IA02 HQ USMEPCOM Virtual ASL Interpreter PWS.pdf

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

VIRTUAL AMERICAN SIGN LANGUAGE (ASL) INTERPRETATION SERVICES

AT HEADQUARTERS (HQ), UNITED STATES MILITARY ENTRANCE PROCESSING COMMAND

(USMEPCOM)

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Virtual ASL Interpretation Services at HQ USMEPCOM. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, supervision, and other items and non-personal services necessary to perform Virtual American Sign Language Interpretation Services as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: USMEPCOM is a jointly staffed Department of Defense (DOD) agency responsible for determining the aptitude, moral character, and medical qualification of applicants and Selective Service System (SSS) registrants for enlistment or induction into the Armed Forces. Virtual ASL interpretation services are required for an employee with a reasonable accommodation plan that requires the government to provide services that ensures all employees are capable of accomplishing the duty position specific requirements on an equivalent basis.

1.3. Objective: The requirement is for the contractor to provide Virtual ASL Interpretation services using a video conferencing tool, in a technical environment for events, meetings, educational and training sessions, conferences, ceremonies, and other situations where a conversation in spoken English language can be translated into ASL.

1.4. Scope: Provide Virtual ASL Interpretation Services in a technical environment.

1.4.1 Virtual ASL Interpretation services are required on a scheduled basis.

1.4.2 Virtual ASL Interpretation services are require on an ad-hoc basis.

1.5. General Information.

1.5.1. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.2. Recognized Holidays: The contractor may be required to perform services on the holidays listed below.

New Year’s Day Labor Day Martin Luther King Jr.’s Day Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.5.3. Hours of Operation:

1.5.3.1. HQ USMEPCOM Operating Hours: USMEPCOM normal operating hours are from 6:00 AM to 6:00 PM Central Time. Operating hours of USMEPCOM may change, dependent on mission requirements. Client requests for Virtual ASL Interpretation Services are not constrained by the HQ USMEPCOM Operating Hours. Scheduled Virtual ASL Interpretation services may be scheduled at any time. On-Demand Virtual ASL Interpretation Services may be requested at any time.

1.5.3.2. HQ USMEPCOM Normal Business Hours: The normal business hours for USMEPCOM are between the hours of 8:00 AM and 5:00 PM, Monday through Friday, excluding holidays.

1.5.3.3. HQ USMEPCOM Non-Business Hours: Non-Business hours are all hours not included in the normal business hours. Specifically, non-business hours are Monday through Friday, between 12:00 AM and 8:00 AM and between 5:00 PM and 11:59 PM, along with Saturdays, Sundays and Holidays.

1.5.4. Place of Performance:

1.5.4.1 The contractor shall provide virtual ASL Interpretation services from the contractor’s designated place of business.

1.5.4.2 Interpretation sessions shall be conducted in a virtual environment using Microsoft TEAMS video conferencing or similar video conferencing tool. Selection of the video conferencing tool is at the discretion of the government.

1.6. Contract Performance

1.6.1. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The contracting officer, contracting officer’s representative (COR), and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. Post Award Conference and Periodic Progress Meetings may be in-person or virtual at the discretion of the government.

1.6.2. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.3. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are

Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.4. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the contracting officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the contracting officer to avoid or mitigate any such OCI. The contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the contracting officer and in the event the contracting officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the contracting officer may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.5 Scheduling of Service:

1.6.5.1. The contractor shall provide the government a method to schedule virtual ASL Interpretation Services along with written instructions within calendar 5 days of contract award. Scheduling of service shall include the name of the person requesting the service, the date and time the service was requested, the date and times (start and end) of the virtual ASL session. The contractor shall provide the listing of requested scheduled ASL sessions with invoices.

1.6.5.2. The contractor shall provide the government a method to request on-demand, virtual ASL Interpretation Services along with written instructions within five calendar days of contract award. Scheduling of service shall include the name of the person requesting the service, the date and time the service was requested, the date and times (start and end) of the on-demand virtual ASL session. The contractor shall provide the listing of requested un-scheduled ASL sessions with invoices.

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS, ACRONYMS, and ABBREVIATIONS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to assist in the administration of the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 RESERVED

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.9. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The government does not have privity of contract with the subcontractor.

2.1.10. VIRTUAL INTERPRETATION SESSION. An Interpretation session where the client and contractor are not in the same room, with interpretation services being conducted using Microsoft TEAMS, or like product.

