PWS_ASL_052220.pdf

PERFORMANCE WORK STATEMENT

American Sign Language (ASL) Interpreter Services

Department of Defense Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

Sign Language Interpreter Services

1. General Information and Scope of Work.

1.1 The Department of Defense Education Activity (DoDEA) serves the dependents of military and civilian employees by providing PK-12 instruction to approximately 72,000 students. DoDEA is divided into eight districts that administer 163 brick-and-mortar schools. The Americas’ Southeast and Mid-Atlantic districts have 51 schools in seven states and Puerto Rico, Cuba. Europe’s South, East, and West districts have 65 schools in England, Germany, Italy, Belgium, Netherlands, Spain, Turkey, and Bahrain. The Pacific’s West, East, and South districts have 47 schools in Korea, Japan

(mainland and Okinawa). DoDEA also operates a Virtual High School with its main office in

Virginia and teaching hubs in Germany and Okinawa.

1.2 DoDEA requires American Sign Language (ASL) interpreting services from certified and qualified skilled sign language interpreters to meet the requirements of Title 1 of the Americans with

Disabilities Act of 1990 and the Rehabilitation Act of 1973. Services will provide reasonable accommodation necessary to meet the needs of Deaf and Hard of Hearing Federal Employees within the agency. Additionally, the need for certified and qualified sign language interpreters knowledgeable in subject matters such as legal, Equal Employment Opportunity (EEO), Mediation, Human Resources, Financials, and Information Technology is ideal. The required interpreting service is essential during assignments, meetings, conferences, training activities, one-on-one interactions, and any other work-related activities requiring communication.

2. Requirement (Objective).

2.1 ASL Interpreting Service

The objective of an ASL interpreting service is to assist deaf and hearing-impaired employees at the

DoDEA Headquarters located at the Mark Center, in Alexandria VA, or at a location within the

National Capital Region (NCR). The Contractor shall provide certified interpreters, and all interpreters must possess the appropriate level of expertise in ASL to communicate with the deaf or hard of hearing employees and be skilled in subject matters outside routine meetings. Such subjects may include Legal, EEO, Mediation, Human Resources, Financials, Education, and Information

Technology.

2.1.1 The Contractor must possess national certification. The Minimum level of ASL certification accepted is Certified Generalist with five (5) years documented/submitted performance at a satisfactory level or above. All Certifications must be current and made available at the kick-off meeting with the Government. The Contractor will ensure all certification information is on file, updated and or renewed, and made available to the

DoDEA Contracting Officer and or the EEO Office upon request. Certification documents will become part of the official contract file. Consideration will not be given to non-certified or non-qualified interpreters. The Contractor shall submit a complete and thorough professional portfolio of their services after award.

2.1.2 The Contractor shall provide ASL interpreter services for DoDEA events, which may include any organized or supported functions, such as mediations, DoDEA All Hands meetings, holiday parties, and agency picnics.

2.1.3 The sign language interpreters will report to the Mark Center, 4800 Mark Center Drive, Alexandria, VA 22350 or to another local venue in the NCR, to include the Pentagon.

The Contracting Officer’s Representative (COR) will provide names of Division Point of

Contact (POC) at the kick-off meeting.

The list of divisions is below. Not all divisions listed currently require frequent ASL interpreter services, those marked with an asterisk (*) require immediate need:

Communications Division*

Education Division

Diversity Management Division

Executive Division

Plans, Policy & Legislation Division

Human Resources Division*

Resource Management Division*

Safety & Security Division

Procurement Division

Logistics Division

General Counsel Division

Information Technology Division

2.1.4 The Contractor shall provide an interpreter(s) contact information to the COR at least 48 hours (2 days) before all scheduled event(s). Contact information should include interpreter(s) name, cell phone contact number, to ensure Interpreter (s) may be contacted directly in case of inclement weather or an emergency.

2.1.5 Additional Requirement Details and Guidance

2.1.5.1 Maintain an adequate workforce for the uninterrupted performance of all tasks defined within this Performance Work Statement (PWS).

