PWS Mongolia KQ26 Interpreters.docx

PERFORMANCE WORK STATEMENT (PWS)

Mongolia Interpreters

Part 1 General Information

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal service(s) contract to provide Base Life Support to US government personnel.

1.2 Background: US Forces consistently require Interpreter services in Mongolia. Interpretation service requirements are anticipated to continue.

1.3 Scope: The Contractor shall provide non-personal service(s). The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform services as described in the PWS and associated contract documents, except for those items specified in Part 3 Government Property and Services. The Contractor shall perform to the standards and acceptable quality levels identified in this PWS and associated contract documents.

1.3.1 Specific services for this Interpreters contract include, but are not limited to, oral interpretation and performance of basic administrative clerical work such as drafting correspondence, coordinating meetings, and research as required.

1.3.2 Due to the volatility of US Army Military Exercises and Operations, contractors must remain flexible to changes in the periods of performance, quantities, and potential for the addition/reduction of services within the general scope of the contract. Contractors will provide individual unit pricing in their quotes to facilitate these changes.

1.4 Objectives: The objective is to provide US Government personnel interpretation services.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): The contractor’s existing quality assurance system shall be utilized in accordance with FAR 12.208.

1.5.1.1 Reserved.

1.5.1.2 The Contractor shall inform the COR, if applicable, or Contract Specialist otherwise, of issues or potential issues that might affect the performance within two (2) hours of identifying those issues. Verbal reports shall be followed up by written reports within 1 day of discoverance of the issue.

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

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer.

1.5.3.2 Host Nation Holidays: Work shall be performed on local Host Nation holidays unless otherwise directed by the Contracting Officer.

1.5.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following.

1.5.4.1 Government Facility Office Hours: Reserved.

1.5.4.2 Government Facility Operating Hours: Reserved.

1.5.4.3 Contractor Support Hours: The Contractor shall maintain an adequate workforce at all times, 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 is essential. See Part 5 of the PWS for specifics; coordinate with the Contracting Officer Representative (COR), if applicable, for scheduling during contract performance.

1.5.4.3.1 Contractor Work Plan: Reserved.

1.5.5 Training Holidays: Reserved.

1.5.6 Place of Performance: The work under this Contract will be performed at any location in Mongolia as specified.

1.6 Security Requirements: The following information is provided on security related matters.

1.6.1 Security Program: Reserved.

1.6.2 Personnel Security Clearance Requirements: Reserved.

1.6.3 Installation Access: Access to U.S. and Host Nation installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to installations, buildings and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements. The Contractor is required to provide the name and copy of photo identification for all contractors conducting work on each camp within 1.5.6 Place of Performance above. Contractor will be required to show proof of identification before being granted access. Contractors are advised that badging for citizens/residents of certain countries is restricted or unavailable. Contractors must contact the Badging Office to obtain a list of restricted countries and any applicable waiver processes. The contractor is responsible for all required coordination with Mongolian military and authorities, to obtain base passes or Area Passes that provide appropriate access for their drivers and vehicles to military facilities. Should the contractor have difficulty obtaining the necessary passes, they must contact the Contracting Officer immediately.

1.6.3.1 Installation Pass Log: Reserved.

1.6.3.2 Individual Termination or Expiration of Employment: Reserved.

1.6.3.3 Contract Termination or Cancellation: Upon termination or cancellation of this contract, the Contractor shall collect all outstanding installation access passes, if applicable, and return them to the issuing office within 3 days.

1.6.3.4 Common Access Cards (CAC) and CAC Log: Reserved.

1.6.4 Background Checks: Reserved.

1.6.4.1 U.S. Citizen: Reserved.

1.6.4.2 Local Nationals and Third Country Nationals: Reference 1.24.1 for compliance with local laws.

1.6.5 Physical Security: The Contractor shall safeguard their own equipment without the assistance of the US Government.

1.6.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. The Contractor shall immediately report suspicious activities to security personnel.

1.7 Key Control: Reserved.

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.8.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.10 Key Personnel: The following personnel are considered key personnel by the Government: the contractor’s lead contract manager and/or site manager. Key personnel MUST be fluent in English in both spoken, listening, and written form.

1.11 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports, produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12.1 Reserved.

1.12.2 Reserved.

1.13 Contractor Travel: Any contractor travel is done so at the expense of the contractor.

1.14 Other Direct Costs (ODCs): Reserved.

1.15 Data Rights: Reserved.

1.16 Non-Disclosure Requirements: Reserved.

1.17 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management operations Center and contained at www.dimoc.mil/resources/limitations/ , the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.18 Non-Disclosure Statements: Reserved.

