NATO_BI_Interpretation_Requirements_PWS.pdf

March 5-7, 2019 NATO BI Conference

Interpretation Requirement

Exhibit A

A001 Interpretation Equipment Requirements

a. The period of performance will be the March 4-7, 2019.

b. Two on-site technicians will be required from March 5-7, 2019 to operate, set up, and repair any problems with the equipment.

c. The contractor/vendor shall be responsible for the transportation, setup and breakdown of the interpretation equipment.

d. The contractor/vendor shall be fully responsible for its personnel, including accommodation, transportation, and food among others where applicable.

Approach

(1) The hotel will be responsible for configuring/reconfiguring tables, chairs, and podiums.

Computers, projectors, and screens are not part of this requirement.

(2) 1 plenary group room will require setup on March 4, 2019 to be completed no later than 1800.

Plenary group rooms will consist of 160 chairs in theater arrangement, and a raised dais in front for 6 people. The podium will require a mic and stand. Minimum 6 lapel mics for use on the dais. 2 handheld, wireless mics for comments from the audience will be needed to complete this task order.

Sound system as needed.

(3) 4 discussion groups room will require setup on March 4, 2019 to be completed no later than 1800. Discussion group rooms will consist of 40 chairs in roundtable format. Minimum 20 microphones and 22 receivers per discussion group will be needed to complete this task order.

Sound system as needed.

(4) 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. Full size interpretation booth(s) for each discussion group will be needed.

(6) For the plenary room, three full size interpretation booths will be required to conduct English, French, Arabic, and Russian language interpretation.

(7) One full size interpretation booth will be required to conduct two language interpretation in each of the 4 discussion group rooms. Once conference attendee list is set on February 15, conference leadership will arrange discussion groups so that no more than two languages will be in each discussion group.

A002 Interpreter Requirements

a. English / French / Arabic / Russian - Interpretation

3 days of Conference Interpretation March 5-7, 2019 with 6 interpreters per day, coverage in Plenary room and in four (4) breakout rooms. Four Simultaneous discussion groups will be broken as follows: 1 English / French groups, 1 English / Arabic group, 2 English / Russian group.

b. 1 Lead Interpreter Coordinator for 3 days of Conference Interpretation. During the Conference, the Interpreter Coordinator is requested to check in with the Operations Officer daily no later than one half hour (1/2 hour) prior to the first scheduled program plenary session or discussion group to address any program changes, and attend any scheduled all-staff meetings. Also, the Interpreter Coordinator is requested to check with the Operations Officer daily by close-of-business to address any specific content changes for the following day during seminar or collect relevant materials not already distributed (i.e. copies of plenary presentations, as available).

Approach. The contractor shall provide interpreters for all required assignments.

(1) The conference requires expert language interpretation services into and from the following languages: English, French, Arabic, and Russian. Interpreters proposed for this seminar should preferably be members of AIIC, the International Association of Conference Interpreters. The contractor will ensure that all interpreters have an acceptable certification or accreditation as an interpreter from a school of languages and linguistics. It is desirable that all interpreters be familiar with defense-related terms, have a good understanding of the dynamics and experience with dialogue on NATO security matters, which an emphasis on governance and defense institution building. The Contracting Officer reserves the right to require that the contractor remove and replace, within one working day, any interpreter who, in his judgment, is not qualified or who does not maintain the highest standards of professional conduct.

(2) The Contractor / vendor shall be fully responsible for its own personnel, including accommodation, transportation, meals and other miscellaneous expenses.