitation Number (RFQ): HH601015ASL issued as a Request for Quote

Posted Date: 11 March 2015

Response Date: 25 Mar 2015

Set Aside: Total Small Business

NAICS Code 541930 Translation and Interpretation Services

Small Business Size Standard: 500 Employees

Contracting Office Address

DoDEA Procurement Office

Mark Center

4800 Mark Center Dr Alexandria, VA 22350-1400

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

The solicitation number RFQ HH601015ASL is issued as a request for quotations using FAR Parts 12 and 13 procedures, and incorporates provisions and clauses that are in effect through F e d e r a l A c q u i s i t i o n C i r c u l a r ( FAC) 05-78 effective

December 26, 2014 and Defense FAR Supplement Publication Notice (DPN)

20150226 effective February 26, 2015. This solicitation is 100% set aside for small business.

DoDEA has a requirement for sign language interpreter services for DoDEA’s deaf and/or hearing impaired employees, for multiple Divisions within DODEA

Headquarters. All interpreters must possess the appropriate level of expertise in

American Sign Language (ASL) to communicate with the employees. All services are to be performed at local venues in the National Capital Region, to include the Mark

Center and the Pentagon and as per Attachment 1, Performance Work Statement

(PWS). DoDEA intends to award a firm fixed price requirements contract with a period of performance of one 12-month base year followed by up to four consecutive 12-month option periods on a best value basis. FOB point is destination. Inspection and acceptance shall be at the Government site. The anticipated award date is April 30, The following attachments provide additional information and details regarding the

Government’s minimum requirements:

Attachment 1 – Performance Work Statement (PWS)

Attachment 2 – Projected Contract Line Item Number (CLIN) Schedule/Pricing

Attachment 3 – Solicitation Provisions and Clauses

Attachment 4 – Past Performance Part 1

Attachment 5 – Past Performance Part 2

The following FAR provisions and clauses for commercial items are applicable to this acquisition:

52.212-1, Instructions to Offerors -- Commercial Items (JULY 2013)- (See Attachment

3 for addendum to this provision)

52.212-2, Evaluation – Commercial Items (JAN 1999)- (See Attachment 3 for full text version of provision and addendum)

52.212-3, Offeror Representations and Certifications -- Commercial Items (NOV 2013)

52.212-4, Contract Terms and Conditions -- Commercial Items (SEPT 2013)- (See

Attachment 3 for addendum to this clause)

52.212-5, Contract Terms and Conditions Required To Implement Statutes Or

Executive Orders -- Commercial Items (Deviation 2013-O0019) (JAN 2014)

Addendums to the FAR provisions and clauses 52.212-1, 52.212-2, and 52.212-4, and additional FAR and Defense FAR Supplement (DFARS) provisions and clauses determined by the Contracting Officer to apply to this acquisition are provided at

Attachment 3 – Solicitation Provisions and Clauses.

RFQ Questions Cutoff Date:

Questions and inquiries regarding this RFQ shall be submitted electronically via email to Dawn Franklin, Contract Specialist, at Dawn.Franklin@hq.DoDEA.edu no later than

2pm EST on Mar 18, 2015, with subject line “Questions HH601015ASL” A consolidated list of answers to questions received will be posted via an amendment to this RFQ on FedBizOpps.gov.

RFQ Closing Date:

Responses are due 2:00pm EST, on March 25, 2015, at DoDEA HQ Procurement, The

Mark Center, 4800 Mark Center Dr, Alexandria, VA 22350-1400 ATTN: Dawn

Franklin “Quote HH601015ASL.”

POINT OF CONTACT:

Dawn Franklin, Contract Specialist, 571-372-1452, Dawn.Franklin@hq.DoDEA.edu mailto:Dawn.Franklin@hq.dodea.edu

Attachment 1

Performance Work Statement

HE1254-15-D-TBD

Period of Performance: 1 May 2015-30 Apr 2020

1.0 BACKGROUND:

1.1 The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to approximately 75,000 students in seven states, twelve foreign countries, Guam, and Puerto Rico. The number of students varies based on the deployment of military troops worldwide. DoDEA’s curriculum, resources, and student achievement scores on standardized assessments compare favorably to high-performing US public schools.

1.2 The need for certified and qualified interpreter services exists in DoDEA for sign language interpreter services for the Deaf and Hard of Hearing Federal Employees efforts within DoDEA. This Requirements Contract provides for the award of individual orders, defined hereinafter as "Task Orders," to assist with the accomplishment of these efforts. The Government intends to award a single contract;

however, the Government reserves the right to award to multiple vendors if it is deemed to be in the best interests of the government.

2.0 SCOPE:

2.1 The contractor shall provide sign language interpreter services for DoDEA’s deaf and/or hearing impaired employees, as described below, in multiple Divisions, within

DODEA Headquarters. All interpreters must possess the appropriate level of expertise in American Sign Language (ASL) to communicate with the employees.

All services are to be performed at local venues in the National Capital Region, to include the Mark Center and the Pentagon.

2.2 The contractor must possess national certification, be certified by the American Sign

Language University, and registered with both National Association of the Deaf

(NAD) and the Registry of Interpreters for the Deaf (RID).