2.1.5.2 Provide on-site primary and secondary English speaking and Sign Language interpreters who interpreters that are skilled and specialized in terminology regarding subject matters including Legal, EEO mediation, Education, and IT sign language interpreting.

2.1.5.3 Provide available sign language interpreters who can voice interpret when a deaf or hard of hearing person’s speech is not easily understood.

2.1.5.4 Provide interpreters who can imitate nuances, tone information, inflection, and the spirit of the speaker’s voice to enable the deaf or hard of hearing person communicate and receive messages fully.

2.1.5.5 When dealing with complicated concepts, idioms, and other nuances, interpreters must be able to select, highlight, and abstract with context.

2.1.5.6 Interpret phone calls: The interpreters must know how to use Telecommunications

Devices for the Deaf (TDD), and other forms of specialized or computerized communications, such as Z70 Video Phone and UbiDuo.

2.1.5.7 Interpret and maintain the confidentiality of personal sessions of a sensitive nature.

2.1.5.8 Contact COR or assigned division POC within 24 hours of services being rendered for approval authority when a substitute interpreter is provided, or when there are any other issues or concerns of an assignment.

2.1.5.9 Interpreter services required in the following settings:

All Hands meetings

Staff meetings

General on-site training

Professional Growth training

Conferences

Investigation

Awards

Grievance hearings

Technical terminology (computers)

Classified meetings

Social gatherings and functions (Christmas, Summer agency events)

One-on-one, supervisor, and employee performance review

2.1.5.10 Develop, implement, and maintain “Customer Satisfaction Feedback” surveys from individual deaf or hard of hearing employee on the same day of the service. The feedback should capture quality assurance standards and objectives per the PWS. The

Contractor must also provide the survey results within five days of survey completion.

Performance Standards and Acceptable Quality Levels

The following applies to Objective 1:

Performance Standard (PS 1) – Tasks and deliverables will be completed by the required date and time of the assigned task. Certified and qualified interpreters will complete functions under the

Government’s scheduled date and time requested.

Acceptable Quality Level (AQL 1) – 100 % of tasks will be completed by the required completion date and time

3. Constraints.

3.1. Contractors should allow adequate time to gain access to the Mark Center or other locations specified within the NCR. Recommended lead time to gain access into the Mark Center could take one and one-half hour (90 minutes) to two hours depending on the volume of visitors

3.1.1. Contractor employee personal travel accommodations are to be coordinated independently, and not at the Government’s expense.

3.1.2. As of March 2020, under the Department of Defense guidelines, access to the Mark

Center and other NCR locations are limited due to the coronavirus pandemic. Additional day(s) are required to process building clearance. Thus, the contractors shall provide pertinent information (i.e., full name, telephone number, date of birth, license driver, etc.)

at a specified time to the COR.

3.2 Security Requirements:

3.2.1 Background investigation required for access to DoDEA and all areas within the Mark

Center.

3.2.2 The COR will provide the Contractor with the appropriate guidance to obtain building access for contractor employees before the start of work under this contract. The direction will include information concerning pre-registration for ongoing access and requirements for infrequent access.

3.2.3 Each Contractor must be able to provide two forms of identification before or at the time of registration. One identification must have the bearer’s social security number, such as a social security card, and the other must be a picture identification, i.e., driver’s license.

3.2.4 The Contractor shall begin completing the background investigative documentation two days after award to ensure all of their employees cleared and authorized access to the

Mark Center.

3.3 Parking is NOT available at the Mark Center – The Contractors shall make their transportation arrangements (public or driving) as well as parking arrangements. The parking cost is at the Contractor’s expense.

3.4 Work Hours

3.4.1 The Contractor is required to be in place 30 minutes in advance of service at the designated time and location to support the employee. The Contractor is to be notified by the Government of date, time, place, no less than 72 hours (3 days) in advance of the requirement.

3.4.2 The standard workweek for DoDEA employees is Monday through Friday from 8:00-

4:30 except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must maintain an adequate workforce at all times for the uninterrupted performance defined within the PWS at all times when the Government is in operation.