2.1.11. WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS AND ABBREVIATIONS:

AR Army Regulation ASL American Sign Language COR Contracting Officer Representative DOD Department of Defense

FAR Federal Acquisition Regulation FY Fiscal Year HQ Headquarters OCI Organizational Conflict of Interest PWS Performance Work Statement QASP Quality Assurance Surveillance Plan SSS Selective Services System USMEPCOM United States Military Entrance Processing Command

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will not provide services to the contactor to support the work required by this contract.

3.2. Facilities: Not Applicable

3.3. Utilities: Not Applicable

3.4. Equipment: The government will not provide computers, software, internet service or any other computer related equipment for virtual ASL sessions.

3.5. Materials: The government will not provide the contract employees materials to perform the tasks required of this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall furnish services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide Virtual ASL Interpretation services in a technical environment for discussions between the client and the person or people the client is involved in a conversation. The primary client is an Information Technology professional specializing in network services. The Interpretation shall be able to translate ASL to English, and English to ASL using a video conferencing service at the discretion of the government.

The contractor shall be required to provide Virtual ASL Interpretation Service to any USMEPCOM employee for which the government requests interpretation services.

5.1.1. The primary service client is an Information Technology professional, participating in technical discussions.

The contractor shall provide American Sign Language interpreters who are proficient with translation requirements in technical environments, Information Technology, Telecommunications Networks.

5.1.2. Alternative client(s) are government or military personnel working at USMEPCOM.

5.1.3. The contractor shall be evaluated on:

5.1.3.1 Their ability to provide virtual ASL Interpretation Services

5.1.3.2 The quality of timeliness of interpreters for interpretation sessions.

5.1.3.2.1. The contractor shall be prepared for the interpretation session.

5.1.3.2.2. The contactor shall be present at the start of the scheduled interpretation session.

5.1.4 Virtual American Sign Language Interpretation Services:

5.1.4.1. Category 1 - Scheduled Virtual ASL Interpretation Services – Normal Business Hours (reference section

1.5.3 Hours of Operation): The contractor shall provide a virtual ASL Interpreter for scheduled interpretation sessions during normal business hours. Virtual ASL Interpretation sessions shall be scheduled five business days prior to the start of the session. Scheduled ASL Interpretation session shall be a minimum of 15 minutes per session. Additional charges will be applied for each additional partial minute beyond the minimum requirement.

The government shall not pay for unused scheduled minutes during a scheduled session after the minimum requirement is met.

Category 1A - The government will pay a fixed rate for each for each session (15 minutes) scheduled of service provided.

Category 1B – The government will pay a fixed rate for each minute of service in excess of the scheduled session during normal business hours.

The government estimates 6,735 minutes during the normal business hours will be required during the first contract year.

5.1.4.2. Category 2 - Scheduled Virtual ASL Interpretation Services – Non-Business Hours (reference section 1.5.3 Hours of Operation): The contractor shall provide a virtual ASL Interpreter for scheduled interpretation sessions during non-business hours. Virtual ASL Interpretation sessions shall be scheduled five business days prior to the start of the session. Scheduled ASL Interpretation sessions shall be a minimum of 15 minutes per session.

Additional charges will be applied for each additional partial minute beyond the minimum requirement. The government shall not pay for unused scheduled minutes during a scheduled session after the minimum requirement is met.

Category 2A - The government will pay a fixed rate for each for each session (15 minutes) scheduled of service.

Category 2B - The government will pay a fixed rate for each minute of service in excess of the scheduled session during non-normal business hours.

The government estimates 285 minutes during the non-business hours will be required during the first contract year.

5.1.4.3. Cancelled Virtual ASL Interpretation Service Sessions: The government shall provide to the contractor, a cancellation notice via e-mail a minimum of 2 business days prior to the start of the session. Cancellations occurring prior to two business days of the scheduled session shall not be charged to the government.

5.1.4.4. Category 4 - On-Demand Virtual ASL Interpretation Service – Non-Business Hours (reference section 1.5.3 Hours of Operation): The contractor shall provide on-demand virtual ASL Interpretation Service during non-business hours, within 10 minutes of being notified. On-Demand Virtual ASL Interpretation Services shall be for a minimum of 3 minutes per session, with additional charges for each additional partial minute beyond the minimum requirement. The government will pay a fixed rate for each minute of service of on-demand service provided during non-normal business hours. Estimated usage during the first year is 30 minutes of service.

5.1.4.5. Category 3 - On-Demand Virtual ASL Interpretation Service – Normal Business Hours (reference section

1.5.3 Hours of Operation): The contractor shall provide on-demand virtual ASL Interpretation Service during business hours, within 10 minutes of being notified. On-Demand Virtual ASL Interpretation Services shall be for a minimum of 3 minutes per session, with additional charges for each additional partial minute beyond the minimum requirement. The government will pay a fixed rate for each minute of service of on-demand service provided during normal business hours. Estimated usage during the first year is 750 minutes of service.

