PWS-_CAS_01-16_Interpretation_26_Jul_16.pdf

Near East South Asia Center for Strategic Studies

Performance Work Statement for

Simultaneous Interpretation Services Central Asia Seminar 01-16 19 August-26 August 2016

1. Purpose: This PWS details the tasks required for language and translation support services to the Near East South Asia Center for Strategic Studies to enhance stability in the Near East and in South Asia by providing an academic environment where strategic issues can be addressed, understanding deepened, partnerships fostered, defense-related decision-making improved, and cooperation strengthened among military and civilian leaders from the region and the United States.

Background: The Near East South Asia Center for Strategic Studies (NESA), an element of the Defense Security Cooperation Agency, is responsible for developing civilian and military specialists from the region of the Near East and in South Asia by providing professional seminars designed to meet the needs of mid-to-upper level military and civilian officials in the national security policy and strategy planning divisions of regional governments, to include but not limited to the Ministry of Interior; General Headquarters; Ministry of Defense; Ministry of Foreign Affairs and Foreign Police Force.

Central Asia Seminar: To assist NESA in fulfilling its responsibilities, contractors will provide interpretation/translation services & equipment to support a 5 day professional seminar to be hosted in the metropolitan Washington, DC and Virginia areas.

2. Scope: The contract requires expert language interpretation, interpretation equipment, on-site support and translation service into and from the following languages: Russian. The contractor will also provide an experienced project manager based on paragraph 5.

3. Approach:

Contractor shall provide interpretation and on-site support in accordance with PWS at the National Defense University (NDU).

An on-site technician will be required from 19 August-26 August to operate, trouble-shoot, set-up, and repair any problems with the equipment.

Equipment:

Plenary (Room 3121) will require (1 Booth) 3 Transmitters, 30 Headsets and Receivers and 16 microphones), that must be compatible to the Williams Sound IC-2 system, delivered to the NESA Center on 19 August 2016.

Discussion Room:

One (1) discussion group rooms will require, for 1 language, (1 Full booth) each, for a total of (1 booth) for setup on 19 August 2016 to be completed no later than 1600.

Discussion group rooms will consist of 15 chairs around a square-shaped table. Minimum 6 microphones, 20 receivers and headsets per discussion group will be needed to complete this task order.

A complete system will be setup in each discussion group room. Installation will include one microphone per two chairs, plus all receivers and transmitters that are necessary.

EQUIPMENT REQUIRED:

SERVICE QUANTITY UNIT TOTAL

Lecture Hall 3121 Headsets/Receivers

30 each 6 Days

Lecture Hall 3121 Transmitters

3 6 Days

Room 3121 1 Full size booth needed

1 each 6 Days

Room 3121, 3301 Microphones Installed per room

16 microphones 6 Days Equipment Total:

6 Microphones

30 Headsets with receivers

Portable devices for outside visits to be delivered by 19 August to NESA headsets/receivers

3 transmitters with carrying case

INTERPRETATION REQUIREMENT SCHEDULE 22 August-26 August 2016

Date #of Interpreters needed 22 August 0800-1400 3 (3 interpreters needed for Welcome

Luncheon from 1200-1330) 23-26 January 0800-1400 at NESA Center 3 DC Tour (Date/Time TBD) 3

Director’s Dinner (Date/Time TBD) 3 Venue Visit (Date/Time TBD) 3

4. Task:

Task 1: Simultaneous Interpreters

The Contracting Officer or the representative (COR) will define changes or adjustments in the “Language Agenda” to be provided to the contracted project manager at least 5-working days in advance of the seminar. The contractor will assign a team of three interpreters. Exact number of interpreters will be noted on the “Language Agenda.”

Seminars and sessions require continuous effort. Sessions requiring interpreters usually begin at 0830 and last until 1130 or 1200 depending on daily schedule. A 1-hour break is generally given for lunch. Afternoon sessions usually begin at 1300 and end before 1630. The Government reserves the right to make changes or adjustments to the actual start time of the workday. Any changes that extend the duration of the workday can only be done by the KO. Contractor is to ensure that interpreters are to dress in “business attire,” Business attire includes a collared shirt with tie along with dress pants/trousers. Jeans, athletic gear, and or tennis shoes are not permitted to be worn during hours of work.

4.1.3

Central Asia Seminar = 5 working days x 3 Russian interpreters = 15 days.

Three (3) interpreters needed for Welcome Luncheon on 22 August, 2016.

