Attachment 1- Statement of Work.pdf

Updated 12/11/2019

Sign Language Interpretation Services Statement of Work

Defense Distribution Center Susquehanna

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SECTION C INTRODUCTION

A. Defense Logistics Agency (DLA) Distribution has 26 depots in the United States and around the world that are responsible for the receipt, storage and issue of supplies for the military.

DLA Distribution Susquehanna, PA is the “host command” on the Defense Distribution Center Susquehanna installation in New Cumberland, PA with more than 29 military agencies co-located.

B. There are approximately 18 hard of hearing personnel at Defense Distribution Center Susquehanna, who require sign language interpretation services on an as-needed basis.

Without interpretation services, the hard of hearing employees are unable to participate in necessary training events and meetings, or receive updates and information that is essential to performance of their assigned tasks. As a result, they have limited opportunities to cross-train and/or advance in their career fields, and the inability to effectively communicate limits the organization’s opportunities to best utilize hearing impaired personnel to meet varying workload requirements.

C. DLA Distribution Susquehanna (DDSP), DLA Installation Management Susquehanna (DM- FS), DLA Distribution (DDC), and DLA Distribution Information Operations (J6O) have a requirement for a Contractor to provide sign language interpretation services to effectively facilitate the communication needs of the government personnel across all levels of the organization.

SECTION C-1 GENERAL CONDITIONS AND REQUIREMENTS

1.1 SCOPE OF WORK

A. The Contractor shall provide sign language interpretation services on an “as needed” basis and in accordance with the requirements set forth in this SOW.

B. This is a non-personal service contract to provide sign language interpretation support. The Government will not exercise any supervision or control over the Contractor’s employees performing the services required for each specific task. Such contract employees shall be accountable solely to the Contractor who, in turn is responsible to the Government. All contract personnel attending meetings, answering Government telephones, corresponding by e-mail, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of the members of the public that they are Government officials.

C. A sample list of sign language interpretation service events is provided below. This list is not all inclusive.

An interpreter is needed for services at:

1. Daily Meetings

2. Town Hall Meetings

3. Safety meetings

4. Committee meetings

5. Safety Reenactments,

6. On the Job Training (OJT)

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7. Formal training, (mandatory computer training, Material Handling Equipment [MHE] training)

8. Project Teams/Process Improvement meetings

9. Performance/administrative support

10. Special events (health fair, picnics, retirements)

1.2 GENERAL OPERATING CONDITIONS

1.2.1 PERIOD OF PERFORMANCE

This contract will be established for a one (1) year period.

1.2.2 PLACE OF PERFORMANCE

The Contractor shall perform sign language interpretation services at Defense Distribution Center Susquehanna in New Cumberland, PA and Mechanicsburg, PA. Services will be performed in offices, training rooms, warehouses, auditoriums, outside locations, etc. The conditions may be hot, cold, dirty, dusty, and involve the hazards of working around material handling equipment and operations.

1.2.3 INTERACTIONS WITH OTHER GOVERNMENT ORGANIZATIONS

A. The Contractor’s primary interaction with the Government shall be through the Contracting Officer (KO) and the Government’s Point of Contact (POC). The POC will perform the following:

1. Perform all POC functions.

2. Perform quality assurance evaluations of the Contractor’s performance.

3. Provide the primary interface between the Contractor and the government.

4. Perform other inherently governmental functions or other functions not part of this support services.

1.2.4 FEDERAL HOLIDAYS

A. Federal holidays generally observed by Government personnel include:

Observed Federal Holidays

New Year’s Day Martin Luther King Day

Presidents Day Memorial Day

Independence Day Labor Day

Columbus Day Veterans Day

Thanksgiving Day Christmas Day

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B. In the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed for a regularly scheduled workday, the Government Point of Contact (POC) will determine and advise the Contractor on whether services are required for that day.

1.2.5 CURRENT DUTY HOURS AND ACCESS TO THE INSTALLATION

A. The Contractor shall perform services required under this SOW during the operating hours of the Government activity. Normal operating hours for the installation is 0500 to 1800 hours; Monday through Friday except Federal holidays.

B. Due to changing traffic requirements brought on by construction, changing missions, and security concerns within the installation, access to the installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions may exist.

1.3 AUTHORIZED GOVERNMENT PERSONNEL

Upon award the government will provide the contractor a list of personnel authorized to schedule interpreter services:

DDSP:

DDC:

DM-FS:

J6O:

1.4 CONTRACTOR PERSONNEL

The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work under this contract. The name of this person and alternate who shall act for the Contractor when the manager is unavailable shall be designated in writing to the Contracting Officer (KO) and POC.

1.5 PERSONNEL QUALIFICATIONS AND CERTIFICATIONS

A. Interpreters shall meet the registration requirements within the Office for the Deaf & Hard of Hearing, in the Pennsylvania Department of Labor & Industry.

