Tab_26_SP470222Q00030005_Attach_1_PWS_Update.pdf

PERFORMANCE WORK STATEMENT (PWS)

Communication Access Realtime Translation (CART) Services for the Period Fiscal Year, 2022 and four option years

1. INTRODUCTION:

It is the policy of the Defense Logistics Agency (DLA) Land and Maritime, a federal agency, to provide equal employment opportunities for its employees, former employees, and applicants for employment with policies and practices in full compliance with the laws and regulations governing equal employment opportunity. The DLA Land and Maritime EEO Office has a requirement for a

Computer-Assisted Realtime Technology (CART) Services and Court Reporter Services contract for one base year with four (4) option years.

2. REQUIREMENT OVERVIEW:

2.1 Scope:

The scope of the contract is to obtain on-site Realtime reporting services, hereafter referred to as

CART, for deaf and hard of hearing employees, former employees, and applicants on an as needed basis for DLA Land and Maritime, its detachments, and other activities serviced by the DLA Land and Maritime Equal Employment Opportunity (EEO) Office. The DLA Land and Maritime EEO

Office is located at the Defense Supply Center, (DSCC) Columbus in Columbus, Ohio.

2.2 Background:

Communication Access Realtime Translation (CART) services are described as the instantaneous translation of the spoken word into English text using a stenotype machine, computer, and real time software. CART services are provided as a reasonable accommodation for DLA employees, retirees, and applicants seeking employment with DLA for their hearing loss. CART services are needed for scheduled trainings and other appointments as required.

2.3 Rationale/Justification:

The DLA Land and Maritime EEO Office has a high demand for effective, timely CART services for deaf and hard of hearing employees, former employees, and applicants. As the government lacks the necessary resources internally to provide these services to those individuals that require them; the DLA Land and Maritime EEO Office has determined that it is in the best interest of the

Government for this requirement to be sourced through contractor-provided, performance-based services.

3. REOUIREMENTS/TASKS:

3.1 Introduction:

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3.1.a The Contractor shall provide CART services and provide transcripts as needed for scheduled trainings and other appointments as required. Current requirements include, but are not limited to:

3.1.a.i Formal training sessions dealing with specialized terminology and subject matter in the fields of Federal DoD acquisition, human resources, supply, information technology, disposition services, and quality assurance.

3.1.a.ii On the job training working in specific applications used in the fields of procurement, human resources, supply planning, information technology, disposition services, and quality assurance.

3.1.a.iii Other appointments as requested; including but not limited to:

a. job interviews,

b. safety talks,

c. discussions on work procedures,

d. policies or assignments, and

e. disciplinary discussions.

3.1.a.iv Court Reporter Services for Report of Investigation (ROI) with Transcript.

3.1.b All services provided under this contract are expected to be performed on-site; however, the vendor shall be able to perform services virtually or off-site as needed by the Government.

3.2 Specific Requirements:

The government requires vendor performance of the following services:

3.2.a Cart Services: 230-hour estimated annual requirement* (333-hour maximum annual requirement). Cart Services are defined as translation into written text of presentations, or of formal training sessions dealing with specialized terminology and subject matter, along with streaming text. Streaming text is the technology of transmitting audio and video files in a continuous flow over a wired or wireless internet connection. This includes any media content – live or recorded – delivered to computers and mobile devices via the internet and played back in real time.

3.2.b Cart Services with Encoder: 288-hour estimated annual requirement (416-hour maximum annual requirement). Cart Services with Encoder are defined as Cart Services which are performed in the DSCC Building 11 and Building 20 auditoriums while connected to an encoder (provided as

Government Furnished Equipment) for display on an auditorium screen. Unlike ‘CART Services’

(above), ‘CART Services with Encoder’ utilize an encoder machine rather than streaming text services.

3.2.c Court Reporter Services: 119-hour estimated annual requirement (172-hour maximum annual requirement). Court Reporter services are defined as small group settings, team meetings, on the job training, or similar situation.