3.4.3 The listing of recognized Federal Holidays are below:

New Year’s Day

Presidential Inauguration Day (Metropolitan DC area)

Martin Luther King, Jr. Birthday

Presidents Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

3.4.4 The COR shall provide 72 business hours (3 days) notice before the scheduled arrival notice for necessary cancellations. In an event the COR cannot cancel the service within

72 hours, the Government will reimburse the Contractor for the time of the scheduled services, not to exceed two (2) hours.

3.4.5 The Contractor shall provide at least 8 hours’ notice to COR of emergency changes to primary and secondary contractor arrival. The Contractor shall provide two (2) business days’ notice to COR when there is an assignment of a substitute (non-primary and non-secondary) contractor for scheduled hours in nonemergency status.

3.4.6 In the event of inclement weather that causes closures, delayed openings or early closures, the Contractor shall keep up-to-date with the local news stations as well as the

Office of Personnel Management (OPM) to monitor these changes. It shall be the

Contractor’s responsibility to check with the COR or appropriate POC to ensure his or her services are required for that day and at what time to confirm DoDEA’s need is still valid.

3.4.7 For short-notice interpreting service requested less than 72 hours (3 business days), the

Contractor shall provide a rate.

3.5 The COR must designate POCs from each Division to assist with the management of these requirements. The COR must notify the Contractor and provide the secondary POCs information in the event the COR is unavailable. The Contractor shall work with designees to fulfill the requirements of the contract. The designee will schedule the Contractor, track hours worked, retain a copy of the survey developed by the Contractor to track performance, and review/approve the invoice. For any concerns regarding the scope of the requirement or price, the Contractor shall not perform the duty in question and shall contact the Contracting Officer immediately.

3.6 Documentation of Assignments: The COR and the Contractor shall document all assignment(s) using the format below:

a) The date and time of assignment(s)

b) The length of the assignment(s)

c) Address and Phone Number(s) of the assignment site(s)

d) Names of all parties involved

e) Name of contact person(s)

f) The type of requirement(s)

g) The type of assignment(s)

h) If canceled within 24 business hours

i) Billing Information

j) The Contractor shall then invoice the Government only for the total time worked and in 15 minutes increments after the first 2-hour time period

4. Government-Furnished Resources.

4.1 The Contractor personnel performing duties will be provided Government-furnished resources, if applicable, to include workstations and printers and appropriate assistive technology, including but not limited to Z70 Video Phone and UbiDuo, required or utilized by deaf or hard of hearing employees. Per the DODEA policy, personally owned workstations, laptop computers, software, and printers, including computers connected via VPN, will not be connected to the DODEA IT Network or allowed in the contractor workspace. This prohibition is a security requirement to protect the

DODEA from the spread of malicious logic (viruses and Trojan horse programs) and to protect controlled, unclassified information (CUI) from being compromised.

4.2 Government-furnished information, if applicable (GFI), will be provided to the contractors. The

Contractor will have access to any technical information deemed appropriate to facilitate their performance requirements. The Contractor personnel is required to follow DODEA’s defined processes, procedures, and practices when applicable.

5. Facilities:

5.1 The Government will provide the Contractor ample workspaces if required within DODEA

Headquarters during performing sign language interpreter services at the following location facility:

DoDEA Headquarters

4800 Mark Center Drive

Alexandria, VA 22311

6. Contract Deliverables.

The Contractor shall provide a monthly activity report to the COR within five (5) working days after the end of each month. At a minimum, the report shall contain a description of all significant activities completed during the month and hours worked. Any problems encountered including follow-on mitigation or escalation actions taken, products and services delivered during the month, and a brief synopsis of the projects to be worked in the upcoming month. It should also include feedback from the

“Customer Satisfaction Feedback” surveys.

