PWS_to_advertise_Interpreter_and_Translation_PWS_8oct13.doc

Performance Work Statement Interpretation, Translation and Interpretation Equipment Support Services Afghan Security Forces, Afghanistan Program Management Review 20-25 October 2013

1. Purpose: This PWS details the tasks required for language and translation support services to Afghan Security Forces while participating in the Afghanistan Program Management Review (PMR) co-hosted by Combined Security Transition Command – Afghanistan (CSTC-A), Defense Security Cooperation Agency – Afghanistan (DSCA) and Afghanistan Security Forces (ANSF). Interpreter and translation services will help synchronize security cooperation programs for the Afghan Security Forces in order to support procurement and sustainment of equipment for Afghan Security Forces and to enhance their ability to provide security in Afghanistan.

Program Management Review: To assist ANSF, CSTC-A and DSCA and in accomplishing their critical mission of coordinating US security assistance programs and planning for long-term sustainment following the security transition from coalition forces to Afghan Security Forces, contractors will provide interpretation/translation services to support a five day conference to be hosted in the National Capital Region in support of senior level Afghan officials while attending sessions and meetings and interacting with CSTC-A and DSCA participants.

2. Scope: The contract requires expert language interpretation and translation service into and from the following language: Dari and English. The contractor will also provide a full stand alone translation booth, portable table top translation booths and corresponding earpieces or other mobile related equipment for proper hearing and translation and portable/mobile wireless headphones. The contactor will also provide an experienced project manager based on paragraphs 4.1.2, 4.2.3. and 5.

3. Approach: The contractor shall provide interpreters, translators, a full stand alone translation booth, portable table top translation booths, portable equipment, and a project manager for the following ministerial level assignments: lectures; speaker and panelist presentations; seminar group sessions; simulation exercises and briefings; and off-site visits with portable equipment.

Interpretation services will be required for official dinners and evening events. Ministerial level participants will actively participate in plenary and working group discussions designed to analyze current and future requirements and develop practical proposals for near term actions by its government to meet shared security challenges. A strict policy of non-attribution will be observed. This seminar will be conducted in English and Dari.

This is a firm fixed price service contract for interpretation and translation services. Contractor shall provide all cost 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:

4.1 Task 1: Simultaneous Interpreters

4.1.1 The Contracting Office or the representatives (COR) will define changes or adjustments in the “Language Agenda” to be provided to the contracted project manger at least 5 working days in advance or the seminar.

4.1.2 Seminars and sessions require continuous effort. Sessions requiring interpreters usually begin at 0800 and last until 1700. 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 dressed 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 A total of (8) Dari interpreters are required each working day:

Interpreters = 5 full working days x 8 interpreters = 40 man days.

Additionally, interpretation services will be required to support three evening program events that will take place outside usual working hours.

The first event will occur from approximately 1700 to 1900 on 21 October. The second event will occur from approximately 1800 to 2000 on 23 October. The third event will occur from approximately 1800 to 2000 on 24 October.

Two interpreters are needed to review ministerial level speeches on 20 October in order to be familiar with the content of the speech. The actual speech will be presented on the morning of 21 October. See line items for details.

Note in the event of emergency closure or inclement weather, the government may adjust the dates, times, and locations for the required interpretation services. Interpreters must be available to go to any training location in the Metro area.

In accordance with established industry standards, interpreters will switch out of the simultaneous booths every 20-30 minutes in plenary sessions. Interpreters shall provide face to face interpretation when they are in breakout groups.

Equipment:

Contractor will provide interpretation booths and associated equipment to conduct simultaneous interpretation for the events held at various locations.

Contractor will provide portable (mobile) translation equipment and associated equipment to conduct interpretation for the events held at various locations.

Specific equipment requirements and quantities are identified in the CLIN table below.

The contractor will notify the COR as soon as possible if any equipment malfunctions occur.

The contractor will be responsible for maintaining contractor-provided interpretation equipment security of and daily maintenance of equipment for the duration of the seminar. Maintenance includes inspection, preparation, and distribution and replacement of batteries. The contractor will be responsible for the orderly and efficient storage of equipment and responsible for the preparation and transportation of equipment required for off-site lectures, visits and tours.

The contractor will be responsible for the day-to-day good order of the equipment room and interpreters’ booth. Contractor will provide technicians for equipment.

Performance Objective Number One: Contractor to provide simultaneous certified competent and proficient interpreters.

Performance Standard Number One: English/Dari/English; Dari/English/Dari

The contractor may be required to provide interpretation services for up to three (3) official evening events during this review. The assignments will be for three (3) hours. Interpreters will be responsible for providing their own transportation to and from the offsite events.

4.1.1 The Program may include group site visits during the week. If interpreter support is required for these site visits, DSCA/CSTC-A will notify the contractor at least five (5) working days in advance of the event.

4.1.2 COR will notify the Contracting Officer of changes at least three (3) days in advance for interpretation services for non-scheduled seminars and other important events. In the event that additional services are required for events/excursions not covered in the current line item structure, the Contracting Officer will contact the contractor to negotiate and modify the contract accordingly.

4.1.3 The contractor will ensure that all interpreters have an acceptable certified competent and proficient 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. Preferably registered on the Department of State contractual translator list. Simultaneous interpreters must have a minimum of three (3) years experience with defense-related terms, DOD terminology, and must 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. 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.

