Attachment A - PWS - Interpreter Services for RA NASWI and NSE.pdf

N4425525Q8001 Interpreter Services for Reasonable Accommodation NASWI and NSE

Contract Administration

1. The contracting officer (KO) for this procurement is:

Rebecca Tangen rebecca.s.tangen.civ@us.navymil

2. The contract specialist (CS) for this procurement is:

Holly Beecher Holly.e.beecher.civ@us.navy.mil

3. The contracting officer’s representative (COR) is:

Laura Muhs

Each task order will identify the CS/KO/COR as required.

General Requirements

1. Attachment B Schedule of Services The Exhibit Line Item Numbers (ELINs) Schedule of Services workbook contains ELINs for the base period and two one-year option periods. The awardee’s completed Attachment B Schedule of Services is incorporated into the contract upon award.

2. No Fractional Cents The contract will not use fractional cents for line items. No proposals shall be submitted which includes fractional cents in the unit price, extended price, or total price. Any price proposal computations which result in fractional cents shall be rounded to the nearest dollar when proposed.

3. Modifications After contract award, additional in-scope pre-priced items may be identified by the Government or the Contractor. Additional items negotiated may be added to Attachment B as firm-fixed-price ELINs via bilateral modification. Additional in-scope work items may also be negotiated which are not added to the Attachment B when that work is specified in the task order.

4. Estimated ELIN Quantities Each ELIN in Attachment B contains the estimated quantity. Once the estimated quantity for each individual ELIN has been ordered, additional quantities may be ordered as long as the total not-to-exceed (NTE) amount of the contract is not exceeded .

5. State Taxes In accordance with FAR Clause 52.229-3, the preponderance of work will be performed at Navy installations or Navy sites within the greater Puget Sound area (see Section 1 of the Performance Work Statement). The Washington State Department of Revenue imposes various taxes on contractors performing Federal Government contracts within Washington State. These taxes include but are not limited to, retail sales tax when applicable, use tax when applicable, and business and occupation (B&O) taxes.

Offerors are responsible for research of the Washington State tax revenue system and are to include all applicable federal, state, county, and city taxes as part of their proposed price as outlined in FAR Clause 52.229-3(b). The Washington State Department of Revenue website and contact information can be found at http://dor.wa.gov

6. Minimum Guarantee

In accordance with FAR Clause 52.216-22, Indefinite Quantity, the guaranteed minimum for this contract will be satisfied by the initial task order which will order the amount of services as identified in the RFQ.

The maximum dollar value of the contract is the not-to-exceed amount of $500,000.00.

Performance Work Statement

1. General Outline of Services:

This is a non-personal service to provide ASL interpreters for deaf employees. The Government shall not exercise any control or supervision over the contract assignment interpreters performing the assignments as described herein. All employees and/or subcontractors shall be solely accountable to the Contractor who in turn shall be responsible to the Government.

The Contractor shall provide all labor, supervision, management, tools, materials, equipment, transportation and other items necessary to perform in-person and Virtual Remote Interpreting (VRI) services in accordance with this PWS. The contractor shall perform simultaneous or continuous interpretation, translation, and sign language services for deaf personnel employed by Naval Facilities Engineering Command Northwest (NAVFAC NW), in compliance with the United States Department of State’s Disability and Reasonable Accommodations Regulations (per the Rehabilitation Act of 1973); and CFR part 1630: Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act.

1.1 In-person Interpreting Services: Face to face/onsite interpreting.

1.2 Virtual Remote Interpreting: VRI is an on-demand service that enables communication between deaf/hard-of-hearing individuals and their hearing counterparts through a remote sign language interpreter via videophone, mobile phone, or teleconferencing platforms (e.g., MS Teams, Zoom). The supported employee may use VRI for business calls, teleconferences, and virtual training. VRI will serve as a backup when an in-person interpreter is unavailable due to short notice, emergencies (e.g., illness, weather-related disruptions), or scheduling conflicts.

The Contractor shall perform visual, voice, written, and tactile communication required to interpret and translate discourse between deaf personnel and hearing personnel, via efficiently communicating information from a source language into the specified target language, i.e. standard American English, per the scope and delivery schedule of each work assignment.

The Contractor shall perform any combination of the following, but not limited to the following:

American Sign Language (ASL); Pidgin Sign English (PSE); Signed English; Manually Coded English (MCE); Sign Language Transliteration; Sign Language Interpretation; Tactile or Deaf-Blind Interpretation/Transliteration; Cued Speech Transliteration; and Oral Interpretation.