1.19 Organizational Conflict of Interest (OCI): Reserved.

1.20 Phase In /Phase Out Period: Reserved.

1.21 Safety: The following provides information pertaining to Safety and Accident Prevention:

All contracted personnel shall comply with the Army Safety Program AR 385-10 and DA PAM 385-10. The contractor shall ensure that each employee is equipped with U.S. and Host Nation Safety equipment including but not limited to: protective clothing, eye protection and hearing protection in accordance with (IAW) Occupational Safety & Health Administration (OSHA) Code of Federal Regulations (CFR) Title 29 Part 1910 (OCCUPATIONAL SAFETY AND HEALTH STANDARDS). They must adhere to any additional Host Nation standards imposed on the contractor that are in addition to the U.S. standards listed in the CFR above.

1.21.1 Safety Laws and Regulations: The Contractor shall comply with FAR 52.236-13, Accident Prevention (November 1991), the references contained therein, as well as all applicable Host Nation Safety Laws and Regulations.

1.22 Environmental Compliance: The contract shall adhere to all host nation environmental laws, to include, but not limited to, the proper disposal of hazardous materials.

1.22.1 Environmental Compliance Plan and Program: Reserved.

1.23 Required Training: Reserved.

1.24 Responsibilities: The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as specified in this Contract and under the direction of the Contracting Officer (KO).

1.24.1 Work Responsibility: The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Contractor shall conduct work in accordance with this PWS and all applicable United States (U.S.), Mongolian, and local laws, regulations, standards, provisions, and directives to include applicable publications in Part 5. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents. Some services under this Contract may be performed at designated facilities, or portions of installations, by in-house Government personnel or by other contractors.

1.24.2 Administrative Responsibility: The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Contractor shall also maintain accurate and complete records, files, and libraries of documents to include all U.S., Mongolian, and local regulations, standards, provisions, codes, laws, technical manuals, and manufacturers’ instructions and recommendations that are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified by the Deliverable Schedule.

1.25 Liability: The U.S. Government accepts no liability for the actions of the Contractor or his employees and/or agents.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Contracting Officer – means a person with the 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.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means 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.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract

Government Property - means all property owned or leased by the Government. Government property includes both Government-furnished and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Property Administrator - means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

High Level Objective (HLO) – means a key overarching result-based objective for a project necessary to achieve the project’s vision. HLOs are similar to Level 2 in a Work Breakdown Structure. Each HLO may contain several statements to flesh out the areas necessary to meet the objective.

Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however, they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

USAG United States Army Garrison

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services:

The contractor is solely responsible to provide the necessary services, facilities, utilites, equipment, and so forth in order to meet the requirements in this contract.

3.1 Services: N/A

3.2 Facilities: N/A

3.3 Utilities: N/A

3.4 Equipment: N/A

3.5 Special Tooling and Test Equipment: N/A

3.6 Materials: N/A

3.7 Training: N/A

3.8 Common Access Cards (CAC): N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform services as described in the PWS and associated contract documents, except for those items specified in Part 3 Government Property and Services.

4.2 Secret Facility Clearance: Reference paragraph 4.1.

4.3 Materials: Reference paragraph 4.1.

4.4 Vehicles and Equipment: Reference paragraph 4.1.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide Interpretation Services.

5.2 Tasks: Tasks consist of the following sub paragraphs. The personnel that may be used to provide the required service includes, but is not limited to, the examples shown below for each task. The contractor may provide an alternative solution that meets the requirements. The contractors are encouraged to provide the most efficient and cost-effective solution.

5.2.1 Interpreters: The Contractor shall provide Simultaneous Interpreter Services throughout Mongolia as specified on the Order Form.

(a) Verbal Interpretation. Contractor shall provide twenty-three (23) Simultaneous Interpreters Services that are capable of verbal and written communication in Mongolian to English language and vice versa.

(b) Topics to Be Discussed. Basic interpreter: interpreters, duties. English to Mongolian, Mongolian to English; oral fluency. Interpreters should have a basic understanding of the military and be able to express logistical requirements. Provide oral interpretation and perform basic administrative clerical work such as drafting correspondence, coordinating meetings, and research as required. Interpreters will be expected to translate discussions between U.S. and Mongolian military during training and briefings. May include interaction with vendors, contractors, delivery and hotel personnel. Able to work for twelve (12) hours a day, seven (7) days per week and may work on official Mongolian holidays. May require travel (US unit provides transportation) outside local area but will not require overnight stay outside local area.