Three (3) interpreters needed for DC Tour on date 22 August, 2016.

Three (3) interpreters needed for Director’s Dinner 24 August, 2016.

Please review the Schedule of Service. Holidays most likely will not be during seminar session days, but Government reserves the right to use the interpreters on a holiday as an emergency seminar day such as make up for inclement weather. Interpreters must be available to go to any training location in the Metro area if NESA must relocate training.

Interpreters will switch out of the simultaneous booths every 20-30 minutes in plenary sessions in accordance with established industry standards. Interpreters shall be provided to conduct face to face interpretation when they are in discussion rooms.

Performance Objective No. 1: Contractor to provide simultaneous certified interpreters.

Performance Measurement No. 1: Simultaneous interpretation services.

Performance Standard No. 1: English/Russian

The contractor may be required to provide interpretation services for up to two (2) official evening events for this seminar. The assignments may be either two (2) hours or four (4) hours.

In the event that additional services are required for events/excursions not covered in the current line item structure, the contractor will be asked to submit a new proposal for the additional services with first approval being given from KO.

Minimum Capability Standards:

All interpreters possess a Bachelor Degree and have copies of proficiency certification.

Certification shall be as a court interpreter, through the Department of State

Interpreters Examination or accreditation as an interpreter from a school of languages and linguistics. Advanced Certification is preferred.

Simultaneous Interpreters must have a minimum of 3 years of professional/formal simultaneous interpreting experience in international conferences and seminars.

Interpreters must have experience with defense-related terms/ DOD Terminology and must be able to interpret “all dialogue.”

When attending these seminars, participants will be introduced and will need to know exactly who they are sharing dialogue with throughout the course of the seminar, their titles, backgrounds and government affiliations.

NOTE:

At the discretion of the Program Office, simultaneous interpretation testing may be required on all interpreters prior to any interpreter performing interpretation services before or after award either on the phone or at the NESA location. NESA staff interpreters can determine if an interpreter cannot perform their duties due to lack of proficiency, experience or incompetent.

Substitutions: In the event an interpreter must be replaced after award of the contract, the contractor must abide by the same requirements as those listed under the the solicitation and Performance Work Statement. Credentials and resume must accompany the interpreter on the first work day when last minute substitutions are made and must be approved by the Program Office.

To maintain the integrity of NESA’s branding efforts, all interpreters must present themselves in a professional manner at all times, display the highest standards of personal deportment and judgment; demonstrate organizational abilities and excellent communication skills; possess the ability to interact with senior foreign representatives and preclude from providing any personal opinions. Additionally, interpreters are only allowed to ask questions of speakers within confines of clarification interpretation clarification purposes as professionally necessary.

The Contracting Officer reserves the right to require that the contractor remove and replace, within one working day, an interpreter who, in his judgment, is not qualified or who does not maintain the highest standards of professional conduct.

Should the performance of work include entry to The Pentagon, Capitol Hill or Department of State, interpreters who are not US citizens must be able to provide their passport along with a state ID or driver’s license for identification purposes at time of location visit.

Task 2: Normal Translation

Performance Objective No. 2: Translation of materials from one language to another.

Performance Measurement No. 2: Normal translation services.

Performance Standard No. 2: Material required in more than 3-working days.

The principal point of contact at NESA for each article submitted for translation will be COR who will refer the translator to the SME for that particular article.

For the workshop the contractor will provide English –Russian translation of written materials in preparation for the review. These will include, but are not limited to: translation of agendas, advance administrative instructions for conference participants, advance summary statements of the workshop objectives and the conduct of the workshop, texts of speaker remarks when these are provided by speakers in advance and translations of speaker briefing slides in Power Point format, suitable for presentation alongside the original (English, Dari) formats.

The contractor will translate various materials from English to Dari to English edit to ensure smooth reading in translated language. Contractor to deliver final product in hard and soft copy, MS-Windows compatible, CD-ROM or by electronic email.

Translation on site is not required.

Performance Objective No. 3: Translation of materials from one language to another.

Performance Measurement No. 3: Expedited Translation Services.

Performance Standard No. 3: Materials required in less than 2-working days.

The principal point of contact at NESA for each article submitted for translation will be the COR who will refer the translator to the SME for that particular article.

For the workshop the contractor will provide English – Russian translation of written materials in preparation for the review. These will include, but are not limited to: translation of agendas, advance administrative instructions for conference participants, advance summary statements of the workshop objectives and the conduct of the workshop, texts of speaker remarks when these are provided by speakers in advance and translations of speaker briefing slides in Power Point format, suitable for presentation alongside the original (English or Russian) formats.

