PWS.pdf

1. General: This is a non-personnel services contract to provide American Sign Language (ASL) interpreting at United States Army Medical Department Activity, Fort Stewart, GA/Hunter Army Airfield (USAMEDDAC, FSGA/HAAF). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. 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, supplies, transportation, supervision, and other items and non-personal services necessary to perform the ASL interpreting services as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: A Government employee of the USAMEDDAC, FSGA/HAAF is hearing impaired and requires a Certified ASL interpreter for command and departmental gatherings, trainings and meetings with central speakers, communicating with supervisors, managers, and other department heads, and other town hall style meetings. The employee works in an administrative/clerical role with no medical sign language interpreting needed.

1.3. Scope: The Contractor shall provide ASL interpreting services for a hearing impaired employee at USAMEDDAC, FSGA/HAAF. ASL interpreters provided by the Contractor shall be certified by the Registry of Interpreters for the Deaf (RID). Interpreting sessions will be scheduled at a minimum of two hour sessions, an average of twice a month. Additional hours will be billed in one hour increments.

Cancellations will be made at a minimum of 48 hours in advance of the scheduled session. Cancellations within 48 hours will be billed at the standard two hour session rate.

1.4. Period of Performance: The period of performance shall be for one Base Year of 12 months and four 12-month option years. The Period of Performance is specified under DELIVERY INFORMATION.

1.5. General Information

1.5.1. Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:30 am through 4:30 pm Monday thru Friday 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 at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.2. Place of Performance: Work shall be performed at USAMEDDAC, FSGA/HAAF.

1.5.3. Quality Control Program (QCP): 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.

1.5.4. 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). The Contracting Officer (KO) will advise the Contractor in writing when discrepancies occur, and will request corrective action.

1.5.5. Standards: Acceptable measures include:

• No more than 2 substantiated complaints per year

• No cancellations without a qualified replacement

1.5.6. Type of Contract: The Government will award a Firm Fixed Price Contract.

1.5.7. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award. The Contractor shall report immediately to the KO or COR any suspected, alleged, or actual criminal incidents IAW DLAI 5105, Reporting of Criminal Incidents.

1.5.8. Contractor and all associated sub-contractor employees shall comply with applicable Installation, facility, and area Commander’s local access and security policies and procedures. If required by this contract, the contractor shall also provide all information for background checks to meet Installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or Installation change, the Government may require changes in contractor security matters or processes.

1.5.9. Physical Security: The Contractor shall safeguard all Government equipment, information and property provided for Contractor use. Contractor shall maintain a physical security checklist/log which will be forwarded to the COR on a monthly or quarterly basis. The contractor shall be financially responsible for the replacement of any lost or damaged Government property and shall be reported to the issuing party, Department Chief, or COR immediately upon recognition of the loss. No unauthorized personnel shall be allowed entry into the locked area.

1.6. Interpreter Certification: The Contractor shall ensure that all ASL interpreters are Registry of Interpreters for the Deaf (RID) Certified. The Contractor shall furnish proof of certification(s) to the Contracting Officer and COR within 5 calendar days after award. At a minimum, interpreters must be certified with the following RID certificates: National Interpreter Certification (NIC) or the National Associate of the Deaf (NAD) equivalent certification.

1.7. 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 Subpart 42.5. The contracting officer, Contracting Officers 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 will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government. Post award and progress meetings may be held telephonically.

1.8. 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 requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning aspects of the contract: issue written interpretations of requirements, 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.

The COR is not authorized to change any of the terms and conditions of the contract.

1.9. Key Personnel: The contractor shall designate in writing a contract manager who shall be responsible for the performance of the work. The name and contact number of this person shall be provided to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the operation of this contract. The contract manager or alternate shall be available by phone during normal business hours.

1.9.1 Interpreters: The contractor shall ensure the interpreters performing ASL interpreting are fully qualified and certified in accordance with paragraph 1.6 of this PWS. Interpreters dress shall reflect, at a minimum, business casual attire. The interpreter may serve as the contract manager if appointed by the contractor. No more than three (3) interpreters should be assigned to work on this contract within any six

(6) month period.