Performance of services will be at any of the following: Weekly; Biweekly; Monthly; On-site and Off-site Meetings, Briefings; Project Site Visits; Project Discussions; Environmental Compliance Meetings; Team Meetings; Pre-Proposal Conferences; Technical Trainings (including Seminars/Conferences); All Hands Meetings; Holiday/ Team Building Events; Human Resources discussions. The Contractor shall perform services in compliance with the most current version of Department of Defense (DoD), Secretary of the Navy (SECNAV), Office of the Chief of Naval Operations (OPNAV), and all applicable DoD directives, instructions, and references, including versions published during the term of the contract.

The contractor shall ensure that interpreter services meet the communication needs of the supported employee for each scheduled event. All interpreters must meet the ADA definition of a qualified interpreter and be capable of conveying information effectively, accurately, and impartially, including any necessary specialized vocabulary. Interpreters must be able to effectively interpret in the following types of events that vary in technical complexity, including but not limited to:

i. Technical & Regulatory Compliance - Environmental laws, permits, and audits (e.g. Title V, drinking water, wastewater, stormwater, hazardous waste, and tanks); Engineering , environmental science and regulatory discussions; and Emergency response and safety procedures.

ii. Legal and Contractual - Regulatory audits and enforcement discussions; Contract procurement and vendor performance reviews; and Workplace compliance, EEO matters, and HR policies.

iii. Administrative and Operational - Budget planning and resource allocation; Team meetings and interdepartmental coordination; and Annual compliance reviews and reporting.

iv. Stakeholder and Leadership Engagement - Briefings with command, senior leadership, and regulators; Community engagement and public hearings; and Workplace meetings involving diverse professional background.

v. The Contractor shall:

1. Assess Interpreter Qualifications: Evaluate their interpreter pool based on the interpreters' resumes and the supported employee's evaluations, to ensure appropriate placement based on the complexity of each event.

2. Ensure Interpreter Availability: Maintain a sufficient number of interpreters with the appropriate expertise to prevent service disruptions.

3. Provide Effective Support: Assign interpreters with relevant experience to ensure clear, effective, and accurate interpretation for all scheduled events.

4. Rotate Interpreters for Recurring Meetings: Schedule alternate interpreters for recurring meetings to ensure multiple interpreters remain familiar with ongoing discussions. This allows seamless transitions in case of illness or scheduling conflicts.

5. Adapt to Evolving Needs: Regularly review and adjust interpreter assignments based on the employee’s evolving responsibilities and communication requirements.

2. Type of Contract:

Firm-fixed Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) in accordance with Federal Acquisition Regulations (FAR) part 12 Acquisition of Commercial Items and FAR part 13 Simplified Acquisition Procedures.

3. Contracting officer (KO):

The KO has ultimate authority for administration of this contract to include responsibility to ensure Contractor compliance with contractual quality assurance and the approval or disapproval of all requests for payment by the Contractor.

4. Contracting Officers Representative (COR) The COR is a representative for the Government with limited authority who has been designated in writing by the KO to provide technical direction, clarification, and guidance with respect to existing specifications and Performance Work Statement (PWS) as established in the contract. The COR monitors the progress and quality of the Contractor’s performance to ensure adherence to the contract and for payment purposes. The COR will promptly report Contractor performance discrepancies and suggest corrective actions to the Contracting Officer for resolution. The COR is NOT authorized to take any direct or indirect actions or make any commitments that will result in changes to price, quantity, quality, schedule, place of performance, delivery or any other terms or conditions of the written contract or resultant task orders.

5. Required Meetings/ Partnering Within 15 days of contract award, the Contracting Officer will organize a post-award kick-off meeting to include informal partnering. The goal of partnering is to develop a cohesive team with common purpose, commitment and established communication processes.

The Contractor’s key personnel shall be required to attend, to include the Project Manager and any other individuals the contractor deems necessary. The Government attendees will be the KO, CS, and Contracting Officer’s Representative (COR).

Annual informal partnering will be on an as-needed basis as determined by Contractor management and the KO.