2.3 Minimum level of certification (ASL) accepted is Certified Generalist with five (5) years’ documented/submitted performance at satisfactory level or above. Certification must be accurate, current, accessible, and made available upon Contracting Officer and Equal Employment Opportunity (EEO) Office’s request. The sign language interpreter(s) will ensure certification information shall be kept up to date and that current copies of all applicable documents, including, but not limited to updated/ renewed licenses are on file and when needed, and made available to the DoDEA

Contracting Officer and the EEO Office upon request. Certification information documents will become part of the official contract file. The contractor shall submit a complete and thorough professional folio of their services after award. If contractor’s proposed personnel do not have this certification, the quote will not be accepted for consideration.

2.4 The complete version of the NAD-RID Code of Professional Conduct may be found at http://www.rid.org/UserFiles/File/NAD_RID_ETHICS.pdf

2.5 Additional Interpreter Services: In addition to the interpreter requirements referred to above, there will also be a periodic need for additional interpreters to assist at training, conferences, or meetings where two or more interpreters may be needed, to provide continuous and adequate interpreting services/support for other activities not previously addressed in the estimated number of hours to be scheduled on a monthly basis. At the time an arrangement for services is placed, it will be determined by the contractor and requesting agent for the Agency if one or more interpreters will be needed for the event.

2.6 The contractor shall provide sign language (ASL) interpreter services for the

DoDEA’s hearing impaired/deaf employees estimated at approximately 30 hours per month for all Divisions (this includes DoDEA Communications Staff meetings held twice a week on Tuesdays and Thursdays, the Education Directorate, and the

Resource Management Directorate) and can include All Hands meetings or any organized and supported functions required for all DoDEA personnel. The Interpreter will assist hearing impaired employees with day-to-day interaction with co-workers and customers and provide sign-language interpreter services for scheduled meetings and training sessions. The Interpreter will arrive at least 15 minutes prior to the assignment.

2.7 Additional time will be required, on an ad hoc basis, to address rigorous training such as Defense Agencies Initiative (DAI), which may consume the suggested hours, above, in a week’s period during the initial instruction stages. Other training initiatives submitted for consideration include “Appropriations Law” and related financial courses that would consume one to three days.

2.8 DoDEA requires both primary and secondary (alternate) interpreters be assigned to allow cumulative familiarity with office terminology and subject matter and employees’ specific needs and requirements.

2.9 The sign language interpreters will report to the scheduled Directorate located at

Mark Center, 4800 Mark Center Drive, Alexandria, VA 22350 or to another local venue in the National Capital Region (NCR), to include the Pentagon.

http://www.rid.org/UserFiles/File/NAD_RID_ETHICS.pdf

2.10 The Interpreters shall:

Be screened and approved by the DoDEA Contracting Officer’s

Representative (COR) with the specific requirement for services or his/her designee, based upon some or all of the following criteria:

o Possess a minimum of five years professional experience in a professional interpreting job and proficiency in sign-to-voice and voice-to sign transliteration.

o Demonstrate ability to professionally interact and effectively interpret for all DoDEA-serviced organizations Deaf or Hard of Hearing employees.

o Be significantly experienced in American Sign Language, deaf gesture movement and facial expressions with minimal use of finger spelling.

o Be able to qualify for entrance into a secure building (Mark Center) and floors without an escort

3.0 REQUIREMENTS

3.1 The Contractor shall at all times maintain an adequate workforce for the uninterrupted Performance of all tasks defined within this PWS when the Government facility is not closed. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

3.2 The Contractor shall provide the following:

On-site primary and secondary English spoken and Sign Language interpreters;

The following skills and abilities are required of all Sign Language

Interpreters under this contract, to include: the ability to keep pace with normal conversation in conferences, meetings, seminars, training courses, interviews, and public speaking events;

o The ability to voice interpret when a Deaf or Hard of Hearing person’s speech is not easily understood;

o The ability to imitate nuances, tone information, inflection and the spirit of the speaker’s voice to enable the Deaf or Hard of Hearing person to fully receive messages;

o The ability to interpret and maintain confidentiality of personal sessions of a sensitive nature;

o Comprehensive knowledge of the use of the English vocabulary including the ability to read well and articulate clearly;

o The ability to interpret phone calls; use the Telecommunications

Device for the Deaf (TDD), and other forms of specialized or computerized communications; and, o Ability to select, highlight and abstract with context, when dealing with complicated concepts, idioms, etc.

Provide, on occasions, a Certified Deaf Interpreter to also be placed with an interpreter.

When/if a substitute Interpreter is provided, or there are any other issues/concerns, the contractor is required to both send an email and call the

Division COR or Alternate COR (ACOR) for approval authority.

Submit a Statement of Policy which describes the Contractor’s proposed method of meeting the specified quality assurance standards (in accordance with the Performance Requirements Summary (PRS) and the commitment of the Contractor’s management to ensure these standards are met.

3.3 In addition, the sign language interpreter is required, as follows:

For special events to be held in local venues to include the Pentagon – exact details will be provided prior to the event.

All Hands Meetings (2 meetings annually; Spring (April timeframe) and

Fall (September/October timeframe)) – length of these meetings normally average 2 hours. Contractor will be notified of details of the All Hands

(date, time, location, etc.) a minimum of one week prior to the event.

