PWS-Tunisia NDI Interpretation 1 Feb 2023.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

FOR

SIMULTANEOUS INTERPRETATION SERVICES

TUNISIA NDI SEMINAR

February 1, 2023

1. Purpose: This Performance Work Statement (PWS) details the tasks required for

Simultaneous Interpretation Services for the Near East South Asia (NESA) Center for Strategic

Studies. NESA’s mission is to enhance stability in the Near East and in South Asia by providing an academic environment where strategic issues can be addressed, understanding deepened, partnerships fostered, defense related decision-making improved, and cooperation strengthened among military and civilian leaders from the region and the United States.

2. Background: NESA, an element of the Defense Security Cooperation Agency (DSCA), is responsible for developing civilian and military specialists from the region of the Near East and in South Asia by providing professional seminars designed to meet the needs of mid-to-upper level military and civilian officials in the national security policy and strategy planning divisions of regional governments, to include but not limited to the Ministry of Interior; General

Headquarters; Ministry of Defense; Ministry of Foreign Affairs and Foreign Police Force.

3. Period of Performance: March 6, 2023 through March 14, 2023

4. SCOPE: The Contractor shall provide a 7 day Simultaneous Interpretation Services for the

Tunisia National Democratic Institute (NDI) Seminar hosted in the D.C. Metropolitan area.

The NESA Center requires expert language interpretation, interpretation equipment, on-side support and translation services into and from English/French and English/Arabic.

5. Approach:

The Contractor shall provide interpretation and on-site support in accordance with PWS at the specified Hotel Location within the Arlington, VA. The Contractor shall provide support according to the below setup configurations.

An on-site technician will be required from 6 March - 14 March 2023 to operate, trouble-shoot, set-up, and repair any problems with the equipment.

Plenary Room-Hotel will require (2 Transmitters, 65 Headsets and Receivers), 2 languages, (1 Full booth) for setup on Monday 6 March to be completed no later than (NLT) 1:00 PM

(EST). Minimum 68 microphones, 65 Portable Receivers and headsets will be needed to complete this contract. Headsets and receivers and must be compatible to the Williams sound

IC-2 system; 65 portable receivers with carrying case and 2 transmitters due at the hotel by

7 March for use 8 March 2023.

EQUIPMENT REQUIRED

SERVICE QUANTITY

Lecture Hall

Headsets/Receivers

65 each

To Support simultaneous and ZOOM Support for sessions.

1 Laptop in Interpretation Booth

Lecture Hall

(1 Full Booth)

(Plenary)

Microphones Installed per room

1 Booth

68 microphones -1 per person based on social distancing requirements to include panel speakers and podium

Also require 2 lapel microphone with a backup

Portable devices for outside visits to be delivered by 7

March for 8 March 2023

65 headsets

65 receivers

2 transmitters with carrying case with wheels

SERVICE QUANTITY

Plenary-Hotel

Headsets/Receivers

65 each

Plenary-Hotel 2 Transmitters

Plenary-Hotel

1 Full size Booth

Microphones Installed

Plenary room

Microphones

2 Lapel Mics

65 Headsets with receivers

Portable devices for outside visits:

Army Navy Club-welcome luncheon- 8 March

65 headsets with receivers

2 transmitters with carrying case

6. Task:

Task 1: Simultaneous Interpreters

The Technical Point of Contact (TPC) or Contracting Officer (CO) will define changes or adjustments in the “Language Agenda” to be provided to the contracted Program Manager (PM) within 24 hours of the seminar. The Contractor will assign two (2) interpreter who speaks both languages English/French and English/Arabic.

Seminars and sessions require continuous effort. Sessions requiring interpreters usually begin at 08:30 AM and last until 1530 PM (times subject to change) depending on daily schedule with two (2) 15-minute breaks or one hour will be given for lunch. The TPC reserves the right to make changes or adjustments to the actual start time of the workday within 24 hours of the seminar. The Contractor is to ensure that interpreters are dressed in “business attire,” business attire includes: collared shirt with tie along with dress pants/trousers. Jeans, athletic gear, and or tennis shoes are not permitted to be worn during work hours.

Minimum Acceptability Standards

The Contractor will ensure that all interpreters possess a bachelor’s degree, Political

Science preferred. The Contractor shall submit copies of resumes of all interpreters selected to service this contract at the time of proposal submission.

Types of certifications includes (a court interpreter, through the Department of State conference or seminar interpreter test, examination or accreditation as an interpreter from a school of languages and linguistics or American Translators Association (ATA). The

Contractor shall submit copies of all certifications at the time of proposal submission.