Translation on site is not required.

4.3 Task 3: Manpower Reporting Requirement:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DSCA via secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported anytime during FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractor may direct question to the help desk at http://www.ecmra.mil/ http://www.ecmra.mil/ http://www.ecmra.mil/

5. Task - Project Manager: The contractor shall assign a project manager on site who has had substantive experience in personnel management, logistics planning and administration in a seminar environment. A lead interpreter can be assigned the role as the on-site project manager and Fluency in the Dari language is mandatory. The project manager shall display the highest standards of personal deportment and judgment; possess demonstrated organizational abilities and excellent communication skills. It is essential that the project manager have a working knowledge of the Washington, D.C. diplomatic and military organizations and the ability to interact with senior foreign representatives. The project manager acts as the single point of contact for all activities pertaining to interpreters, and interpretation equipment for the NESA COR.

The COR will provide the contractor with the materials and information necessary for the proper performance of work, to include schedules, agendas, and guidelines.

The project manager and COR may be required to meet at least 2 days prior to finalize the service schedule.

The project manager will immediately inform the COR of any issues, problems, or concerns that pertain to participants, guests, or scheduled activities.

6. Location of Performance: Work performed under this task order will be performed at US Government-owned facilities or US Government-leased facilities. NESA is located at the National Defense University, 300 5th Ave SW, Lincoln Hall, Washington, D.C 20319. Contracted interpreters must be immediately accessible, in person; in the greater Washington metropolitan area for the duration of the seminar. The contractor will perform services at the NESA offices and other sites as designated on the agenda schedule. For excursions that are out of town and/or on weekends, the interpreters will accompany participants on the bus. The contractor shall be able to perform services at any location within the Washington metropolitan area that the Government deems a need emergency training site.

7. Period of Performance: The period of performance is from 19 August-26 August 2016.

8. Local Travel: Parking is provided for contractors privately owned vehicles on Fort McNair.

Travel may be required in the performance of designated tasks and duties, to include supporting seminar sessions, conducting training sessions, and supporting off-site events.

9. Security: Interpreters must bring a Government photo ID or Driver’s License to process visitor badges.

10. US Government Furnished Facilities, Equipment, Materials, and Support Functions:

NESA will provide office supplies and materials, to include access to telephones, copying machine, fax machine, and personal computers to support these contracted periods and NESA official business only. Other support will be provided to contract employees as required performing the contract tasks. NESA will provide access to those documents and files that are relevant to the project and that are required to perform the tasks specified in the contract. NESA personnel will provide such assistance and information as is appropriate and necessary for liaison functions and for the contractor employees’ performance of the task order.

11. Invoicing Procedures:

Invoices are to be submitted electronically via the Internet through Wide Area Work Flow- Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. Contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.

All communication will occur between the contractor and the contracting officer. Any requirements from NESA must be addressed to the Contract Specialist, TBD

Service Schedule:

Estimated hours per day 8:30am-4:30pm – Times subject to change Weekend and evening events currently scheduled are subject to change.

CLIN: SERVICE QUANTITY UNIT UNIT

PRICE

TOTAL

0001AA Headsets/Receivers (For PoP of 19-26 August 2016) 30 Each

0001AB Transmitters (For PoP of

19-26 August 2016) 3 Each

0001AC 1 Full Size Booth 6 Days

0001AD 16 Microphones 6 Days

0001AE Portable

Headset/Receivers with carry case (For PoP of 19-

26 August 2016)

30 Each

0001AF Portable Transmitters with carry case (For PoP of 19-26 August 2016)

3 Each

0002AA RUSSIAN Interpreters 22

Aug 2016; 8 am – 4 pm, plus Welcome Luncheon

1200-1330

3 Each

0002AB 3 – RUSSIAN

Interpreters

23-26 August;

3 x 4 days

12 Each

0002AC 3- RUSSIAN

Interpretation

22 August, 2016

DC Tour 1900-2100

3 EACH

0002AD 3- RUSSIAN

Interpretation

24 August

Directors Dinner

5:30p-9:00pm

3 Each

0002AE 3- RUSSIAN

Interpretation

Venue Visit

3 Each

0003 Onsite Technician

19 August & 22-26

August 2016

6 Days

RUSSIAN Translation

5000 Words

0005 Manpower Reporting

(Not Separately priced)

1 NSP

GRAND TOTAL $