Holiday workplace celebrations (December – annual event) – normally scheduled for 3 or 4 hours. The holiday party is a luncheon event – if the interpreters want to partake in food they are required to purchase a ticket in advance at their own expense or at the expense of the contractor.

Contractor will be notified of details of the Holiday Celebrations (date, time, location, etc.) a minimum of one week prior to the event.

Summer Event (Summer month – annual event) – normally scheduled for

3 or 4 hours. The summer event is usually a luncheon event – if the interpreter wants to partake in food they are required to purchase a ticket in advance at their own expense or at the expense of the contractor.

Contractor will be notified of details of the summer event (date, time, location, etc.) a minimum of one week prior to the event.

Impromptu/ad hoc meetings

Social events such as breakfasts, Combined Federal Campaign (CFC) fund raising, etc.

3.4 Interpreter(s) should allow adequate time to gain access to the Mark Center or additional locations specified within the NCR. Personal travel accommodations are to be coordinated independently, generally without assistance and not at the Government’s expense. The interpreter(s) are required to be in place for services at the designated time and location to support the employee. Contractor will be notified of details (date, time, location, etc.) one week in advance of the requirement. Parking is NOT available at the

Mark Center – contractors are advised to make their own transportation arrangements

(public or driving) as well as parking arrangements.

3.5 Contractor shall provide contact information for scheduled interpreter(s) (name, cell phone contact) so the interpreter(s) may be contacted directly in case of inclement weather, emergency, etc. to include Primary and Alternate interpreter.

3.6 Contractor provided training may be requested by Contracting Officer’s

Representative (COR) (TBD). Types of training may include, but not be limited to:

Section 508 compliance, Culture of the Hearing Impaired, Sign Language – ASL, etc.

Topics may be suggested/recommended by either the Contractor or the DoDEA COR.

3.7 The Government COR shall provide 24 business hours (three days) prior to scheduled arrival notice for necessary cancellations. If less than 24 business hours (three days) occur, the Government will reimburse the contractor for the time the Interpreter would have been in place ready and available to work; i.e., if the Interpreter were scheduled for 2 hrs, then the Government would pay for those two hours as cancellation fee.

3.8 The contractor shall provide at least 4 hours’ notice to Government COR of emergency changes to primary and/or secondary interpreter arrival. The contractor shall provide two (2) business days’ notice to Government COR of the assignment of substitute (non-primary and non-secondary) interpreter for scheduled hours, in non-emergency status.

3.9 The Government shall pay a different rate, if applicable, for short notice scheduling of interpreter services, if scheduled 24 business hours (three days) or less. The

Government understands that an interpreter may not be available due to the short notification.

3.10 The Government COR shall notify the contractor of contact information for secondary contacts in the absence of the Government COR, in order of Precedence. The

Government COR may designate points-of-contact to assist with management of these requirements. The contractor shall work with Government COR designees to fulfill the requirements of the contract. Each Division will have an assigned COR who will schedule the Interpreter, and who will track hours worked, collect the survey developed by the COR and the Contractor to track performance, and review/approve the invoice.

CORs shall be listed in each task order.

3.11 Documentation of Assignments: The COR and the contractor shall document all assignment(s) using the format below:

1 . The date and time of the appointment(s)

2. The length of the appointment(s)

3 . Address and phone number(s) of appointment site(s)

4. Names of all parties involved

5. Name of contact person(s)

6 . The type of requirement(s)

7. The type of assignment(s)

8. If assignment was cancelled within 24 business hours (3 days)

9. Billing information

10. The contractor shall then invoice the Government only for the total time worked and in 15 minute increments after the first 2-hour time period

4.0 PLACE OF PERFORMANCE

4.1 The place of performance shall be designated on each task order by the Contracting

Officer (KO). All work on will be performed in a Government provided facility; the majority of services are anticipated to be performed at the Mark Center and National

Capital Region (NCR) areas leased by Government tenants. All work is primarily located in the NCR; however, if work outside the NCR is necessary, it will be addressed in the task order and appropriate travel costs will be included.

5.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR):

5.1 The COR is a representative for the Government with limited authority who has been designated in writing by the Contracting Officer to provide technical direction, clarification, and guidance with respect to existing specifications and Performance Work

Statement (PWS) as established in the contract. The COR also monitors the progress and quality of the Contractor’s performance for payment purposes. The COR shall promptly report Contractor performance discrepancies and suggested corrective actions to the

Contracting Officer for resolution. The COR is NOT authorized to take any direct or indirect actions or make any commitments that will result in changes to price, quantity, quality, schedule, place of performance, delivery or any other terms or conditions of the written contract.

5.2 The Contractor shall provide written notification to the Contracting Officer if it believes the COR has requested or directed any change to the existing contract (or task order). No action shall be taken by the Contractor for any proposed change to the contract until the Contracting Officer has issued a written directive or written modification to the contract (or task order). The Government will not accept and is not liable for any alleged change to the contract unless the change is included in a written contract modification or directive signed by the Contracting Officer.

5.3 The Contracting Officer may designate an ACOR, and the ACOR may act only in the absence of the COR (due to such reasons as leave, official travel, or other reasons for which the COR is expected to be gone and not readily accessible). COR authority IS

NOT delegable.