6. Contractor Management/Contractor Key Personnel:

The Contractor shall manage the total work effort associated with the services required herein to meet the performance requirements. Such management includes but is not limited to planning, scheduling, report preparation, invoicing, establishing and maintaining records, and quality control. The Contractor shall provide a staff with the necessary management expertise to ensure performance standards for contractual service requirements are met. The PM and Work Reception shall not be performed by an active interpreter of this contract.

6.1 Key Personnel: The Contractor shall provide a project manager (PM) and designated alternate, as applicable, who shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be available via phone or MS Teams conference within the number of hours specified by the KO/COR during the Government's regular working hours when requested to do so by the KO or COR.

6.2 Work Reception: The Contractor shall provide the capability to receive, prioritize, correspond, and respond to work assignment requests during Government regular working hours. The Contractor shall receive work assignment requests via email and shall respond via email.

7. Qualified Interpreter Requirements:

The Contractor shall provide a consistent pool of experienced, qualified, and capable interpreters to perform the services required per this contract. The Qualified Interpreter list shall have a minimum of three (3) interpreters at all times. Personnel shall be fully knowledgeable of technical language associated with the work their customers perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements.

7.1 Qualifications:

7.1.1 Employee Training and Certification Requirements:

All interpreters must meet the definition of a qualified interpreter as defined by the Americans with Disability Act (ADA), meaning they must be able to effectively, accurately, and impartially convey spoken communication into American Sign Language (ASL) or Pidgin Signed English (PSE) and vice versa, using any necessary specialized vocabulary.

Industry-Specific Knowledge: Interpreters must have a working knowledge of technical, engineering, and environmental terminology to ensure accurate communication.

Communication Proficiency: Interpreters must facilitate effective two-way communication, adapting to the Deaf or Hard of Hearing individual's needs. They must be proficient in ASL, PSE, and lip reading with a clear interpreting voice and strong transliteration skills.

Certifications for all Contractor supplied interpreters must be obtained from a recognized certifying organization. Certification for interpreters must be RID’s National Interpreter Certification (NIC) and/or five (5) years of experience providing sign language interpreting services in settings similar to those required under this contract. The Contractor’s employees and sub-contractors shall abide by all state and local laws, current and future, in regard to certification of all interpreters. Performance shall be consistent and accurate, and fluency is smooth, with few errors, the recipient of the interpretation services has no question about the interpreter’s competency. Holders of this certification are able to interpret in most situations.

7.1.2 Contractor personnel performing interpretation and translation services shall have at least five years of performing the various sign language and interpretation services specified in this contract at said level of proficiency. The interpreters shall possess demonstrated ability to perform interpretation and translation services effectively, accurately, and impartially, both receptively, i.e. understanding what the deaf personnel receiving the services is saying, and expressively, i.e. having the skill needed to correctly convey information back to the deaf personnel.

7.1.3 The Contractor shall possess demonstrated ability to efficiently and accurately interpret the meanings of and translate all standardized American English vocabulary communicated either by NAVFAC NW/ Public Works personnel, or the general public encountered during work assignments, to the deaf personnel receiving the services specified in this contract.

7.1.4 Many of the services required under this contract deal with language and acronyms that are technical in nature, relate to Environmental compliance, or are unique to the Government. If requested by the contractor, the COR will provide a list of standard acronyms or language specifically used by the deaf employee. The contractor must take this unique environment into consideration when providing interpreters.

DoD policy limits the dissemination of certain Instruction, Directive, and Reference information to the public, such as, but not limited to site maps and Standard Operating Procedures. Said information as requested for the purposes of reviewing language/acronyms to better serve the deaf employee shall not be redistributed or reproduced.

7.1.5 The Contractor shall maintain personnel training and certification records for employee requirements specified within this contract. Training and certification records shall be kept current and on file for the duration of the contract, including all option periods. Records shall be made available for Government review within 4 hours of request. Training and certifications required for contract performance shall be included in the “Training and Qualifications” section of the Contractor’s Quality Management Plan.

8. Interpreter Appearance: The Contractor shall ensure that all employees/interpreters present a professional appearance that is appropriate for the meetings. The KO reserves the right to determine the acceptability of any clothing worn.

9. Identification as Contractor Employee: Contractor employees shall identify themselves as Contractor personnel by introducing themselves or by being introduced as Contractor personnel and displaying distinguishing badges or other visible identification at all times while on Government installations and in Government buildings. All Contractor employees shall appropriately identify themselves as contractor employees in both verbal communication and electronic or written correspondence.