Advanced Certification is preferred.

Simultaneous Interpreters must have a minimum of 3 years of professional/formal simultaneous interpreting experience in conferences and seminars or court system

(or similar setting).

Interpreters must have experience with defense-related terms/ DOD Terminology and must be able to interpret “all dialogue.” When attending these seminars, participants will be introduced and will need to know exactly who they are sharing dialogue with throughout the course of the seminar, their titles, backgrounds and government affiliations.

NOTE:

At the discretion of the TPC, simultaneous interpretation testing may be required on all interpreters prior to contract performance for any interpreter performing interpretation services.

NESA staff interpreters will conduct testing/rehearsals to determine if an interpreter cannot perform their duties due to lack of proficiency, experience, and or incompetence. The testing can be conducted after award prior to seminar start date either on the phone or at the venue location.

Substitutions: In the event an interpreter must be replaced after award of the contract, the

Contractor must abide by the same requirements as those listed in the PWS. Credentials and resume must accompany the interpreter on the first workday when last minute substitutions are made and must be approved by TPC.

To maintain the integrity of NESA’s branding efforts, all interpreters must always present themselves in a professional manner, display the highest standards of professionalism and judgment; demonstrate organizational abilities and excellent communication skills; possess the ability to interact with senior foreign representatives and preclude from providing any personal opinions. Additionally, interpreters are only allowed to ask questions of speakers within the confines of clarification interpretation as professionally necessary.

The CO reserves the right to require that the Contractor remove and replace, within one working day, an interpreter who, in his/her judgment, is not qualified or who does not maintain the highest standards of professional conduct.

The TPC will provide the Contractor with the materials and information necessary for the proper performance of work, to include schedules, agendas, and guidelines.

The PM will immediately inform the TPC of any issues, problems, or concerns that pertain to participants, guests, or scheduled activities. The PM must be able to connect equipment to internal room speaker system to facilitate interpretation. In addition, the PM must be able to provide Zoom integration (Interpretation system set-up to include ability to add Zoom sessions with in-person groups) within person room speaker to facilitate program needs if a participant or speaker is not available in person due to sickness or otherwise. The PM must ensure all equipment is tested and ready for program execution daily. Equipment testing time is 30 minutes prior to the program start time each day per the program agenda.

5. Location of Performance: Work performed under this contract will be performed at a To

Be Determined (TBD) Hotel within the National Capital Region. The Contracted interpreters must be immediately accessible, in person, in the greater Washington metropolitan area for the duration of the seminar. The Contractor will perform services at other sites as designated on the agenda schedule. For excursions that are out of town and/or on weekends, the interpreters will accompany participants on the bus. The Contractor shall be able to perform services at any location within the National Capital Region (NCR) that the Government deems as a needed emergency training site.

6. Travel: Travel may be required in the performance of designated tasks and duties, to include supporting seminar sessions, conducting training sessions, and supporting off-site events.

All communication will occur between the Contractor and the TPC. Any requirements from

NESA must be addressed to the Contract Specialist and CO.

Interpreters Schedule:

INTERPRETATION REQUIREMENT SCHEDULE 7-14 March 2023

Date #of Interpreters needed

7-14 March 0830-1430

No requirement for 11-12 March (Sat-Sun)

10 Mar 0830-1100

2 Interpreters who speaks both French and

Arabic

CLIN SERVICE QUANTITY UNIT

0001 2 French/Arabic

(Interpreter Speak both languages) 6 March – 10

March 13-14 March 2023 (7

Days) (No services needed on 11-12 March 2023)

14 Days

0002 1 Full size booth with supporting equipment 7-14

March 2023 (7 Days) (No services needed on 11-12

March 2023)

7 Days

0003 1 Laptop in Interpretation booth to support simultaneous translations for Zoom sessions.

7 Days

0004 68 Push to talk

Microphones 7-14 March

2023 (7 Days) (No services needed on 11-12 March

2023)

7 Days

0005 2 Lapel Mics 7-14 March

2023 (7 Days) (No services needed on 11-12 March 2023)

7 Days

0006 65 Headsets and Receivers 7-14 March (7 Days)

7 Days

0007 65 Portable

Headsets/Receivers with 2 transmitters and carrying case 3/7 (Drop-off) and usage on 8 March 2023

7 Days

0008 Program Manager – Zoom meeting/sessions

7 Days

0009 AV Technician to include set-up and dismantle 6-10

March, 13-14 March

7 Days