5.4 The Contracting Officer is the only person with the authority to act as an agent of the

Government under this contract. Only the Contracting Officer has the authority to perform any of the following:

Direct or negotiate any changes in the Solicitation or specifications

Modify or extend the period of performance

Change the delivery schedule

Change any terms and conditions of the contract

6.0 SECURITY REQUIREMENT:

6.1 BACKGROUND INVESTIGATION REQUIREMENTS FOR UNCLASSIFIED

CONTRACTS REQUIRING ACCESS TO DODEA FACILITIES AND/OR SYSTEMS

References:

DoDI 5200.02, DoD Personnel Security Program (PSP), March 21, 2014

(Incorporating Change 1, Effective September 9, 2014); DoDI 5200.46, DoD

Investigative and Adjudicative Guidance for Issuing the Common Access Card

(CAC), September 9, 2014; Directive-Type Memorandum (DTM) 08-006-

SUBJECT: DOD Implementation of Homeland Security Presidential Directive-12

(HSPD-12), November 26, 2008, Incorporating Change 4, September 27, 2012;

DoD 5200.08-R, Physical Security Program, April 9,2007, Incorporating Change

1, May 27, 2009.

All non-cleared contractor employees providing services under this PWS will hold ADP/IT Level-III, Non-Sensitive Positions, in accordance with DoD

5200.02, DoD Personnel Security Program.

Investigation Requirements:

For US-citizen and green card holder contractor employees the National Agency

Check with Inquires (NACI) is the basic investigation DoD currently uses for an

ADP/IT-III designated positions ( in accordance with the OUSD(I) Memorandum, Subject: DoD Standardized Investigation Request Procedures, dated November 4, 2010). This is completed using a Standard Form 85 “Questionnaire for Non-

Sensitive Positions”. All investigations are completed and submitted using the

Office of Personnel Management’s web-based Electronic Questionnaires for

Investigations Processing (eQIP) system.

Investigations Process for US citizen and green card holder contractor employees:

The customer agency (HQ DoDEA) Personnel Security Program Manager initiates the investigation and submits investigation documentation to Office of

Personnel Management/Federal Investigative Services (OPM/FIS). The customer agency (HQ DoDEA) adjudicates the investigation. The DODEA Personnel

Security Program Manager transmits adjudicative results to the COR who will communicate to contractor that investigative requirements have been met.

6.2 Interim access approval processing requirements will be provided to the contractor upon contract award. The interim approval process is defined by DODEA. Normally it includes the following:

1. The application for the investigation has been successfully submitted to the

DoDEA Personnel Security Program Manager and further to OPM/FIS as the investigative organization.

2. The application for investigation (including fingerprint check) provided by the contractor employee does not contain any "significant" derogatory information.

3. The Advance National Agency Check (ANAC) report from OPM/FIS has no

“significant” derogatory information.

4. The DoDEA Personnel Program Manager approves, documents the interim access and provides approval to the COR for communication to contractor.

6.3 Investigation Process for Local and Foreign National:

1. The contractor requests the police criminal background check from the country of origin and the country of residence for each local or foreign national contract employee. Contractor will provide a translation of each received police criminal background investigation document.

2. The original and translation documents will be provided to the COR of this contract.

3. COR will submit this documentation to HQ DODEA Personnel Security

Program Manager for review and adjudication.

4. DoDEA Personnel Security Program Manager approves, documents the approval and provides approval to the COR for communication to contractor.

a) Investigations related to contractor employees working under this contract are handled centrally by the DoDEA Headquarters Office of Safety and Security

Personnel Security Program Manager. Point of contact for the investigation process, investigation status, and specific security questions is the Personnel

Security Manager, Office of Safety and Security and can be reached at

Commercial Telephone Number: (571) 372-1460 or via e-mail at:

officeofsafetyandsecurity@hq.DoDEA.edu.

b) It is essential that contractor employees begin completing the investigative documentation as soon as possible to ensure all contractor employees are cleared and authorized to work within all DoDEA locations at the start of the contract performance period.

c) For contractors requiring a Common Access Card CAC, at a minimum a favorable adjudicated NACI must be on record with the Office of Personnel

Management (OPM) or a NACI must have been submitted to OPM and a favorable FBI fingerprint check must have been completed. The COR will coordinate with the DoDEA Trusted Agent to obtain the CAC for the contractor.

d) Access to Floors 4, 5 and 6 of the Mark Center with no equipment access, is required. Clearance paperwork must be submitted at time of award of Task

Order.

7.0 BADGES:

7.1 The Government will provide the necessary forms for contractor badging. Once the mailto:officeofsafetyandsecurity@hq.dodea.edu contractor fills out and returns one form for each person for whom it wants building access, the information will be put into the Pentagon’s NCIC and NAC systems for background checks. This process may take up to three days. Any non-U.S. citizen must have a work visa and must provide that visa number and expiration date. The

Government will contact the contractor, via telephone or e-mail, when its employees may come to the Pentagon to pick up badges. The Government will inform the contractor which submitted applications were accepted and which were rejected. The Government will not have access to rejection reasons for any application.

