PWS-US North AFRICOM Officials Program- Interpretation 082322.pdf

Near East South Asia Center for Strategic Studies

Performance Work Statement for

8 September‐14 September 2022

1. Purpose: This PWS details the tasks required for language and translation support services to the Near East South Asia Center for Strategic Studies 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.

Background: The Near East South Asia Center for Strategic Studies (NESA), an element of the Defense Security Cooperation Agency, 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.

Executive Seminar: To assist NESA in fulfilling its responsibilities, contractors will provide interpretation/translation services & equipment to support a 6 day professional seminar to be hosted in the metropolitan Washington, DC area

2. Scope: The contract requires expert language interpretation, interpretation equipment, on-site support and translation service into and from the following languages: French/Arabic. The contractor will also provide an experienced project manager based on paragraph 5.

3. Approach:

Contractor shall provide interpretation and on-site support in accordance with PWS at a local DC area hotel (TBD). The contractor shall provide support according to the below setup configurations.

The contractor shall provide interpreters, translation, equipment and a project manager for the following assignments: faculty lectures; speaker and panelist presentations. Participants will actively participate in plenary and working group discussion designed to analyze current and future requirements and develop practical proposals for near-term actions by governments to meet shared security challenges. A strict policy of non-attribution will be observed. This seminar will be conducted in English, French and Arabic.

4. Task:

Task 1: Simultaneous Interpreters

The Contracting Officer or the representative (COR) will define changes or adjustments in the “Language Agenda” to be provided to the contracted project manager at least 5-working days in advance of the seminar. The contractor will assign a team of three interpreters. Exact number of interpreters will be noted on the “Language Agenda.”

Seminars and sessions require continuous effort. Sessions requiring interpreters usually begin at 0900 and last until 1530 depending on daily schedule. Two 30 minute breaks will be given for rest.

The COR reserves the right to make changes or adjustments to the actual start time of the workday.

Contractor is to ensure that interpreters are to dress in “business attire,” Business attire includes a collared shirt with tie along with dress pants/trousers. Jeans, athletic gear, and or tennis shoes are not permitted to be worn during hours of work.

4.1

US North AFRICOM Officials Program = 5 working days x 2 Arabic = 10 days.

US North AFRICOM Officials Program = 5 working days x 2 French = 10 days.

Interpreters will switch out of the simultaneous booths every 20-30 minutes in plenary sessions in accordance with established industry standards. Interpreters shall be provided to conduct face to face interpretation when they are in discussion rooms.

Performance Objective No. 1: Contractor to provide simultaneous certified interpreters.

Performance Measurement No. 1: Simultaneous interpretation services.

Performance Standard No. 1: English/Arabic, English/French

COR will notify the contractor at least three (3) days in advance for interpretation services for non-scheduled seminars and other important events. In each case, the number of interpreters will be determined by the specific requirements for each event, and the contractor will assign interpreters based on the specific requirements. In the event that additional services are required for events/excursions not covered in the current line item structure, the contractor will be asked to submit a new proposal for the additional services.

Minimum Acceptability Standards

The contractor will ensure that all interpreters possess a Bachelor Degree and have copies of proficiency certification.

Certification shall be as a court interpreter, through the Department of State Interpreters Examination or accreditation as an interpreter from a school of languages and linguistics.

Advanced Certification is preferred. Simultaneous Interpreters must have a minimum of 3 years of professional/formal simultaneous interpreting experience in international conferences and seminars.

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 Program Office, simultaneous interpretation testing may be required on all interpreters prior to any interpreter performing interpretation services before or after award either on the phone or at the Hotel location. NESA staff interpreters can determine if an interpreter cannot perform their duties due to lack of proficiency, experience, and or incompetence.

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 under the Technical Capability of the solicitation and Performance Work Statement. Credentials and resume must accompany the interpreter on the first workday when last minute substitutions are made and must be approved by the NESA Program Office.

To maintain the integrity of NESA’s branding efforts, all interpreters must always present themselves in a professional manner, display the highest standards of personal deportment 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 confines of clarification interpretation clarification purposes as professionally necessary.

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

4.2 Task 2 Manpower Reporting Requirement:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DSCA via secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported anytime during FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractor may direct question to the help desk at http://www.ecmra.mil/

5. Task ‐ Project Manager: The contractor shall assign a project manager on site who has had substantive experience in personnel management, logistics planning and administration in a seminar environment. A lead interpreter can be assigned the role as the on-site project manager and Fluency in the Arabic language is mandatory. The project manager shall display the highest standards of personal deportment and judgment; possess demonstrated organizational abilities and excellent communication skills. It is essential that the project manager have a working knowledge of the Washington, D.C. diplomatic and military organizations and the ability to interact with senior foreign representatives. The project manager acts as the single point of contact for all activities pertaining to interpreters, and interpretation equipment for the NESA COR.

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

The project manager will immediately inform the COR of any issues, problems, or concerns that pertain to participants, guests, or scheduled activities.

6. Location of Performance: Work performed under this task order will be performed at a hotel

TBD

7. Period of Performance: The period of performance is from 8-14 September 2022.

8. Local Travel: Parking is not provided for contractors privately owned vehicles at the hotel.

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.

10. US Government Furnished Facilities, Equipment, Materials, and Support Functions:

Support will be provided to contract employees as required performing the contract tasks. NESA will provide access to those documents and files that are relevant to the project and that are required to perform the tasks specified in the contract. NESA personnel will provide such assistance and information as is appropriate and necessary for liaison functions and for the contractor employees’ performance of the task order.

11. Invoicing Procedures:

Invoices are to be submitted electronically via the Internet through Wide Area Work Flow- Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. Contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.

All communication will occur between the contractor and the contracting officer. Any requirements from NESA must be addressed to the Contract Specialist, Service Schedule:

Estimated hours per day 8:30am-3:30pm – Times subject to change Evening events currently scheduled are subject to change.

CLIN: SERVICE QUANTITY UNIT UNIT

PRICE

TOTAL

0001 2 – ARABIC

Interpreter

10 DAYS

0002 2 – FRENCH

Interpreter

10 DAYS

0003 2– Interpretation Booths With Supporting Equipment 8‐14 Sept. 2022

5 DAYS

0004 AV Cable Hardwire Support

5 DAYS

0005 35 microphones (one per person) includes one lapel mic, one fixed microphone for podium and three mics on stage for panel 8‐14 September 2022

0006 includes one lapel mic, one fixed microphone for podium and three mics on stage for panel 8‐14 September 2022

5 DAYS

0007 35 Headsets and Receivers with 2 Transmitters

**INTERPRETATION NOT NEEDED AT EVENING RECEPTION 9 Sept 2022 OR FAREWELL LUNCHEON 14 Sept. 2022

0008 LABOR: TECHNICIAN

to include set-up and dismantle

6 DAYS