B. The Contractor shall be responsible for obtaining all necessary licenses and for complying with all applicable Federal, State, and local laws. The Contractor shall maintain updated copies of any applicable licenses and certifications for all Contractor personnel and make available to the Government upon request.

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1.5.1 LABOR CATEGORY

Sign Language Interpreter - The Interpreter (Sign Language) interprets for deaf and hard of hearing persons, is skilled in interpreting rapid-fire conversations, provides translation between spoken and manual (sign language) communication, translates spoken material into sign language for understanding of deaf, and interprets sign language of deaf into oral or written language for hearing individuals or others not conversant in sign language.

1.5.2 LEVEL OF EFFORT

Based on the number of possible concurrent sign language interpretation events that may occur the Government requires that the Contractor have at least 6 qualified and certified interpreters available to perform under this SOW.

1.6 SECURITY

1.6.1 The Contractor or authorized representative shall submit to the POC a roster identifying all Contractor personnel who will be performing under this contract. The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the POC when any Contractor personnel changes occur.

1. Name (last, first, middle initial), aliases

2. Status (type of employment)

3. Name of Company

4. Office phone number

5. Home address

6. Date of Birth

7. Length of anticipated employment

8. Citizenship

The roster shall be furnished to the POC within 5 calendar days after the date of contract award.

When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the POC immediately. The prompt submission of this information will keep to a minimum any delay and inconvenience to the Contractor and Contractor personnel in performance of the contract.

In addition to the above, the Contractor and any employee shall provide the make, model, vehicle identification number (VIN), license plate, valid driver’s license, vehicle registration, current state vehicle inspection receipt, and insurance policy number to obtain either a temporary permit or DoD decal for access to the installation. The installation’s Pass & ID office is extremely busy and not having all of these documents will cause a lengthy delay.

The prompt submission of this information will keep to a minimum any delay and inconvenience to the Contractor and employees in performance of the contract. The information will be provided through the completion of DLA Form 1818, Visit Notification. Completed forms shall be forwarded to the installation’s Pass & ID office.

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Contractor employees must bring personal identification, including a valid state issued driver’s license, and all completed forms to the installation’s Security Officer for badge photograph and identification when notified by the POC.

The Contractor and employees shall comply with all security requirements imposed by the installation commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted entry to onto the installation.

The Contractor is responsible for insuring the badges are returned the same day of employee termination or contract completion.

1.6.2 PARKING AND TRAFFIC CONTROL

The Contractor and its employees shall abide by host installation parking regulations. All vehicles shall be parked in designated parking areas only. The Contractor and its employees shall conform to Federal, State and host installation driving regulations.

1.6.3 CONTACT OF A SUSPICIOUS NATURE

A. Contractor personnel who have been contacted under suspicious circumstances shall report that contact immediately, either verbally or in writing, to their supervisor who shall report it within two (2) hours to the POC for action. Key contacts for reporting purposes are defined as:

1. Contact with an individual (regardless of nationality) that suggests to the Contractor employee that an intelligence gathering or terrorist organization may have targeted him or her for possible intelligence exploitation.

2. A request by anyone (regardless of nationality) for illegal or unauthorized access to classified or unclassified sensitive information.

3. Contact with a known or suspected intelligence officer from any country.

4. Contact with a foreign diplomatic establishment, whether in the U.S. or abroad, for personal or official reasons. Certain Contractor personnel in positions designated as “sensitive” by the Government may also be required to inform their chain of command in advance of the nature and reason for contacting a foreign diplomatic establishment or travel to countries on the State Department list whose interests may be adverse to the United States.

B. Additionally, Contractor personnel who have information about activities pertaining to espionage, terrorism, unauthorized technology transfer, sabotage, sedition, subversion, spying, treason, unauthorized release of classified or unclassified controlled information, or unauthorized intrusions into automated information systems shall report that information immediately to the POC for action.

1.6.1 POTENTIAL OPERATIONAL CONSTRAINTS

Force Protection Conditions (FPCONs) may affect access to the Defense Distribution Center Susquehanna installation. The FPCON is established by the host installation or higher national command authorities, and the Installation Commander is responsible for implementing the proper response to progressive levels of terrorist threats. FPCONs are normally displayed at

Defense Distribution Center Susquehanna

C-6 most entrance gates, building entrances and office entrances. The Contractor shall adhere to and operate IAW any restrictions imposed as a result of a FPCON. Measures implemented under the various levels of terrorist threat may impact the Contractor’s normal operational approach to sign language interpretation services. The Contractor shall ensure that sign language interpretation services are sustained during heightened security measures.