7.2 Each contract employee must bring two forms of identification with him or her. One

Identification must have the bearer’s social security number (such as a social security card) and the other must be a picture identification (such as a driver’s license). Each contract employee has seven days from the date of notification by the Government to pick up his/her badge. Badges must be picked up within this time frame or the process will have to be started over.

8.0 PHYSICAL SECURITY:

8.1 The contractor shall be responsible for safeguarding all Government property provided for contractor use. At the end of normal duty hours and/or after normal duty hours, all Government facilities, equipment and materials must be secured.

8.2 Access Controls: The contractor shall establish and implement methods of making sure all keys/access cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys/access cards issued by the Government. The contractor shall immediately report to the COR any occurrences of lost or duplicated keys/access cards. All Government issued keys, passes and/or Common Access Cards (CACs) must be returned to the COR at the end of the contract or termination of contract services/employee.

9.0 DIVISION BREAK-OUT for Division Contracting Officer Representatives (COR):

Communications Division

Education Division

Diversity Management Division

Executive Division

Plans, Policy & Legislation Division

Human Resources Division

Resource Management Division

Safety & Security Division

Procurement Division

Logistics Division

General Counsel Division

Information Technology Division

10.0 HOURS OF WORK:

10.1 When the requirement is for full days, Contractor personnel are expected to conform to normal operating hours. The contractor shall provide the required services at times determined by DoDEA, with the exception of Federal Government holidays, with an allowance for a 30 minute lunch period each day. The Contractor shall be responsible for conducting business, between the hours of 0800-4:30 Monday thru 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.

11.0 RECOGNIZED HOLIDAYS:

New Year’s Day

Martin Luther King Jr’s Birthday

Memorial Day

Independence Day

Presidential Inauguration Day (metropolitan DC area only)

Labor Day

Columbus Day

President’s Day

Veteran’s Day

Thanksgiving Day

Christmas Day

12.0 INCLEMENT WEATHER:

12.1 From time to time, this geographic area will experience weather inclement enough to either close early, delayed opening or not open at all. In these cases, the Contractor is required to keep up to date with the local news stations as well as the Office of Personnel

Management (OPM) to monitor closings and delayed openings. It is up to the contractor to check with the appropriate Point of Contact to ensure his or her services are required for that day and at what time to confirm DoDEA’s need is still valid.

13.0 CONTRACTOR PERSONNEL:

13.1 The Contractor shall be responsible for managing and overseeing the activities of all

Contractor personnel for this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support.

For last minute assignments within 8:00 a.m. to 4:30 p.m. Monday through

Friday, the contractor shall provide sign language interpreter(s) within a 2-hour time frame, whenever feasible. The contractor shall provide the EEO Deaf

Services Coordinator with a 24-hour on-call pager(s)/cell number(s), and/or phone number(s) for immediate access to the contractor for acquisition of a sign language interpreter(s) or whatever other means/method the Contractor already has in place to meet this requirement.

Contractor personnel shall be easily recognized as contractor employees by wearing a Security Identification Badge at all times while on Government premises. When contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties, they must identify themselves as such to avoid creating the impression that they are

Government employees.

All contractor personnel assigned to this contract must be able to read, write, speak and understand English.

Paid time begins for the assignment(s) when the sign language interpreter(s) arrives on-site, and paid time ends when on-site assignment(s) end.

Missed assignments and tardiness shall not be tolerated except for true emergencies. The contractor shall notify the COR should this happen.

13.2 Contractor employees are expected to comply with reasonable dress and grooming standards based on comfort, productivity, health and type of position occupied.

Employee attire will be in good repair and should not be considered offensive, disruptive, or unsafe, with emphasis on business attire.

13.3 The contractor and/or the sign language interpreter(s), shall not discuss personal business; distribute personal business cards or promotion of personal “cause” while on assignment in order to develop clientele from assignment(s) originating from the Federal

Government.

13.4 Any sign language interpreter(s) whose professional conduct is questionable, warrants an immediate review at the discretion of the COR, the EEO Office Manager and the Contracting Officer.

14.0 Additional Information:

14.1 The interpreter shall provide clearly understood translation when translating from spoken English to sign language and from sign language to spoken English.

Due to the complexity of some topics and discussions, an interpreter may be capable of acceptably translating in a given situation yet be considered inadequate in other instances. The COR will communicate with the Contractor when an interpreter is not translating at an acceptable skill level. The Contractor shall discontinue assigning any employee that is unable to provide the necessary skill level of translation by removing that individual form the list of qualified interpreters. The

Contracting Officer will notify the Contractor, in writing, when an interpreter has not demonstrated the skill level necessary to meet the requirements of the PWS; this notification will be supported with a "Customer Satisfaction Feedback Form for

Interpreting Services" for that day. Only with written consent of the Contracting

Officer will employees deleted from the qualified interpreters list be authorized for reassignment under this contract.

14.2 The interpreters shall arrive to work, meetings, and scheduled events at least 15 minutes prior to start of event. Instances of tardiness may be excused only if the

Contractor contacts the COR and explains the unusual circumstance causing the tardiness. Only the Contracting Officer and/or COR have the authority to excuse tardiness. Instances of unexcused tardiness will result in a percentage deduction of that day's invoice equivalent to the number of minutes the interpreter is late. The

Contractor will periodically review Interpreter Services Customer Satisfaction

Feedback Forms to monitor tardiness.