To maintain the reputation of ANSF, CSTC-A, and DSCA all interpreters must present themselves in a professional manner at all times, posses 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 the confines of clarification interpretation clarification purposes as professional necessary

Note: 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.

4.1.4 The contractor will submit a complete assignment schedule to the COR prior to the commencement of the work week covered by this task order. The contractor will submit necessary or unforeseen changes of personnel in writing to the COR.

4.2 Task 2: Normal Translation

Performance Objective Number Two: Translation of materials from one language to another.

Performance Measurement Number Two: Normal translation services.

Performance Standard Number Two: Contractor shall translate required written material in no less than 5 working days.

4.2.1 The principal points of contact at CSTC-A/DSCA for each article submitted for translation will be identified upon contract award.

For the presentations the contractor will provide English – Dari 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 theirs are provide by speakers in advance and translations of speaker briefing slides in Power Point, suitable for presentation alongside the original (English Dari) formats.

4.2.2 The contractor will translate various materials from English to Dari and from Dari and/or from English to Dari to English and edit to ensure smooth reading in translated language. Contractor is required 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: Expedited translation of materials from one language to another.

Performance Measurement No. 3: Expedited Translation Services.

Performance Standard No. 3: Contractor shall translate required written materials in less than 3-working days.

4.2.3 The principal point of contact at DSCA/CSTC-A for each article submitted for translation will be COR who will refer the translator to the subject matter expert (SME) for that particular article.

For the event the contractor will provide English – Dari 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 theirs are provide by speakers in advance and translations of speaker briefing slides in Power Point, suitable for presentation alongside the original (English Dari) formats.

4.2.4 The contractor will translate various materials from English to Dari and from Dari and/or from English to Dari to English and edit to ensure smooth reading in translated language.

The Contractor is required to deliver final product in hard and soft copy, MS-Windows compatible, CD-ROM or by electronic email

5. The contractor shall assign a project manager on site who has substantive experience in personal management, logistics planning and administration in a seminar event. A lead interpreter can be assigned the role as the on-site project manager. 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 Washington D.C. diplomatic and military organization and the ability to interact with senior foreign representatives. The project manger acts as the single point of contact for all activities pertaining to interpreters and interpretation. Project manager is responsible for timeliness of services.

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: Most of the services provided under this order will be performed in Crystal City. A few offsite visits may be required to the Pentagon and other areas in the National Capital Region. The contractor will perform services at the hotel and other sites designated on the agenda.

7. Period of Performance: The period of performance is from 20-25 October 2013.

8. Local Travel: 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: The security classification of work to be performed under the contract is unclassified. The contractor employees will comply with all applicable US Government security directives and regulations during ht performance of work. Contractor employees will read and be familiar with the Pentagon security information, and will properly wear the appropriate building pass or badge. Contractor personnel are responsible for safeguarding building passes and other badges and must immediately report a lost or stolen badge.

10. US Government furnished facilities, equipment, materials and support functions: DSCA will provide working space and equipment only to the contractor employees who are directly assigned to perform tasks required or specified by this task order. DSCA will provide office supplies and materials, to include access to telephones, copying machines, fax machine and personal computers to support the contracted periods and DSCA official business only. Other support will be provided to contract employees as required performing the contact tasks. DSCA will be provided access to those documents and files that are relevant to the project and that are required to perform the tasks specified in the contract. DSCA personnel will provide such assistance and information as is appropriate and necessary for liaison function and for the contactor 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.

COR Representative: TBD Line Item Schedule:

8 – Dari

Interpreters

October 21-25, 2013

(8 interpreters x 5 Days)

2 Dari interpreters for three evening events.

21 Oct – 5:00pm-7:00pm, 23 Oct -6:00pm – 8:00 pm, 24 Oct 6:00pm – 8:00pm

Word translation

NORMAL TRANS. SVC- DARI/ENG

Word translation

Expedited TRANS. SVC- DARI/ENG

(4 booths x 5 days)

(15 mics x 5 days)

(1 booth x 5 days)

(25 sets x 5 days)

GRAND TOTAL

*Estimated hours per day 8:00am-4:00pm. Times subject to change. Interpreters shall be on-site ready to commence interpretation services at least 15 minutes prior to the scheduled daily start time.

**One evening event currently scheduled on Monday, 21 October from 17:00-19:00 location TBD (Crystal City). The second event is set for Wednesday, 23 October from 18:00-20:00 location is TBD. The third event is set for Thursday, 24 October from 18:00 – 20:00 location TBD. Please note that all times are subject to change.

***TECHNICIANS – Request 2 technicians to support simultaneous break-out groups.

20 October – set-up should take place at 1600 at Crystal City facility. The facility will be identified in award document. Times are subject to change.

25 October – The event will end on Friday around 1530, at which point the equipment can be removed.

If required, the Contractor is responsible for removing and setting up the equipment between sessions.

Interpreters – One group of interpreters will support the PMR in four breakout rooms and other interpreters will support the Afghan Senior Leader events.

Interpreters required to attend several off site locations to include but not limited to the Pentagon, AUSA Convention downtown, and possibly to the Afghan Embassy. Transportation is not provided. Contractor is responsible for providing portable equipment to support the off site visits.