All Contractor/Subcontractor employees (i.e. interpreters) working under this contract shall be distinguished as a contractor, identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment at all times. Employee/Contractor identification shall not be substituted for station required passes or badges.

Any interpreters working under this contract shall not represent themselves as a Government employee.

10. Contractor Furnished Items:

Contractor shall provide hard hats, safety vest/jacket, safety boots, and any other PPE required for interpreters to attend site visits or active construction sites along with deaf employee, as required.

11. Government Furnished Items:

No Government furnished items, property, facilities, vehicles, PPE, or equipment will be provided to the Contractor or interpreters.

12. Employee Conduct:

Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner at all times.

The Contractor shall provide quality assignments of Nationally Certified and/or Qualified sign language interpreter(s) that practice the knowledge of and adherence to the tenets of the National Association of the Deaf (NAD) NAD-RID Code of Professional Conduct. The complete version of the NAD-RID Code of Professional Conduct may be found at the following: https://rid.org/programs/ethics/code-of-professional-conduct/

All parties involved agree that all information obtained while on assignment(s) shall be kept strictly confidential and shall not be used or disclosed to others after completed assignment(s).

13. Removal of Employees:

The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest or inconsistent with the best interests of National Security.

14. Technical Certification:

The Contractor warrants that its quote incorporated herein by reference will meet or exceed the performance objectives set forth in this contract.

15. Wage Determinations:

This contract is subject to Service Contract Act (SCA) wage determinations and will be provided as an attachment to each order upon exercising each option year.

15.1 SCA price adjustments: FAR 52.222-43 applies to this procurement.

16. Period of Performance:

The performance period will consist of a base period of 12 months and two 12 month option years, not to exceed 36 months.

17. Place of Performance:

This requirement will be performed at locations within the NAVFAC Northwest Area of Responsibility (AOR), including, but not limited to the following location(s):

NAVFAC NW Public Works Department Whidbey, 1115 W. Lexington St. Building 103, Naval Air Station Oak Harbor, Washington 98278

NAVFAC NW Public Works Department Everett, 2000 West Marine View Drive Building 2000, Everett Washington 98207

The quantity of deaf NAVFAC personnel for whom services have historically been performed has been one employee at NASWI and one employee at NSE. The preponderance of services will be at NASWI.

18. Hours of Work:

Contractor employee/interpreter work schedules shall be compatible with the Government’s operating hours. All work hours performed by the contractor will be clarified prior to commencement of work.

18.1 Government Regular Working Hours: The Government’s regular working hours for purposes of this contract are from 6:00 AM until 5:00 PM PST/PDT Monday through Friday, with the exception of a 30 minute lunch break, excluding observed Federal Holidays.

18.2 Observed Federal Holidays: The Government observes the following holidays: New Years Day, Birthday of Martin Luther King, Jr., Inauguration Day, Washington’s Birthday, Memorial Day, Juneteenth, national Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day.

19. Annual Service Hours:

This contract utilizes a fixed price hourly rate as the basis of Unit Priced Task (UPT) Work costs. A UPT is defined as a non-recurring work item that includes all direct and indirect costs plus profit associated with the particular unit of work. All materials and equipment (rented, leased or Contractor-owned/furnished) required for the accomplishment of a UPT shall be included within the respective exhibit line item (ELIN) prices. The fixed price for the task order is determined by multiplying the exhibit line item unit prices by the quantities ordered. The Contractor is not required to submit cost estimates for UPTs.

Each Task Order issued will utilize the pre-priced ELIN table for the respective period of performance.

Total hours stated within each order (as identified on each ELIN) are the maximum quantities of available service hours that can be performed during the performance period. Ordering events will be composed of no less than four (4) hours. The four hour period includes short breaks and continuous interpretation is not anticipated, therefore only one interpreter is required. ELIN items of less than four hours are to be utilized ONLY in conjunction with a minimum of a four hour ELIN item to accommodate any excess time required by the deaf employee, as agreed to by both parties.

Interpreter service request will specify if two interpreters will be required (if hours are available within the order).

Interpreter services may be required for official travel at offsite location(s) within the AOR or at designated location(s). The potential for travel to locations that will require costs for transportation and/or accommodations for overnight trips. In order to account for this potential cost the Government will create a line item for travel at the task order level. The Contractor is responsible for making travel arrangements for its interpreter to provide the sign language support services for the supported employee for an event requiring travel for transportation and accommodations. The cost for any travel (i.e. airfare, mileages expenses, per diem, hotels, etc.) shall be in accordance with the Joint Travel Regulations (JTR). Once the costs are negotiated and agreed to by the KO, a modification will be issued. All travel modifications will be firm-fixed price.