(c) Specialized translator/interpreter (tactical) Interpreter, duties. English to Mongolian, Mongolian to English; oral fluency. Provide oral interpretation and perform basic military tactical and administrative clerical work such as drafting correspondence, coordinating meetings, and research as required. Translator/interpreters will be expected to translate discussions between U.S. and Mongolia military during training. Translator/interpreters will be expected to follow units through training lanes and must be able to conduct field operations. Able to work for twelve (12) hours a day, seven (7) days per week and may work on official Mongolian holidays. May require travel (US unit provides transportation) outside local area but will not require overnight stay outside local area.

(d) Specialized translator/interpreter (medical) Interpreter, duties. English to Mongolian, Mongolian to English; oral fluency. Provide oral interpretation and perform basic medical and administrative clerical work such as drafting correspondence, coordinating meetings, and research as required. Translator/interpreters will be expected to translate discussions between U.S. and Mongolian military during medical training. Translator/interpreters will be expected to follow units through medical training lanes. Able to work for twelve (12) hours a day, seven (7) days per week and may work on official Mongolian holidays. May require travel (US unit provides transportation) outside local area but will not require overnight stay outside local area.

(e) Description of Responsibility. The Contractor shall monitor live audio conversations/dialogue and simultaneously interpret upon the direction of Contract Officer Representative or government point of contact; all work product, including recordings, transcripts, and other documents are completed in accordance with this PWS and are property of the U.S. Government. The English = Mongolian presentations will vary in complexity due to the language spoken and the rapidity of conversations during the large group discussion. All discussions will occur within a single room as one large group. Small group discussions utilizing Break Out Rooms will not be conducted. The workload will move from simple to complex. Work requires the application of experience and skill in translating/interpreting, transcribing and documenting conversation. The Contractor shall analyze source conversations necessary, to accurately document conversations and activities. The Contractor(s) will may be required to perform written translation services as part of the contract.

(f) Preparation. Upon award of the contract, the U.S. Government will provide the Contractor with written copies of all the presentations to be discussed ahead of when needed for the Contractor to become familiar with the material and ask questions of the Requiring Activity. The Contractor shall be prepared to conduct rehearsals of the discussions on date specified per the Order Form . The Contractor shall ensure personnel and interpretation equipment is set up and functioning normally no less than 30 minutes prior to beginning performance stated.

(h) SPECIFIC TRAVEL. Contractors are responsible for their own travel and living accommodations while supporting the contract. The Contractor is responsible for providing the required logistics support (transportation, food, lodging, etc.) for the duration of the contract while ensuring that all interpreter personnel are in the correct locations at the designated times.

(i) SIMULTANEOUS INTERPETER QUALIFICATIONS:

The Simultaneous Interpreter(s) identified shall have obtained an industry recognized certification that proves they possess the language proficiency to satisfactorily support the resulting contract. The Simultaneous Interpreter(s) shall have experience providing simultaneous interpretation services between English and Mongolian native speakers. This interpreter shall possess the skills to quickly and effectively translate between Mongolian/English & English/Mongolian in a large group setting while discussing one or more topics.

(k) PRE-PERFORMANCE COORDINATION: Upon receipt of the contract, the Contractor will be provided with the U.S. Government Point of Contact list by the Contracting Officer. Prior to the beginning of the contract, the Contractor shall contact the identified U.S. Government point of contract to discuss exercise specific terms and language to better prepare them to support the requirement.

(l) PERFORMANCE STANDARDS.

(m) The requirement Contractor error rate for work product shall not exceed more than 1% of the total conversations. The Contractor may be required to provide corrections for excessive error rates at no additional cost to the Government, as determined by the designated U.S. Government Representative. The Contractor shall meet or exceed the quality requirements specified in Section 13 “Performance Requirement Summary”.

5.3 Servicing, Maintenance, and Security: The following paragraphs are applicable to all services described in this PWS.

5.3.1 Contractor is responsible of furnishing all materials, labor, management, supervision, tools, components, supplies, services and equipment necessary to deliver, set-up, install, perform daily services, and remove the equipment required for services. All services are for 24 hours a day unless otherwise specified in the Order Form. The contractor shall ensure equipment is safe, serviceable, and ready for use 24hrs per day, unless otherwise specified.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions): The following publications, manuals, regulations, etc. are mentioned in this PWS and are listed below.

AUG 23