Statement of Work.doc

Interpreting Services

DFAS Indianapolis

Statement of Work

C.0. GENERAL: It is the policy of the Defense Finance and Accounting Service (DFAS), a federal agency, to provide equal employment opportunities for its employees, former employees, as well as applicants for employment with DFAS. DFAS' policies and practices are in full compliance with the laws and regulations governing equal employment opportunity. The DFAS Indianapolis Interpreter Services contract will be for one (1) twelve (12) month period.

C.1. SCOPE: The scope of the contract is to obtain services for deaf and hard of hearing employees on an as needed basis at Defense Finance and Accounting Service (DFAS) in Indianapolis, Indiana.

C.1.1. Background: Due to the increase in the demand for and the lack of the resources necessary for effective, timely interpreting services for the deaf and hard of hearing employees, DFAS has determined that contractor-provided services for this requirement are in the best interest of the Government.

C.2.0. APPLICABLE DOCUMENTS: None.

C.3.0. REQUIREMENTS/TASKS: Current requirements included at a minimum: staff meetings; safety talks, discussion on work procedures, policies or assignments, disciplinary discussions, and basic staff training on an as-needed basis.

C.3.1. Contractor shall provide interpreting services on an as-needed basis. Contractor shall provide minimum one (1) business day prior notice to the DFAS Contracting Officer’s Representative (COR) of the interpreter(s) names for the assignments. At anytime these services could be cancelled, additions made and/or changes made to start and stop time. The contractor shall be notified as soon as possible once changes to the services are made known.

C.3.2. Upon receipt of an interpreting requirement, the Contracting Officer Representative (COR) will contact the contractor giving the contractor sufficient time to meet the requirements as stated below in C.3.2.2. The COR will provide the following information:

· Type of interpreters required (American Sign Language and/or Oral).

· Dates of the event to include daily start and end times.

· Event POC at the organization requesting the interpreter (name, telephone number, location).

· Name(s) of Deaf/Hard of Hearing employee(s).

· Type of interpreting event(s).

· Length of time for the event(s).

· Location of the interpreting event(s).

C.3.2.1. The Event POC is responsible for ensuring that interpreters are signed-in upon arrival, escorted to the event(s) where the service is needed, and ensuring the interpreter(s) is/are escorted to the check-out location, as necessary.

C.3.2.2. The COR will request interpreter(s) services via phone or email as follows:

· Four (4) business days in advance of any single event.

· Ten (10) business days in advance for a large or long (more than 24 interpreting hours) work training session.

· Emergency requests will be handled based upon the availability of interpreting service(s).

C.3.2.3. DFAS is responsible for payment of cancellation fees for any assignment cancelled less than 48 business hours before the scheduled start of the assignment.

C.3.2.4. The interpreting agency is responsible for ensuring interpreter(s) have complete and accurate job information prior to the day of the assignment.

C.3.2.5. Interpreter(s) must arrive approximately 30 minutes before scheduled assignment to clear security, where required. The contract will not include a provision for reimbursement of an interpreter's travel time. Billed time begins with the scheduled start time or date of interpreter arrival, which ever is latter and concludes with the conclusion of the event. For multi day events, the second and subsequent days will be billed for the actual hours of the event. Time taken for meals shall not be billed. Other breaks are billable.

C.3.2.6. Interpreter(s) must contact the identified on-site POC upon arrival for assistance with accessing the facility.

C.3.2.7. Interpreter(s) must notify the on-site POC if an assignment is canceled or completed early. If this occurs, the on-site POC reserves the right to reassign the interpreter(s) to another assignment at the site.

C.3.2.8. Interpreter assignment will end when the contracted time expires or when the on-site POC releases the interpreter(s).

C.3.3. The interpreter(s) shall provide the following resources at no additional cost to the Government:

· All equipment and related materials (if required), and

· All office supplies, if required.

C.3.3.1. The interpreter(s) shall bear responsibility for the cost of:

· Administrative support services (if used),

· Travel and subsistence costs incurred in the performance of the interpreting, in accordance with C.3.4. for special interpreting situations.

C.3.4. Travel. While the contractor has discretion in assigning personnel, unless prior approval has been obtained from the COR, the principle of minimizing costs to the Government is controlling. No travel or per diem will be reimbursed for local travel. Government travel information can be accessed at the following websites: http://www.gsa.gov/Portal/home.jsp and http://www.govexec.com/travel.

C.3.5. Qualification. The Americans with Disabilities Act requires the provision of qualified interpreters in a variety of settings. To satisfy this requirement, the interpreter must have the proven ability to effectively communicate. One way to demonstrate an interpreter's proven ability is by initially obtaining and then maintaining professional interpreter certification. Certification is obtained by taking and passing an assessment of skills. The Registry of Interpreters for the Deaf (RID) offers the NAD-RID National Interpreters Certification and various RID certifications. To be considered nationally certified, an interpreter must complete and pass one of RID's written and performance tests. Participate in a maintenance program to maintain their certification. Proven ability may, on a case by case basis, also be demonstrated by a record of professional level interpreting service in a variety of settings over the period of at least one-year. Non-certified interpreters may be evaluated by the agency's Interpreter Coordinator to determine level of ability and proficiency. Proficiency may also be evaluated based on the customer comments received from the deaf and hard of hearing employee.

C.3.6. The period of performance shall be one (1) twelve (12) month period.

C.4.0. DELIVERABLES: There are no deliverables.

C.5.0. SECURITY REQUIREMENTS:

C.5.1. All contractor personnel or any representative of the contractor entering any government facility or government leased facility shall abide by all Department of Defense and DFAS security regulations and be subject to security checks. Access to a DFAS site must be coordinated with the local point of contact to ensure that any site-specific requirements are met.

C.5.2. Security and Privacy Act Requirements: All work-performed relative to the tasking identified in the SOW are unclassified or carry a Privacy Act Classification. System security shall be in accordance with DOD Directive 5200.28, Security Requirements for AIS.

C.5.3. Security Investigation Requirements: No classified work will be required. However, the contractor will be working with sensitive information which is covered by the Privacy Act.

C.6.0 GOVERNMENT POINT OF CONTACT (GPOC) (OR COR):

C.6.1. The COR will act as the technical POC for the Government. He/She will initiate all requests and monitor all vendor performance. The COR's authority is limited to technical reviews and does not authorize him/her to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the contracting officer.

C.6.2. Invoices shall be submitted to the COR via the automated system WAWF in accordance with the rate/prices established in this contract. The COR is responsible for certification of invoices and forwarding invoices for payment. Payment will be made in accordance with the Prompt Payment Act.

COR: Lloyd Stout

Defense Finance and Accounting Service ATTN: Lloyd Stout

Site Support

8899 E. 56th Street

Indianapolis, Indiana 46249

(317) 510.7349

Email: Lloyd.Stout@DFAS.MIL

Alternate COR: Sheri Kelley

Defense Finance and Accounting Service

ATTN: Sheri Kelley

3990 E. Broad St.

Columbus, OH 43213

(614) 693.8042

Sheri.Kelley@DFAS.MIL