20. Ordering Procedures:

Utilizing the pre-priced ELIN items as awarded under this contract, a pre-determined amount of quantities will be issued and ordered via a unilateral task order for the period of performance outlined in the task order. Task order ordering periods shall not cross the base contract performance periods.

The Contractor is fully responsible to perform interpretation and translation work up to, and not in excess of the designated number of hours allocated per customer/location for the period of performance.

When work is expected to exceed the designated number of work hours for the period of performance, the Contractor shall notify the KO within one hour of identification and obtain direction from the KO regarding how to proceed prior to continuing execution of work.

21. Interpreter Assignment Scheduling:

21.1 The appointed COR is the main point of contact regarding work assignments. The Contractor shall complete work assignments for all deaf personnel as identified by the COR, KO/CS. The COR, KO, or CS are the only individuals authorized to schedule assignments under this requirement.

21.2 The primary means of assignment arrangements is an email from the COR or the CS/KO in the CORs absence. The COR, KO, or CS will submit the following to the contractors’ work reception for each requested assignment:

Date of assignment;

Type of Assignment: In-person or VRI Location of services or platform required;

Number hours of services required (aligned with ELINs);

Start and end time;

Type of meeting/interpreting services required (i.e. technical in nature or general type, etc.);

Name of Preferred Interpreter (if applicable).

21.3 All in-person work requests will be submitted a minimum of two (2) days in advance of assignment request date and time. All requested assignments known well in advance will be submitted to the Contractor as soon as practicable. Last-minute requests of 24 hours or less will not negatively affect contractors’ performance if unmet.

21.4 The Contractor will respond prior to the end of the business day (5:00 PM PST/PDT) acknowledging receipt of all proposed work assignments from the COR, CS, or KO that were submitted prior to 3:00 PM PST/PDT the same day. Any work assignments submitted after 3:00 PM PST/PDT shall be acknowledged no later than 10:00 AM PST/PDT the following business day.

21.5 Each Thursday, by 3:00 PM PST/PDT, the Contractor shall provide to the COR and CS/KO, via email, verification of assigned interpreters for the following week’s scheduled assignments (Monday through Friday). The contractor shall also include confirmation of all scheduled interpreters for future assignments beyond the next weeks assignments. Example: If the Contractor is given a request for six weeks in advance, the Contractor shall include the assigned interpreter information for that future assignment in every Thursday report as a confirmed assignment. The contractor must notify the COR, KO/CS immediately upon knowledge of the inability to fulfil work assignments and shall not wait until this weekly email.

21.6 VRI work requests may be submitted up to two (2) hours prior to an event. The contractor shall respond within 30 minutes of the event request.

22. Assignments All assignments shall begin promptly at the scheduled start time. It is recommended interpreters arrive a minimum of 15 minutes prior to all assignments (both in-person and VRI).

Prior to each scheduled event, the interpreter shall make personal contact with the supported employee.

This can be done onsite prior to commencement of the event.

Sign language interpreter(s) provided by the Contractor shall allow sufficient time to get through security and report to the site of the covered meeting or event on time. Multiple instances of unexcused tardiness will not be tolerated. The Government reserves the right to rely on such instances of tardiness as the basis for placing interpreters on a “Not to Send” list. Only the Contracting Officer can make the determination to have a particular interpreter on said list, and will justify it in writing to the Contractor.

If an instance of tardiness/delay by an interpreter is anticipated due to some known or reported circumstances (e.g. because of an accident that has a road blocked), the Contractor must inform the COR of the anticipated delay so that the customer can be informed and possibly the meeting time adjusted to allow for the delay.

“Excusable Delay” is a delay that is beyond the Contractor’s (sub-contractor’s) control. Such as in instances when driving to an assignment, an interpreter gets stuck in traffic due to an accident or gate delays of more than one hour and no alternates are available (such accidents or delays can be verified).

Instances of an interpreter just leaving too late in order to get to the assignment on time are not excusable.

All instances will be evaluated on a case by case basis by the COR and/or Contracting Officer.