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3.2.d CART Transcripts: Estimated requirement is to be determined. CART transcripts are defined as Adobe files of transcribed text provided to the EEO Office upon request for dissemination to the EEO Office’s customer.

3.2.e Court Reporter Transcripts: Estimated requirement is to be determined. Court Reporter transcripts are defined as formalized (i.e., edited) Adobe files of transcribed text provided to the

EEO Office upon request for dissemination to the EEO Office’s customer.

*All estimated annual requirements shown above represent the government’s best projection of what its requirement, based upon average historical usage. However, these are only projections, and the actual ordering under any particular CLIN during a calendar year could be lower (down to zero) or higher (up to the maximum hours indicated). Additionally, estimated values are solely provided for the vendor’s general situational awareness; and are not required to be provided under this “C-type” (non-Indefinite Demand, Indefinite Quantity) contract.

3.3 General Requirements:

Contractor performance shall conform to the following guidelines:

3.3.a The Contractor shall provide all of the necessary personnel, services, and material needed to perform the work set forth in this PWS including but not limited to all necessary equipment and related materials/office supplies, and administrative support services.

3.3.b Only certified CART writers shall perform CART services under this contract (see paragraph 3.4.l – Qualifications, below).

3.3.c The assigned CART reporter shall accompany the deaf or hard of hearing client to the appointment location and provide an instant conversion of speech into text using a stenotype machine linked to a laptop computer, both of which the contractor shall furnish and set up.

3.3.d Equipment shall be able to transition between or within rooms if necessary without losing the transcripts or notes typed prior to each move.

3.3.e When stated as necessary by the DLA Land and Maritime EEO Office, the CART reporter shall use software that allows display of translation and transcripts as single spaced, wide margin, font size 12 or 14, without numbers or names of each speaker (i.e. use "I" for Instructor, "S" for

Student). This specified format shall enable the reader to reference previous information when required to find citations in resource materials simultaneous with the instructor’s presentation.

3.3.f When CART services are to take place in the auditoriums, the Contractor's equipment shall be compatible with the following DSCC equipment:

3.3.f.i MULTIVIEWER by AVITECH

MODEL NO: VCC-8000

SERIAL NUMBER: 7021024

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3.3.f.ii DESK TOP LINE 21 ENCODER by EEG

MODEL NO: EN370-DT

NUMBER: 370DT-295

3.3.f.iii DISTRIBUTION AMPLIFIERS WITH (AVDA) by SIGMA

MODEL NO: SS 2100-2

SERIAL NUMBER: 7970275

3.3.f.iv Connection with nine pin Serial Cable

3.4 Administrative Matters:

3.4.a All assignments under this contract shall be at the DSCC Columbus site, unless otherwise noted. The DSCC EEO Office COR shall provide the Contractor with the full location address, building number and training room, the dates and times of the training/meeting/event, and the specific type of training/meeting.

3.4.a.i CART reporter services may be required off-site from the DSCC installation. The vendor shall be notified by the DLA Land and Maritime EEO Office. The

Government shall be responsible for providing visitor notification to the off-site facility and providing the CART reporter with instructions for access to that facility.

3.4.a.ii CART reporter services may be required to be performed virtually. In this situation, the government shall provide the vendor with the necessary information to connect to the applicable virtual platform.

3.4.b All in-person services will be billed at a two-hour minimum to allow time accessing the

DSCC installation. Virtual CART services will be billed for the actual scheduled event time.

3.4.c In the instance where an appointment runs over the scheduled time, the vendor shall continue performance as the Americans with Disabilities Act guarantees that these services be made available to the DLA end-user.

3.4.c.i In such an instance, the vendor shall:

3.4.c.i.A Notify the COR of the actual performance duration within 1 business day, and

3.4.c.i.B Invoice for the additional services performed in half hour increments.

3.4.c.ii Exceptions to continued performance are if the Government has explicitly instructed the vendor in advance that no such continued performance shall occur, or if the vendor is unable to continue performance past the scheduled time due to other preexisting commitments (in which case the vendor shall provide notice to the

COR).