14.3 The Contractor shall provide interpreters on short notice when requested. The

Contractor is hereby notified that multiple interpreters may need to be assigned within 24 business hours’ notice ( three days)and there is no allowable deviation when this requirement arises. The Customer Satisfaction Feedback Form for

Interpreting Services will serve as documentation of the Contractor's ability to provide qualified interpreters on short notice and addressed in the Past

Performance/CPARS system. This form will be developed by the Contractor, Contracting Officer, and COR.

14.4 The Contractor shall excuse interpreters of their duty when services are not required. In the event that sign language interpreting services will not be needed during a specified period; the COR will notify the Contractor and interpreter(s) shall not report to provide service. If an interpreter has already arrived to provide service for the day the Contractor will be notified, in writing, to relieve the interpreter of their duties for the specified period of time. It will be the Contractor's duty to notify the interpreter that their services will not be required for the specified period. If less than 24 business hours (three days) occur, the Government will reimburse the contractor for the time the Interpreter would have been in place ready and available to work; i.e., if the Interpreter were scheduled for 2 hrs, then the

Government would pay for those two hours as cancellation fee.

EXHIBIT 1

Performance Requirements Summary - ALL

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 Objectives Standard Deviations from

Standard

Method of

Surveillance

PRS # 1. Interpreter arrives on time to work, meetings, and scheduled translation events.

Be at site at least 15 minutes prior to start of meeting

The Contractor may call the COR and explain the unusual circumstances causing the interpreter’s tardiness, if Interpreter is late.

The COR may assess a percentage deduction of that day’s invoice equivalent to the number of minutes the interpreter is late.

The method of surveillance of this task is

100% inspection of task order by the COR.

Customer Satisfaction survey

Feedback form for

Interpreting Services

PRS # 2. The Contractor shall provide one primary (key) interpreter and one alternate to ensure consistency and continuity of services

Utilization of primary interpreter at 100% of meetings with no back-up interpreter utilized unless primary is not available

The method of surveillance of this task is

100% inspection of task by the COR.

PRS # 3. The Contractor shall provide clear and effective ASL interpreting services

No more than 2 validated customer complaints. An individual interpreter may be unable to translate for a particular client due to numerous reasons, and those reasons must be communicated to the

Contractor COR.

The COR will communicate with the Contractor COR to discuss why the translation was not clearly understood

The method of surveillance of this task is

100% inspection of survey response by the COR.

PRS # 4. The Contractor shall provide meeting requirements as per each task order

No more than 2 missed meeting covered per length of contract; 1% decrement next billing cycle

Contractor shall provide notification of any changes in services at least 24 hours (1 business day) prior to start of task

The method of surveillance of this task is

100% inspection of task by the COR.

PRS # 5. The Contractor shall provide services for all ad hoc or pre-scheduled meetings when arranged IAW the PWS

Be at site at least 15 minutes prior to start of meeting

The method of surveillance of this task is

100% inspection of attendance/work product by the COR.

PRS # 6. The Contractor shall provide an accurate timely invoice for services through WAWF and contract terms and conditions

100% accurate within 15 days after providing services

Monthly if an ongoing service

Review and approval/acceptance of invoices

(End of Attachment 1)

ATTACHMENT 2:

Projected CLIN structure:

BASE YEAR*

Item Number Description Quantity Unit U/P Total

CLIN 0001 Interpreter/ per Hr 1000 hours _____ ______

CLIN 0002 Short notice cancellation fee

(PWS 3.7) 2 each _____ ______

CLIN 0003 Short notice scheduling rate 1 each _____ ______

(PWS 3.9)

CLIN 0004 Training (PWS 3.6) 1 each _____ ______

CLIN 0005 Kickoff Meeting 1 each NSP NSP

OPTION YEAR 1

CLIN 1001 Interpreter/ per Hr 1000 hours _____ ______

CLIN 1002 Short notice cancellation fee

(PWS 3.7) 2 each _____ ______

CLIN 1003 Short notice scheduling rate 1 each _____ ______

CLIN 1004 Training (PWS 3.6) 1 each _____ ______

OPTION YEAR 2

CLIN 2001 Interpreter/ per Hr 1000 hours _____ ______

CLIN 2002 Short notice cancellation fee

(PWS 3.7) 2 each _____ ______

CLIN 2003 Short notice scheduling rate 1 each _____ ______

CLIN 2004 Training (PWS 3.6) 1 each _____ ______

OPTION YEAR 3

CLIN 3001 Interpreter/ per Hr 1000 hours _____ ______

CLIN 3002 Short notice cancellation fee

(PWS 3.7) 2 each _____ ______

CLIN 3003 Short notice scheduling rate 1 each _____ ______

CLIN 3004 Training (PWS 3.6) 1 each _____ ______

OPTION YEAR 4

CLIN 4001 Interpreter/ per Hr 1000 hours _____ ______

CLIN 4002 Short notice cancellation fee

(PWS 3.7) 2 each _____ ______

CLIN 4003 Short notice scheduling rate 1 each _____ ______

CLIN 4004 Training (PWS 3.6) 1 each _____ ______

BASE and ALL OPTION YEARS TOTAL:

*NSP : Not Separately Priced

(End of Attachment 2)

ATTACHMENT 3

Solicitation Provisions and Contract Clauses:

The following Federal Acquisition Regulation (FAR) and Defense Federal Acquisition

Regulation Supplement (DFARS) clauses are incorporated by reference. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. The complete text of

FAR and DFARS clauses and provisions referenced in this document are available electronically from the following web site: http://farsite.hill.=af.mil/vffar1.htm

Clauses Incorporated By Reference

52.203-3 Gratuities APR 1984

52.203-6 Restrictions On Subcontractor Sales To The Government SEP 2006

52.203-6 Alt I Restrictions On Subcontractor Sales To The Government

(Sep 2006) -- Alternate I

OCT 1995

52.204-7 System for Award Management JUL 2013

52.204-10 Reporting Executive Compensation and First-Tier

Subcontract Awards

JUL 2013

52.209-2 Prohibition on Contracting with Inverted Domestic

Corporations--Representation

MAY 2011

52.209-6 Protecting the Government's Interest When Subcontracting

With Contractors Debarred, Suspended, or Proposed for

Debarment

AUG 2013

52.212-1 Instructions to Offerors--Commercial Items JUL 2013

52.212-2 Evaluation - Commercial Items JAN 1999

52.212-3 Offeror Representations and Certification--Commercial Items NOV 2013

52.212-3 Alt I Offeror Representations and Certifications--Commercial

Items (NOV 2013) Alternate I

APR 2011

52.212-4 Contract Terms and Conditions--Commercial Items SEP 2013

52.212-5 (Dev) Contract Terms and Conditions Required to Implement

Statutes or Executive Orders--Commercial Items (Deviation)

JAN 2014

52.219-6 Notice of Total Small Business Set-Aside JUN 2003

52.219-8 Utilization of Small Business Concerns OCT 2014

52.219-14 Limitations on Subcontracting Nov 2011

52.222-3 Convict Labor JUN 2003

52.222-21 Prohibition Of Segregated Facilities FEB 1999

52.222-26 Equal Opportunity MAR 2007

52.222-35 Equal Opportunity for Veterans SEP 2010

52.222-36 Affirmative Action For Workers With Disabilities OCT 2010

52.222-37 Employment Reports on Veterans SEP 2010

52.222-40 Notification of Employee Rights Under the National Labor

Relations Act

DEC 2010

52.222-43 Fair Labor Standards Act And Service Contract Act - Price

Adjustment (Multiple Year And Option)

SEP 2009

52.222-50 Combating Trafficking in Persons FEB 2009

52.223-18 Encouraging Contractor Policies To Ban Text Messaging

While Driving

AUG 2011

52.225-13 Restrictions on Certain Foreign Purchases JUN 2008

52.232-19 Availability Of Funds For The Next Fiscal Year APR 1984

52.232-33 Payment by Electronic Funds Transfer--System for Award

Management

JUL 2013

52.233-1 Disputes JUL 2002

52.233-3 Protest After Award AUG 1996

252.201-7000 Contracting Officer's Representative DEC 1991

252.203-7000 Requirements Relating to Compensation of Former DoD

Officials

SEP 2011

252.203-7005 Representation Relating to Compensation of Former DoD

Officials

NOV 2011

252.204-7004 Alt A System for Award Management Alternate A MAR 2014

252.204-7012 Safeguarding of Unclassified Controlled Technical

Information

252.232-7003 Electronic Submission of Payment Requests and Receiving

Reports

JUN 2012

252.232-7010 Levies on Contract Payments DEC 2006

CLAUSES INCORPORATED BY FULL TEXT

CONTRACTOR MANPOWER REPORTING REQUIREMENTS

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of

Defense Education Activity (DoDEA) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

hnp://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 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil/.”

ADDENDUM TO FAR 52.212-1

INSTRUCTION TO VENDORS - - COMMERCIAL ITEMS (Feb 2012)

1. Addendum to Paragraph (b) Submission of quotes. In addition to those requirements as stated in paragraph (b), the following are added and shall apply to the submission requirements in response to this solicitation:

(a) Quote Format - All vendors must submit a written offer as described below and in the quantities of each volume as stated. In addition, the vendor should also provide an http://www.ecmra.mil/ electronic version of its offer on Microsoft Windows-compatible CD-Rom (CD-R) or

DVD in Microsoft Windows (latest version) and Excel format (latest version). Any pricing information will be on separate disk(s) from the capability information. In the case of a conflict between the electronic and the hard copy, the hard copy will be considered the correct version.

1. Volume I – Capability/Experience Statement– (Submit 2 Copies) (Maximum of 10 pages).

The Capability/Experience Statement will consist of 10 pages or less that outlines and demonstrates the contractor’s understanding of the Government’s requirement and addresses how it shall meet all requirements of the Performance Work Statement. A statement of policy must be included in the Contractor’s quote along with an Organizational Chart showing who is responsible for monitoring these PRS standards. The Contractor shall submit resumes of the proposed personnel relevant to accomplish this PWS.