23. Acquisition of Additional Work: The Government reserves the right to acquire additional services for personnel at additional locations, within the scope of this contract. Additional services will be incorporated into the contract in accordance with FAR 52.212-4(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties. Items of work not covered by this contract but found to be included in the ELIN schedule of the basic contract are considered to be within scope and shall be included into the task order via modification by the KO.

24. Notification to the Government to Work Beyond Designated Service Hour Limitations:

The Contractor will provide written notification to the Contracting Officer if it is believed any Government official, including the deaf employee, has requested or directed any change to the existing contract or task order. No action will be taken by the Contractor for any proposed change to the contract until the Contracting Officer has issued a written directive or written modification to the contract. The Government will not accept and is not liable for any alleged change to the contract unless the change is included in a written contract modification or directive signed by the Contracting Officer.

25. Cancellation of Services:

The Government will directly communicate to the Contractor and not with interpreters provided by the Contractor for all cancellations whether Government or Contractor.

25.1 Cancellation of Services by Government: The Contractor shall be given a minimum of 24-hour advance notice by the COR/CS/KO if a scheduled assignment is cancelled or postponed.

There is no cost to the Government if the COR/CS/KO cancels 24-hours prior to the originally scheduled work assignment date and time. Cancellation of less than 24 hours by the Government shall be included on the Contractor’s monthly invoice.

25.2 Cancellation of Services by the Contractor: The Contractor shall make every effort to prevent cancellation of services to the deaf personnel receiving services via this contract. If cancellation is unavoidable, the Contractor shall notify the COR, KO/CS immediately after the determination to cancel a scheduled work assignment has been made. Cancellations shall be submitted to the COR via email. For short notice cancellations, phone calls are acceptable, but must be followed up via email. In cases where an interpreter has been scheduled for a work assignment and is a ‘no show’ for the assignment, the COR will issue a negative performance assessment for the ordered service. The Contractor shall not charge the Government for cancellations unless a substitute has been scheduled. The COR will annotate this event cancellation in the monthly COR report submitted to the KO.

26. Performance Assessment:

26.1 The COR will evaluate and rate the contractor’s performance in meeting the requirements of this contract by issuing Performance Assessment Worksheets (PAWs) and by utilizing the Contractor Performance Assessment Reporting System (CPARS). CPARS will be submitted for this contract at the base level annually for all work performed under this contract.

The COR will review performance and submit recommendations to the KO to exercise the next option period. Marginal or Unsatisfactory CPARS may be cause for the Government to not exercise option years.

26.2 Each interpreter provided under this contract will be evaluated periodically and/or unscheduled by the COR and/or the CS/KO to ensure quality control of the interpreters is provided in accordance with the PWS and contract. Additionally, the deaf employees will complete evaluation forms periodically and submit to the COR and CS/KO.

26.3 The Contractor shall be notified following any evaluation if there is something observed that is deemed not in compliance with the terms and conditions of the contract. The Contractor will be give the opportunity to address the matter appropriately with a corrective action plan (CAP) or other measure determined appropriate by the KO or COR.

26.4 The Contractor shall perform the following services at a 90% level of accuracy.

The Contractor shall perform services in a manner that ensures errors in translation of the words communicated do not exceed 10% for each work assignment. If the federal HoH or deaf customer determines an individual interpreter has performed what is considered to be a trend of less than satisfactory service, i.e. for three consecutive or non-consecutive work assignments the percentage of misinterpreted words exceeded 10% of the total vocabulary and terminology translated throughout the discourse of each work assignment, the Contracting Officer (KO) and/or Contracting Officer Representative (COR) will notify the Contractor’s Project Manager, and request corrective action in order to prevent the trend of less than satisfactory performance from continuing during subsequent work assignments. Additionally, if interpreters perform a trend, (three consecutive, or non-consecutive occurrences), of arriving late to work assignments as exhibited by meeting with the HoH or deaf personnel less than 30 minutes prior to the beginning of the assignments, the KO and/or COR will notify the Contractor’s Project Manager and request corrective action in order to prevent the trend of less than satisfactory performance from continuing during subsequent work assignments.

27. Quality Management Plan The contractor will develop and submit a QM Plan within 30 days of contract award. The QM Plan will describe the methodology and approaches to be used to assure quality of services. If any changes are made during the period of performance, submit to the Contracting Officer a revised QM Plan for acceptance.