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

Milestone/

Deliverable

Format Number

Copies

PWS

Reference

Planned

Frequency

Submit

To

Kick-off Meeting Tele-conference or In-Person as requested by

COR

N/A N/A Kick-off

Meeting within five (5) days after the award date

COR

Customer

Satisfaction Survey

Form

Word One (1) 2.2 15 days after the award date

COR

Kick-Off Meeting

Reports

Word Two (2)

N/A

Three days after the award date

COR

Monthly Report Word Two (2) 6.0 Five days after each month

COR

Calendar of Events or Milestones

Word Two (2) Task 9, 3.4.3

Five (5) days after the award date

COR

Certification PDF via email One (1) 2.2 Immediately after the award date

COR

Survey Results Via email N/A 2.1 Task 10 Five (5) after form completion

COR

Invoice plus

Supporting

Documents via WAWF N/A 10.0 Monthly WAWF, COR

Contractor

Manpower

Reporting via www.ecmra.mil

N/A

(Database driven)

11.0 Shall complete

report no later than October

31st of each calendar year

COR

Quality Control

Plan

Word One (1) Quality Control

Plan due 30 business days after award

COR

http://www.ecmra.mil/

7. Performance Requirement Summary (PRS).

8. Quality Assurance Surveillance Plan (QASP)

8.1 The Government will utilize a QASP to monitor the Contractor’s performance on the contract.

The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to edit the QASP at the Government’s discretion unilaterally.

8.2 The Government requires a Quality Control Plan due within 30 days after award date.

Performance

Objective

Performance

Standard

AQL Inspection Method

Contractor or

Interpreter arrives on time to work, meetings, and scheduled translation events

Be at site at least 30 minutes prior to the start of the meeting

100% of service shall be provided no later than the scheduled time and date of the event

The inspection of this task is 100% through

COR

Contractor shall provide one primary interpreter and an alternate to ensure consistency and continuity of services

Utilization of the primary interpreter at

100% of the meetings without the alternate utilized unless the primary is not available

Substitutes may not be used to cover both primary and alternate during the same session.

The inspection of this task is 100% through

COR.

Contractor shall provide clear and valid

ASL interpreting services

No more than two validated customer complaints. In an event the Contractor is unable to translate for a particular client due to numerous reasons. The

Contractor shall state those reasons via email to the COR.

No more than two complaints directly related to incomprehensible or erroneous interpreting services

The inspection of this task is 100% through

COR and the Customer

Feedback Form Survey

Contractor shall provide an accurate, timely invoice for services through

WAWF and contract terms and conditions.

All tasks completed within the required timeline and error-free

100% accurate within

15 days after providing services.

Periodic surveillance through observation, monthly reports, review and approval of invoice.

9. Electronic Submission of Payment Request.

Submit all invoices in accordance with the Defense Federal Acquisition Regulations System (DFARS)

252.232-7003 using the Wide Area WorkFlow (WAWF) online database system. Invoices must identify the work completed. Passage of time is not an acceptable measure for payment. To become a registered user, go to https://wawf.eb.mil.

WAWF training is available through http://wawftraining.com/.

Invoice Reviewer/Acceptor: Ms. Donna Walton

Disability Program Manager, Diversity Management & Equal Opportunity Department of

Education Activity, Donna.Walton@HQ.DoDea.edu

10. CONTRACTOR MANPOWER REPORTING REQUIREMENTS

10.1 The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for the performance of services provided under this contract for the Department of

Defense Education Activity (DoDEA) via a secure data collection site. The Contractor is required to fill in all required data fields using the following web address:

https://ecmra.mil/Login.aspx.

10.2 Reporting inputs will be for the labor executed during the period of performance during each

Government fiscal year (FY), which runs October 1st through September 30th. While inputs may be reported any time during the FY, all data must be reported no later than October 31st of each calendar year. Contractors may direct questions to the help desk at:

DoD.ECMRA.Support.Desk@mail.mil.

11. Acronyms and Definitions.

ASL American Sign Language

AQL Acceptable Quality Level

COR Contracting Officer Representative

DoDEA Department of Defense Education Activity

EEO Equal Opportunity Employment

NCR National Capital Region

OPM Office of Personnel Management

PRS Performance Requirement Summary

QASP Quality Assurance Surveillance Plan https://wawf.eb.mil/ http://wawftraining.com/ mailto:Donna.Walton@HQ.DoDea.edu https://ecmra.mil/Login.aspx mailto:DoD.ECMRA.Support.Desk@mail.mil