Performance Work Statement.pdf

Learn more at fema.gov April 2026 1

Federal Emergency Management Agency

PERFORMANCE WORK STATEMENT (PWS) FOR:

DR4893AK Translation between English and Central Alaskan Yup’ik

DEPARTMENT OF HOMELAND SECURITY (DHS)

Performance Work Statement (PWS) For Translation Services DR-4893-AK Translation Services between English and Central Alaskan Yup’ik

April 21, 2026

1.0 General

1.1 Background

FEMA is committed to effective communication with diverse communities, including Alaska Native populations. Many Alaska Native villages primarily use indigenous languages, such as Central Alaskan Yup’ik, requiring accurate and culturally relevant language services.

These services are essential to provide equal access to non-native English-speaking survivors of the October 2025 severe storms, flooding and remnants of Typhoon Halong that affected the west coast of Alaska by providing FEMA program disaster-related materials and services in their indigenous language while also considering cultural nuances.

Under the Post-Katrina Emergency Management Reform Act of 2006 (PKEMRA), FEMA must work with tribal, state and local governments to address the needs of non-native English-users during emergencies and disasters. FEMA must ensure that information is available in formats and languages that non-native English-speaking individuals can understand.

1.2 Scope

The contractor will provide professional translation services for communities in Alaska, impacted by the severe storms, flooding and remnants of Typhoon Halong Oct. 8-13. Services include:

Translation Services – Convert FEMA’s English-language materials into Central Alaskan Yup’ik, as identified by External Affairs and directed by the Contracting Officer. Materials may include disaster preparedness guides, public safety notices, recovery program documents, and community outreach content.

Proofreading and Quality Assurance – Review all translated materials for linguistic accuracy, cultural appropriateness, and grammatical correctness.

Document Formatting and Layout – Maintain readability, structure, and design consistency in translated documents.

The contractor must collaborate with FEMA to address emerging language needs, recruit qualified linguists, and ensure compliance with deliverable timelines.

Rates proposed by Contractor shall be fully burdened and incorporate all administrative costs.

Translation Interpretation Categories and Expectations Matrix Table 2.0.1

PWS

Section

Requirement Word Count Expectation

Turnaround Time

Additional notes

2.0.1A Translations: English to Central Alaskan Yup'ik

Up to 1,000 words per request, with a total contract volume of 120,000 words

Five business days after receipt of the task (per 1,000 words)

Action Required: The contractor shall attest to the availability and roster of at least two (2) staffed translators.

2.0.1B Desktop Publishing 508 Compliance (DTP)

Up to 2 hours per request, with a total contract volume of 100 hours

2 hours after receipt of the request

Action Required: Contractor shall ensure that all translated documents comply with Section 508 of the Rehabilitation Act. All electronic and information technology must be accessible to people with disabilities.

1.3 Objective

The goal of this PWS is to obtain professional language services to ensure effective communication with non-native English-speakers and communities impacted by severe storms, flooding and remnants of Typhoon Halong in October 2025. These services will support disaster preparedness, response, recovery, and community engagement efforts. This opportunity will be set-aside for Alaska-based businesses within the disaster area of 4893-AK the capabilities to translate written documents between English and Central Alaskan Yup’ik in a professional capacity and with a familiarity with communities affected by DR-4893-AK in order to ensure accuracy in the translated message and facilitate cultural nuances.

Key objectives include:

Overcoming language barriers to communicate written material clearly between English and Central Alaskan Yup’ik and various dialects.

Ensuring equitable access to FEMA programs and public safety information.

Encouraging and facilitating community participation in disaster-related discussions.

Providing accurate translations between English and Yup’ik and various dialects.

Building trust and collaboration with Alaska Native communities.

1.4 Reference Documents/Resources

The following documents and resources may be helpful to the Contractor in performing the work described in this document:

FEMA Vocabulary List (to be provided at a later date)

FEMA Facebook

FEMA Instagram

FEMA Region 10 Website

DR-4893-AK Website

FEMA Region 10 X

FEMA Region 10 YouTube

FEMA Region 10 LinkedIn https://www.facebook.com/FEMA/ https://www.instagram.com/fema/ https://www.fema.gov/about/regions/region-10 https://fema.gov/disaster/4893 https://x.com/FEMARegion10 https://www.youtube.com/@femaregion10/videos https://www.linkedin.com/company/fema-region-10

2.0 Specific Requirements/Tasks

2.1 Translation Services

The contractor shall provide comprehensive foreign language translation services under emergency conditions while maintaining fairness, accuracy, and quality standards. These services include but are not limited to forms, instructions, websites, surveys, handbooks, posters, social media content, public communications, reports, and multimedia materials. The contractor must cover the languages specified in PWS Section 2.0.1.

2.1.1 TRANSLATION SERVICES

The contractor shall provide comprehensive foreign language translation services under emergency conditions while maintaining fairness, accuracy, and quality standards. These services include but are not limited to forms, instructions, websites, surveys, handbooks, posters, social media content, public communications, reports, and multimedia materials. The contractor must cover the languages specified in PWS Section 2.0.1.

All translations must be accurate, culturally appropriate, and compliant with regulatory requirements.