The Contractor’s QM Plan will include, at a minimum, the following:

1. Policy and objectives for managing quality of services provided;

2. Organizational Chart;

3. Responsibilities & lines of authority;

4. Training and qualifications for all interpreters;

5. Approach to assuring quality of services provided and conformance with performance objectives and standards;

6. Methods and procedures for effective planning, operation and control of processes and performance of work;

7. Procedures for inspection and surveillance of services;

8. Scheduling and performance of inspection and surveillance;

9. Corrective action, preventive action, and continuous improvement process.

28. Invoicing Procedures:

The Contractor shall submit the monthly invoices for this contract electronically via Procurement Integrated Enterprise Environment (PIEE)/Wide Area Workflow (WAWF), in accordance with FAR Clause 52.232-1 and 252.232-7006.

On a monthly basis, and prior to submission to WAWF, the Contractor shall submit via email the following to the COR and CS/KO:

Dates of services for all completed work assignments;

The applicable Exhibit Line Item Numbers (ELINs) executed for all completed work assignments.

Total hours worked during the month;

Remaining balance of services (for each ELIN);

Amount to be billed for the month;

Amount billed for all previous months under current task order.

The COR or CS will validate the information submitted with the deaf personnel whom received services or said federal employee’s supervisor. Once the monthly submittal is validated, the COR or CS will inform the contractor to submit the monthly invoice via WAWF.

Any discrepancies between the contractor and the deaf employee will be adjudicated by the COR or

CS/KO.

Invoices not completed in accordance with contract requirements will be returned to the Contractor via PIEE/WAWF for correction of deficiencies.

29. Permits and Licenses; Insurance; Certificate of Insurance:

Within 15 days after award of this contract, the Contractor will furnish the KO a certificate of insurance as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

29.1 Certificate of Insurance: The Certificate of Insurance will provide for at least 30 days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

29.2 Minimum Insurance Amounts: Comprehensive General Liability: $500,000 per occurrence; Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage; Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes Employer's Liability coverage:

$100,000, except in states where worker's compensation may not be written by private carriers - Other as required by State Law.

30. Installation Access The Contractor shall comply with all Federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all entrance clearances are obtained.

The Contractor shall ensure that Contractor personnel do not present a risk to security. By entering the installation, Contractor personnel are subject to installation, state, local and federal regulations and laws, including but not limited to debarment and criminal prosecution.

Vehicles: All vehicles shall display a valid state license plate that complies with State Vehicle Code.

Vehicles shall meet all other requirements of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable.

Passes and Badges: All Contractor employees shall obtain the required employee and vehicle passes. All Contractor personnel shall obtain access to the installation through enrollment and registration into the Defense Biometric Identification System (DBIDS).

DBIDS is an enterprise identity management and perimeter installation access control solution in which Contractor personnel who enroll, and are approved, are subsequently granted access to the installation for a period up to three years, or the length of the contract, whichever is less, and are not required to obtain a new pass from the Base Pass and Identification Office for each visit. There are no fees associated with obtaining a DBIDS credential.

Contractor employees shall furnish a completed copy of the SECNAV 5512/1 form to obtain the required background check and visit the local Navy Installation Visitor Control Center to obtain a DBIDS credential once approved. The SECNAV 5512/1 form and additional information about DBIDS can be found at: https://www.cnic.navy.mil/om/dbids.html.

Contractor personnel must pass DBIDS screening to provide interpreter services and failure to pass screening does not constitute a government delay or an additional cost to the government.

The Contractor shall immediately collect employee DBIDS credentials and notify the KO in writing:

(1) That an employee has departed the company without having properly returned or surrendered their DBIDS credentials.

(2) That there is a reasonable basis to conclude that an employee, or former employee, might pose a risk, compromise, or threat to the safety or security of the installation or anyone therein.

The Government performs background screening and credentialing. Throughout the year, the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. DBIDS access privileges will be immediately suspended or revoked if at any time a Contractor employee becomes ineligible.

The Contractor shall provide the KO with the name of their designated Service Contractor Administrator (SCA) for enrollment in DBIDS. Once enrolled, the Contractor must provide the DBIDS Registrar with an approved employee list and then direct their employees to register into DBIDS.

Each employee shall wear the Government issued badge over the front of the outer clothing. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be confiscated by the Contractor immediately and returned within 10 calendar days to the COR or KO.

31. Deliverables:

Spec No.

