Dec_14_2017_PWS_NDU_NESA_Interpretation_Services_Feb_2-9_2018.pdf

Near East South Asia Center for Strategic Studies

Performance Work Statement for

Simultaneous Interpretation Services Senior Executive Seminar 01-18 2 February – 9 February, 2018

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.

Senior Executive 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: Arabic, French, and 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). The contractor shall provide support according to the below setup configurations.

An on-site technician will be required from 2 February-9 February 2018 to operate, trouble-shoot, set-up, and repair any problems with the equipment.

Equipment:

Plenary and discussion group rooms with full size interpreter booths and must be compatible to the Williams Sound IC-2 system.

Portable interpretation equipment will be required for 45 participants and 6 interpreters 5 February-9 February 2018.

Discussion Rooms:

Two (2) discussion group rooms will require (2 each) booth for a total of (4 booths) setup on 2 February to be completed no later than 1800. Discussion group rooms will consist of 17 chairs around a square-shaped table. Minimum 8 microphones and 22 receivers per discussion group will be needed to complete this task order. Discussion group rooms LH 3115, and 3121 need to be set-up by 1500 on 2 February 2018.

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. Two full size interpretation booths are required per room for a total of 4 booths.

Plenary Room:

Plenary Room- Plenary Room LH 3210/3212 will require set-up on 2 February 2018 to be completed no later than 1500. Two full size interpretation booths are required to conduct French, English, Arabic and Russian language interpretation (one permanent interpretation booth in place currently for a total three booths). System must be compatible with Williams Sound System.

The contractor shall provide interpreters, translation, equipment and a project manager for the following assignments: faculty lectures; speaker and panelist presentations; computer training;

seminar group sessions; simulation exercise and briefings; and possibly off-site visits and field trips with portable equipment. Interpretation services may be required for official dinners, evening events, and weekend tours. Participants will actively participate in plenary and working group discussion designed to analyze current and future requirements and develop practical proposals for near-term actions by governments to meet shared security challenges. A strict policy of non-attribution will be observed. This seminar will be conducted in English, Arabic, French, and Russian.

This is a firm fixed price service contract for interpretation services. Contractor shall provide all costs inclusive of labor, direct and indirect costs (including salaries; fringe benefits; overhead; and general and administrative expenses); equipment, non-personal services and profit necessary to perform interpretation services.

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 COR reserves the right to make changes or adjustments to the actual start time of the workday. 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.

4.1.2 A total of two(2) Arabic (2) French and (2) Russian Interpreters are required each working day:

Senior Executive Seminar = 5 working days x 2 Arabic interpreters; 5 working days x 2 French interpreters; 5 working days x 2 Russian interpreters; = 15 days. Six (6) interpreters needed welcome lunch 1200 – 1330 at NESA Center. Six (6) interpreters needed for offsite on 7 Feb 2018, 0700-1300 location Capitol Hill visit. 4 half days (1400 – 1630) x 2 Arabic interpreters; x 2 French interpreters; x 2 Russian interpreters for support breakout groups. 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/Arabic; English/French; 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.

Group site visits may be scheduled during the week. If interpreter support is required for site visits, NESA will notify the contractor at least five (5) working days prior to the event. Site events will follow normal seminars timeframes for switch out. Most site events require face to face or whisper microphone usage.

COR will notify the contractor at least three (3) days in advance for interpretation services for non-scheduled seminars and other important events. In each case, the number of interpreters will be determined by the specific requirements for each event, and the contractor will assign interpreters based on the specific requirements. 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.

The contractor will ensure that 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 Technical Capability of 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 5-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 – Arabic translation; English – French translation; 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, Arabic, French, and or Russian) formats.

The contractor will translate various materials from English to Arabic to English; English to French to English; English to Russian 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 – French 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 French) 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/

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, Building #64, 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 5 February-9 February 2018.

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 TOTA

L

0001 2– ARABIC Interpretation

5-9 FEB-

2 x 5 days

10 EACH

0002 2– FRENCH

Interpretation

5-9 FEB

2 x 5 days

10 EACH

0003 2– RUSSIAN

Interpretation

5-9 FEB

2 x 5 days

10 EACH

0004 2- ARABIC Interpretation

5 Feb for Welcome

Luncheon (working Lunch)

1200PM-1:30PM

2 EACH

0005 2- FRENCH

Interpretation

5 Feb for Welcome

Luncheon (working Lunch)

1200PM-1:30PM

2 EACH

0006 2- RUSSIAN

Interpretation

5 Feb for Welcome

Luncheon (working Lunch)

1200PM-1:30PM

2 EACH

0007 2-ARABIC-ADDITIONAL

FOR PM BREAKOUT

DISCUSSION GROUPS

FEB. 5-FEB 8

8 EACH

0008 2-FRENCH- ADDITIONAL

FOR PM BREAKOUT

DISCUSSION GROUPS

FEB. 5-FEB 8

8 EACH

0009 2-RUSSIAN- ADDITIONAL

FOR PM BREAKOUT

DISCUSSION GROUPS

FEB. 5-FEB 8

8 EACH

0010 EQUIPMENT-(2-PLENARY)

2 Full size booths

/Transmitters/Supporting

Equipment

6 EACH

0011 EQUIPMENT- Push to talk microphones-30

6 EACH

0012 EQUIPMENT-44 RECEIVERS

(22 PER EACH BREAKOUT

ROOM)

6 EACH

0013 EQUIPMENT- DISCUSSION

ROOMS (3) BREAK OUT

ROOM)4 Full size booths/Transmitters/ Supporting equipment/8 Microphones/2 lapel mics total

6 EACH

0014 EQUIPMENT-LABOR 2-

PROFESSIONAL

TECHNICIANS TO INCLUDE

SET-UP 2/2 AND

DISMANTLE 2/9

6 EACH

0015 ODC- Parking Fees for

Offsite Visits

6 EACH

0016 Equipment Portable headsets 50 and 6 transmitters

Monday 5 Feb at NESA

Center

6 EACH

GRAND TOTAL $