5.2. Service Contract Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract (Sign Language Interpretation) via a secure data collection site. The contractor shall completely fill in all required data fields using the following web address: https://www.sam.gov. 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 any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2021. Contractors may direct questions to the help desk at https://www.sam.gov.

5.3. Invoices submitted by the contractor shall specify the number of:

• Scheduled sessions during normal business hours

• Additional minutes of interpretation services during normal business hours in excess of the scheduled session

• Scheduled sessions during non-normal business hours

• Additional minutes of interpretation services during non-normal business hours in excess of the scheduled session

• On-demand minutes of interpretation services during normal business https://www.sam.gov/

• On-demand minutes of interpretation services during non-normal business

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1. FAR Subpart 9.5. Organizational and Consultant Conflicts of Interest

6.1.2. FAR 42.5. Post Award Orientation

6.1.3. FAR Part 45. Government Property

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit A. – Performance Requirements Summary

7.2. Technical Exhibit B. – Deliverables Schedule

TECHNICAL EXHIBIT A

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

1.6.5.1 The contractor shall provide the

government a method to schedule virtual ASL Interpretation Services along with written instructions within 5 days of contract award.

Instructions provided within calendar 5 days of contract award.

Instructions within calendar 7 days of contract award.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

1.6.5.2. The contractor shall provide the

government a method to request on-demand, virtual ASL Interpretation Services along with written instructions within 5 calendar days of contract award

Method to schedule on-demand virtual ASL Interpretation services is provided within 5 calendar days of contract award

Method to schedule on-demand ASL Interpretation Services is provided within 7 calendar days of contract award

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.4.1 The contractor shall provide an

ASL Interpreter for scheduled interpretation sessions during normal business hours.

The contractor shall provide virtual ASL Interpreter service for 98% of the time.

The contractor shall provide virtual ASL Interpreter service for 95% of the time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.4.2 The contractor shall provide an

ASL interpreter for scheduled Interpretation sessions during non-business hours.

The contractor shall provide virtual ASL Interpretation service for 95% of the time.

The contractor shall provide virtual ASL Interpretation service for 90% of the time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.4.4. The contractor shall provide on-

demand virtual ASL Interpretation Service during non-business hours

The contractor shall provide virtual ASL Interpretation service for 95% of the time.

The contractor shall provide virtual ASL Interpretation service for 90% of the time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

5.1.4.5. The contractor shall provide on-

demand virtual ASL Interpretation Service during normal business hours

The contractor shall provide virtual ASL Interpretation service for 98% of the time.

The contractor shall provide virtual ASL Interpretation service for 95% of the time.

Failure to meet the performance standard will be documented by the COR and considered as part of an annual evaluation

TECHNICAL EXHIBIT B

Deliverables Schedule

Deliverable Frequency #of Copies Medium/Format Submit To

1.6.5.1. Written

instructions to access the scheduling tool.

Once, within 5 calendar days of contract award

1 Electronic, MS Word or

PDF

COR

1.6.5.1 Listing of

requested scheduled ASL sessions

Monthly, with invoices

1 Electronic, MS Word or

PDF

COR

1.6.5.2 Written

instructions to access the on-demand tool.

Once, within 5 calendar days of contract award

1 Electronic, MS Word or

PDF

COR

1.6.5.2. Listing of

requested un-scheduled ASL sessions

Monthly, with invoices

1 Electronic, MS Word or

PDF

COR

5.1.4.1.The contractor shall provide an ASL interpreter for scheduled interpretation sessions during normal business hours

Once per request for the duration of the session

1 Virtual ASL Interpretation service

COR/Client(s)

5.1.4.2. The

contractor shall provide an ASL interpreter for scheduled interpretation sessions during non-business hours.

Once per request for the duration of the session

1 Virtual ASL Interpretation service

COR/Client(s)

5.1.4.4. The

contractor shall provide on-demand virtual ASL Interpretation Service during non-business hours

Once per request for the duration of the session

1 Virtual ASL Interpretation service

COR/Client(s)

5.1.4.5 The

contractor shall provide on-demand virtual ASL Interpretation Service during business hours Session

Once per request for the duration of the session

1 Virtual ASL Interpretation service

COR/Client(s)

5.3 - Service Contract Reporting

Annually 1 Web Site input https://www.sam.gov.

https://www.sam.gov/