Deliverable Title Date of Submission/ Frequency

Submit To

Format

31.1 Key Personnel List Within 15 calendar

days of award and within 5 days of personnel changes.

KO and

COR

Shall include names, emails and phone numbers.

All key personnel including PM, who PM reports to, work reception assignments

31.2 Qualified Interpreter List Within 15 calendar

days of award and within 5 days of personnel changes.

KO and

COR

Names and copy of qualifications, per ref PWS para 7.

31.3 Work Assignment

Confirmation Email

As Required COR or

CS/KO

Per ref PWS para 21.4

31.4 Verification of Assigned

Interpreters

Weekly COR or

CS/KO

Per ref PWS para 21.5

31.5 Quality Management

Plan within 30 days of contract award or when updated

KO PWS, Para 27, items 1-9

31.6 Invoice Verification

Email

Monthly COR or

CS/KO

Per ref PWS para 27

31.7 Corrective Action Plan

(CAP)

As Required KO/COR

No change in fixed unit prices may occur as a result of any deliverable or change listed above.

31. Performance and Quality Standards

Objective Para Performance Objective

Performance Standard

A 7.0 Qualified Interpreter/ Services

Interpreters meeting minimum training/ certification requirements.

Interpreters provide clear interpreting services, PWS paragraph 7.

B 21.0 Interpreter

Assignment Contractor receives assignment requests and submits email acknowledgement of requests, PWS paragraph 21.4

Contractor submits weekly emails with assignments, PWS paragraph 21.5.

C 22.0, 24.0, 25.0

Assignments/ Participation

The interpreter is on time and prepared to provide interpreter service when the meeting begins, PWS paragraph 22.

Services are not performed beyond designated service hour limitations, PWS paragraph 24.

Notification of Cancelation of services by the Contractor by email or phone once determined, immediately, PWS paragraph 25.

D 26.4 Quality of Interpreter Services

The Contractor shall perform the following services at a 90% level of accuracy, PWS paragraph 26.4.

Errors in translation of the words communicated do not exceed 10% for each work assignment, PWS paragraph 26.4.

E 31 Deliverables The list of key personnel is provided within 15 days of notice of award or within 5 days of any personnel changes, PWS paragraph 31.1.

The list of qualified Interpreters is provided within 15 days of notice of award or within 5 days of any personnel changes, PWS paragraph 31.2.

Attachment B Schedule of Services

A001 - Naval Air Station Whidbey Island Unit

Session Estimated Quantity

Base Year

UPT

Option

UPT

Option

UPT

A001AA

Two (2) hour increment of Virtual Remote Interpreter (VRI) interpretation services with one (1) interpreter

1 26

A001AB

Four (4) hour increment of "in person" interpretation services with one (1) interpreter

1 127

A001AC

Four (4) hour increment of "in person" interpretation services with two (2) interpreters

1 6

A001AD

Eight (8) hour increment of "in person" interpretation services with one (1) interpreter

1 26

A001AE

Eight (8) hour increment of "in person" interpretation services with two (2) interpreters

1 5

A001AF

Eight (8) hour increment of "in person" interpretation services with two (2) interpreters, off site training/ requires travel

1 0

A001AG

One (1) additional hour increment of "in person" interpretation services with one

(1) interpreter as excess time beyond the two, four or eight hour "in person" services, or whenever an additional one

(1) hour is needed.

1 26

*UPT – Unit Price Task

A002 - Naval Station Everett Unit

Session Estimated Quantity

Base Year

UPT

Option

UPT

Option

UPT

A002AA

Two (2) hour increment of Virtual Remote Interpreter (VRI) interpretation services with one (1) interpreter

1 0

A002AB

Four (4) hour increment of "in person" interpretation services with one (1) interpreter

1 2

A002AC

Four (4) hour increment of "in person" interpretation services with two (2) interpreters

1 2

A002AD

Eight (8) hour increment of "in person" interpretation services with one (1) interpreter

1 0

A002AE

Eight (8) hour increment of "in person" interpretation services with two (2) interpreters

1 1

A002AF

Eight (8) hour increment of "in person" interpretation services with two (2) interpreter, off site training/ requires travel

1 0

A002AG

One (1) additional hour increment of "in person" interpretation services with one

(1) interpreter as excess time beyond the two, four or eight hour "in person" services, or whenever an additional one

(1) hour is needed.

1 10

*UPT – Unit Price Task