1.10. Access to Fort Stewart and Hunter Army Airfield: Contractor employees or employees of subcontractors shall have proper state registration, proof of insurance, and a valid driver's license to operate privately owned vehicles (POV) on the post. All vehicles and personnel are subject to search and seizure of contraband or unauthorized Government property. Contractor vehicles (contractor-owned and personal), Contractor employees, and their personal property shall be subject to searches upon entering or leaving the installation. The search and seizure provisions of AR 190-22 shall apply to contractor personnel entering or leaving Fort Stewart and Hunter Army Airfield. Current requirements may change when dictated by security conditions. Additional access control requirements can be found at:

http://www.stewart.army.mil/info/?id=463&p=0.

1.11. All contractor employees working under this contract are required to complete Health Insurance Portability and Accountability Act (HIPAA) and Anti-Terrorism / Operational Security (AT/OPSEC) Training prior to in-processing and annually at the following sites:

HIPAA: https://mhslearn.csd.disa.mil

AT Level I: http://jko.jten.mil/courses/atl1/launch.html

The contractor shall submit certificates of completion for each contractor employee to the COR. Prior to that employee performing services on the Government site. A Hospital badge will be issued during the first paid session, however, .training shall be completed prior to the first session at the contractor’s expense.

2. DEFINITIONS AND ACRONYMS:

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 administer 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. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

https://mhslearn.csd.disa.mil/ http://jko.jten.mil/courses/atl1/launch.html

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. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

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

2.1.11. SUBCONTRACTOR: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2. Acronyms

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control TE Technical Exhibit

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. ID Badge: The Government will provide a photo identification badge to each contract personnel. The employees of the Contractor will be required to wear the Government-provided photo identification badge on the left front above the waist of outer clothing. Badges must be clearly visible to patients and staff.

3.2 The Government furnished identification badge, and vehicle registration decals are the property of the Government. Contractor’s are responsible to ensure that contract personnel safeguard and return all

Government issued identification and installation access permits prior to their last work day under the contract.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment and services required to perform work under this contract that are not listed under Section 3 of this PWS.

5. SPECIFIC TASKS:

5.1. Scheduled American Sign Language Sessions: ASL interpreter sessions shall be scheduled 14 days in advance and shall be scheduled for two hours. Sessions shall be invoiced against contract line item ASL INTERPRETER SERVICE. The session price shall include all expenses including travel. It is anticipated that there will be 2 sessions per month but this projection could fluctuate. The Government shall only pay for services performed.

5.2. Additional Session Hours: Should a sessions exceed two hours the contractor may invoice for this additional time in half hour increments against contract line item ADDITIONAL SESSION HOURS.

Additional time will be invoiced and rounded to the next higher half hour (i.e. a session of 2 hours and 15 minutes will be invoiced as 1 session and .5 additional hours). The additional hours are added as a contingency and shall only be used as necessary with COR concurrence. The Government does not anticipate many session exceeding 2 hours and does not anticipate any session to require continuous interpretation without intermittent breaks.

5.3. Cancellations: Cancellations shall be made at a minimum of 48 hours prior to the scheduled session.

If the cancellation occurs within 48 hours of the scheduled session, the contractor may invoice for a cancelation fee. This fee may not be greater than the cost of one session. Cancellation charges shall be invoiced against the contract line item CANCELLATION FEE. The cancellation fee is included as a contingency and shall be invoiced if a cancellation is made less than 48 hours prior to the scheduled session. Timely notification will be determined based on the hours of operation defined in 1.5.1, therefore, 48 hours will be the equivalent of two business days.

5.4. Sign In/Sign Out: The U.S. Government reserves the right to review hours worked by the contract service providers as part of its quality assurance surveillance program not only by implementing sign in/sign-out procedure. It shall be the Contractor’s responsibility to verify the hours worked by the contract employee.

5.4.1. If required, Sign In/Sign Out sheets shall be turned in to the department Chief or designated representative at the end of each session.

5.5. Contractor Manpower Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data;

(5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

5.6. Applicable Publications (Current Editions): The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

NUMBER DESCRIPTION

AR 40-4 Army Medical Department Facilities/Activities AR 40-66 Medical Records Administration AR 340-21 The Army Privacy Program AR 380-5 Department of Army Information Security Program AR 380-53 Information Systems Security Monitoring AR 190-51 The Army Physical Security Program AR 310-25 Dictionary of U.S. Army Terms DoDD 5200.2 DoD Personal Security FM 3-19.30 Physical Security Title 29, CFR Occupational Safety and Health Standards