1.7 DOCUMENTATION AND RECORDS

All documentation, records, and schedules produced by the Contractor in performance of this contract are the property of the Government and shall remain so upon termination or completion of the contract. The Contractor shall keep these items current. Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract. All documentation, records, and schedules are subject to the Freedom of Information Act and Privacy Act.

SECTION C-2 DEFINITIONS AND ACRONYMS

2.1 DOD DICTIONARY

A. The DoD Dictionary of definitions and terms is available on the Internet at https://www.jcs.mil/Portals/36/Documents/Doctrine/pubs/dictionary.pdf

SECTION C-3 GOVERNMENT-FURNISHED SUPPORT SERVICES

3.1 GOVERNMENT-FURNISHED SUPPORT SERVICES

At no cost to the Contractor, the Government will furnish the services listed in this section to be used exclusively during performance of the requirements under this contract.

3.2.1 MEDICAL

Emergency medical services will consist of assistance for illness or injury that occurs to any Contractor personnel on the job. The Contractor may call the on-site emergency number for emergency medical services.

3.2.2 POLICE AND FIRE PROTECTION

The Government will furnish police and fire protection. The Contractor shall comply with DoDI 6055.6, DoD Fire and Emergency Services Program. The Contractor shall participate in host installation police and fire programs, drills, and instructions. Contractor personnel shall follow the current fire evacuation diagram that is posted in the work area.

SECTION C-4 CONTRACTOR-FURNISHED MATERIAL

4.1 CONTRACTOR-FURNISHED MATERIAL

The Contractor shall furnish all material required for performance under this contract except material that has been designated to be provided by the Government.

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SECTION C-5 SPECIFIC TASKS

5.1 SIGN LANGUAGE INTERPRETATION SERVICES

Sign language interpretation services may include, but are not limited to the following tasks:

• The Contractor shall interpret spoken/written English into signed English and American

Sign Language (ASL), and interpret ASL and signed English back into spoken English.

• The Contractor shall provide qualified staffing to perform sign language interpretation services at the installation.

• The Contractor shall provide quality interpretations tailored to the individual needs of the employee and of agency requirements.

5.2 SCHEDULING REQUIREMENTS

A. The POC and/or authorized government personnel shall coordinate each sign language interpretation assignment after consultation with the contractor. Appointments shall be arranged and confirmed via email. Email shall include organization requesting service (DDSP, DDC, DM-FS, or J6O), date, time, location, and subject. If additional interpreters are permitted, after consulting with the POC, when the length of the appointment is such that a single interpreter cannot provide adequate service without frequent or lengthy breaks. The number of additional interpreters shall be kept to the minimum necessary to provide quality service.

B. Interpreter services shall be coordinated at least 48 hours in advance, Monday through

Friday (0500 to 1800.) If, however, the Government should require interpreters with less than 48 hours’ notice, the Contractor shall attempt to provide an interpreter, but the Government understands that the Contractor may not always be able to comply with such a request. The Government may cancel the services no less than 24 hours in advance Monday through Friday, with no penalty or charges assessed. If the Contractor is not notified of a cancellation 24 hours prior to the scheduled assignment, the Contractor may invoice for the number of hours scheduled for the assignment. If a Sign Language Interpreter appears for an assignment and the necessary parties fail to appear within 30 minutes of the assignment, the interpreter may leave and invoice for the minimum number of hours allowed per assignment. If the Contractor cannot attend a scheduled event, the Contractor shall provide 24 hours’ notice to the POC. The Government shall not incur any charges associated with Contractor cancellation. For kept appointments, chargeable time shall begin at the designated appointment time and end when the assignment is complete.

All services that require additional interpreters shall be billed at a two (2) hour minimum.

The Government shall only pay for interpreters providing service, and no one else.

5.3 DELIVERABLES

The Contractor shall submit the following deliverables:

5.3.1 MONTHLY STATUS REPORT

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The Contractor shall submit a monthly status report to the POC no later than the COB on the first workday of the following month. The monthly status report shall identify an accurate record of all requested sign language interpretation services and shall include, at a minimum, the following information:

1. Whether the sign language interpretation event occurred or was cancelled

2. The name of the interpreter(s)

3. Date(s) and start and stop times for the sign language interpretation event

4. Description of the sign language interpretation event

5. Location of the sign language interpretation event

This status report shall also address any progress issues, concerns, etc. for all work performed in the previous month.

5.3.2 MANDATORY REPORT

The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a 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 any time during the FY, all data shall be reported no later than October 31 of each calendar year.

Contractors may direct questions to the help desk at: http://www.ecmra.mil .

6. CERTIFICATION AND ACCEPTANCE

The POC is designated as the point of final inspection and acceptance by the Government of all items and services required by the contract.

http://www.ecmra.mil/ http://www.ecmra.mil/

6. Certification and Acceptance