2.1.2 TRANSLATION CATEGORIES

The contractor shall provide translations in the categories defined in (Refer to PWS 2.0.1A and 2.01B).

2.1.3 TRANSLATION DELIVERABLES AND TIMELINES

The contractor shall provide timely, accurate, and culturally appropriate translations during disaster and emergency situations, adhering to required deliverables and timelines outlined in PWS Section 2.0.1.

2.1.4 COMMUNICATION AND COORDINATION

Effective communication with the Contracting Officer’s Representative (COR) is critical during emergency operations. The contractor shall:

Acknowledge requests within 2 hours and provide an execution plan, including estimated completion time and staffing confirmation.

Provide daily updates during active disaster operations, covering task status, rare language recruitment progress, and potential challenges. Escalate issues to the COR immediately.

Designate emergency response leads to manage priority tasks, establish a clear chain of command, and enable real-time decision-making.

2.1.5 STAFFING AND RESOURCE MANAGEMENT

The contractor shall ensure sufficient staffing to meet translation demands.

2.1.6 LOCAL PRIORITY HIRING

The contractor shall prioritize hiring translators within the declared disaster area. If a local translator is unavailable, the contractor must immediately notify the COR.

3.0 Contractor Personnel

3.1 Qualified Personnel

The contractor shall provide personnel with the following qualifications:

Be at least 18 years old.

Hold a high school diploma or equivalent.

Be a U.S. citizen or lawful permanent resident.

3.2 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.2.1 PROJECT MANAGER AVAILABILITY

The project manager shall be available to the Contracting Officer Representative (COR) via telephone between the hours of 0800 and 0430 AKT, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 4 hours of notification.

4.0 Other Applicable Conditions

4.1 Organizational Conflict of Interest

The Contractor warrants that, to the best of its knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest, as defined in Federal Acquisition Regulation (FAR) Subpart 9.5, or that the Contractor has disclosed all such relevant information in writing to the Contracting Officer. This can include representation or advocacy on behalf of FEMA applicants or sub-grantees, or employment by FEMA applicants or sub-grantees.

The Contractor agrees that if an actual or potential organizational conflict of interest is discovered after award, the Contractor shall make a full disclosure in writing to the COR and Contracting Officer no later than three working days after discovery of the conflict. This disclosure shall include a description of actions that the Contractor has taken or proposes to take, after consultation with the Contracting Officer, to avoid, mitigate or neutralize the actual or potential conflict.

4.2 Security

Contractor shall comply with all security and training requirements outlined in DHS Security and Training Requirements for Contractors found at www.dhs.gov/dhs-security-and-training-requirements-contractors.

4.3 Period of Performance

The period of performance for this contract shall be a base period of 90 calendar days from the date of award and one 90-day option period.

4.4 Place of Performance

Work will be performed from the Contractor’s preferred location.

4.6 Travel

Travel is not required to support FEMA operations.

4.7 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 5 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, COR and External Affairs Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at a location to be determined or via teleconference.

http://www.dhs.gov/dhs-security-and-training-requirements-contractors

4.8 Progress Reports

The Project Manager shall provide a weekly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.9 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place via teleconference.

4.10 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.11 Protection of Information

Contractor access to information protected under the Privacy Act is required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.12 Intellectual Property

Interpretation services and products and all data first produced in the performance of this contract are subject to FAR 52.227-14 Rights in Data – General, unless otherwise specified.

4.13 Section 508 Compliance

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

http://www.access-board.gov/%20or%20at%20http:/www.section508.gov

5.0 Quality Assurance

5.1 Quality Control

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

The quality control program shall be delivered to the COR within 15 days after contract award. Thereafter quality and risk related discussions will be a part of the Monthly Status Report. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

5.2 Quality Assurance

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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).

6.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract.

7.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and will solicit feedback from survivors or other individuals who use translation services. The COR will provide the Contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 5 business days to review deliverables and make comments. The Contractor shall have 15 business days to make corrections and redeliver.

8.0 Government Terms & Definitions

Alaska Area Office (AAO) - FEMA Region 10 Office in Anchorage

Bethel Assistance Hub (BAH) – A centralized location in Bethel hosting disaster recovery resources and representatives from several agencies.

Contracting Officer (CO) – a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer. "Administrative contracting officer (ACO)" refers to a contracting officer who is administering contracts. "Termination contracting officer (TCO)" refers to a contracting officer who is settling terminated contracts. A single contracting officer may be responsible for duties in any or all of these areas.

Contracting Officer’s Representative (COR). An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

DHS - Department of Homeland Security

FCO – Federal Coordinating Officer

FEMA – Federal Emergency Management Agency

FEMA Alaska Call Center – a phone line established by FEMA to assist Alaska-based survivors with the FEMA Individual Assistance program.

Fully burdened – refers to the total cost of employing a worker, including wages, benefits, taxes, and all additional expenses beyond base pay. Proposed rates include all administrative costs.

Interpreter - A person who converts speech from one language to another.

Joint Field Office (JFO) – a temporary, multi-agency coordination center established to manage disaster recovery Anchorage location

State Emergency Operations Center (SEOC) – the central state facility where emergency responses are coordinated

Translator – a person who take written materials in source language and puts them in written form in the target language

8.0 Government Terms & Definitions