The Evaluation Team will stop reviewing the Capability/Experience Statement after the

10th page.

(a) Capability/Experience Statement which addresses all portions of the PWS, with emphasis on addressing the following areas in no more than 10 pages.

i) National certification, certified by the American Sign Language University.

Minimum level of certification (ASL) accepted is Certified Generalist, 5 years’ documented experience.

ii) The ability to interpret phone calls; use the Telecommunications Device for the

Deaf (TDD), and other forms of specialized or computerized communications;

and,

iii) Provide on occasions a Certified Deaf Interpreter to also be placed with an interpreter.

iv) Minimum of five years professional experience in a professional interpreting job and proficiency in sign-to-voice and voice-to sign transliteration.

Volume II – Past Performance Information: (Submit 1 copy)

a) Completed Attachment 4: Past Performance Part 1, to identify three projects that demonstrate recent past performance relevant to the requirements in the Performance

Work Statement. Recent is defined as within the last three years. Relevant is defined as work similar in complexity and magnitude to the work described in the PWS. Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial customers, i.e. through other sources.

b) Offerors’ references shall independently complete Attachment 5: Past Performance Part

2, and return directly by email, to the DoDEA Procurement Division, Dawn Franklin, at Dawn.Franklin@hq.DoDEA.edu before or by the closing date and time March 25, 2015 at 2:00 P.M. EST.) The Government may also consider past performance information obtained through other sources.

mailto:Dawn.Franklin@hq.dodea.edu

Volume III – Contract Price (Submit 1 copy)

a. The Contract Price Volume shall provide an Administrative Cover Letter that includes the following information:

a. Tax identification number (TIN)

b. Dun & Bradstreet Number (DUNS)

c. Complete Business Mailing Address

d. Cage Code/NAICS Code

e. Contact Name, Phone, Fax, and email address

f. Price quote to include a unit price and total price for each CLIN included in the quote (Completed Attachment 2)

g. Any discount terms offered

h. Terms of any express warranty

b. If the vendor is registered in System for Award Management (SAM), a copy of completed paragraph (b) of FAR provision 52.212-3, Offeror Representations and

Certifications; or if the vendor is NOT registered in SAM, a copy of completed paragraphs (c) through (o) of FAR provision 52.212-3, Offeror Representations and

Certifications.

c. An acknowledgement of all issued amendments to the solicitation. The vendors are cautioned that no reference to proposed price(s) shall be made in any other volumes but volume III.

d. Vendors shall comply with all requirements of the quote submission instructions.

Deviations shall be fully explained; however, inclusion of price/cost in documents other than the Contracting/Pricing Volume is not an acceptable deviation.

e. Quote preparation costs – This Request for Quote does not commit the

Government to pay any costs incurred in the preparation and submission of your quote or in making any necessary studies for the preparation thereof, or for any visit the Contracting officer may request for the purpose of clarification of the quote or for preparation of negotiations. By the submission of its quote, the vendor assumes all costs associated.

2. Addendum to Paragraph (c): Period for acceptance of quotes: This paragraph (c) is changed to read as follows: The vendor agrees to hold the prices in its quote firm for

120 calendar days from the date specified for receipt of quotes, unless another time period is specified in an amendment to the solicitation.

3. Addendum to Paragraph (e): Multiple quotes. This paragraph (e) is changed to read as follows: Multiple quotes presenting alternative terms and conditions will NOT be accepted.

4. RFQ Due Date: The closing date for all quotes is 25 March 2015 at 2:00 P.M. EST.

Quotes shall be submitted in three separate volumes: Volume I – Capability/Experience

Statement, Volume II – Past Performance and Volume III – Contract Price.

(End of addendum to FAR 52.212-1)

EVALUATION--COMMERCIAL ITEMS (JAN 1999)

(a)The Government will award a contract resulting from this solicitation to the responsible vendor whose quote submission will be most advantageous (provide the best value) to the

Government, price and other factors considered. Specifically, the Government will use a

Best Value Basis and Trade-Off Procedures.

(b) The following factors shall be used to evaluate the quotes: Capability/Experience, Past

Performance, and Price. The order of importance of these factors is: Capability/

Experience, Past Performance and Price. When combined Capability/Experience and

Past Performance are significantly more important than Price.

Evaluation Factors:

Factor 1: Capability/Experience Statement: The vendor’s Capability/Experience

Statement will be evaluated on how well it demonstrates the ability to provide the requirement as set forth in the Performance Work Statement.

Factor 2: Past Performance: Vendor’s Past Performance will be evaluated to determine the vendor’s likelihood of success on the requirements as set forth in the Performance

Work Statement. The past performance evaluation will result in an assessment of the

Vendor’s probability of meeting the solicitation requirements.

Factor 3: Price Evaluation: Price will be evaluated to ensure price reasonableness. Price will be considered by the Government when determining the best value proposal, and may be traded off against the increased value of the other three factors. If the other factors are rated the same for two or more Offeror quotes, price may be the determining factor.

(c) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s).

(d) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Addendum to Provision:

(e) Award Without Discussions: The Government intends to award without discussions.

However, the Government reserves the right to conduct discussions and permit vendors to revise their quotes if it is in the best interest of the Government to do so.

(f) If the subject…