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3.4.d Upon receipt of a CART requirement, the EEO Office COR will contact the contractor allowing sufficient time to meet the requirements as follows:

3.4.d.i Five business days in advance of any single event.

3.4.d.ii Ten business days in advance for a large or long (more than 24 CART hours) work training session.

3.4.d.iii Requests with less than 24-hour notice will be handled based upon the availability of CART service(s).

3.4.e The EEO Office COR will provide the following information:

3.4.e.i Dates of the event to include daily start and end times.

3.4.e.ii Event POC of the organization requesting the CART writer (name, telephone number, location).

3.4.e.iii Name(s) of Deaf/Hard of Hearing employee(s).

3.4.e.iv Type of CART event(s).

3.4.e.v Length of time for the event(s).

3.4.e.vi Location of the CART event(s).

3.4.e.vii Method of display to use, i.e. laptop computer, government furnished monitor, or auditorium screen with video streaming to be connected to the encoder.

3.4.f Upon arrival CART writer will contact the event POC to be escorted to the event(s) where the service is needed, and ensuring the CART writer is escorted to the check-out location, as necessary.

3.4.g Cancellations:

3.4.g.i Assignments can be cancelled at any time.

3.4.g.ii The Government may cancel CART services two (2) full business days prior to the date of the assignment at no cost.

3.4.g.iii Cancellation Fee: The vendor may invoice the government for an assignment which is not cancelled within two (2) full business days prior to the date of the assignment at the applicable rate as established below.

3.4.g.iii.A If an assignment scheduled for a full day is ended early by the Government, the vendor may invoice for the full amount of scheduled hours. In this instance, the

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3.4.g.iii.B If a multi-day assignment is canceled less than two (2) business days prior to the start of the event, the Contractor shall invoice for a maximum of two days regardless of the duration of the originally scheduled appointment.

3.4.g.iii.C If a multi-day assignment is canceled at any point after the initial start date, the

Contractor shall only invoice for any cancelled hours on the day it received notice of the cancellation plus the cancelled hours for the next immediate day’s assignment.

3.4.h Scheduling Changes:

3.4.h.i The Contractor shall provide to the EEO Office three days prior notice of the CART writer/s names for the scheduled assignments.

3.4.i The Contractor shall be responsible for ensuring CART writers have complete and accurate job information prior to day of assignment.

3.4.j CART writer(s) shall contact the EEO Office COR or designated POC upon arrival for assistance with accessing the facility and must arrive approximately 30 minutes before scheduled assignment to clear security and complete travel to event location on the installation. All contractor personnel or any representative of the contractor entering any government facility or government leased facility shall abide by all security regulations and be subject to security checks. Access to

DSCC, DLA Land and Maritime detachment, activities’ installations shall be coordinated with the

EEO Office COR to ensure any site-specific requirements are met.

3.4.k Travel: Travel expenses will be reimbursed in accordance with the Federal Joint Travel

Regulations. Offsite travel could be government provided or personal owned vehicle. No travel or per diem will be reimbursed for local travel, or travel to or from DSCC. Government travel information can be accessed at the following websites: https://www.gsa.gov/travel-resources and https://www.defensetravel.dod.mil/site/travelreg.cfm.

3.4.l Billing: The contract will not include a provision for reimbursement of a CART writer's travel time for local events. Billed time begins with security check in and concludes with the conclusion of the event. For multi day events, the second and subsequent days will be billed for the actual hours of the event. Time taken for meals shall not be billed. Other breaks are billable.

3.4.m Qualifications: The Americans with Disabilities Act requires the provision of qualified

CART writers in a variety of settings to provide effective communication. CART writers must be comfortable in formal DoD meeting environments and working in a classroom environment, translating complex/technical information. The translation skills and fluency must be at a level to provide thorough instantaneous translation of regular mainstream class lectures. These skills include all subject matter areas, and elective worksheets, special projects, study material, etc., audio-visual classroom presentations/activities, i.e., films, videos, tape recordings, phonograph

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As such, the contractor must demonstrate that all proposed CART writers are of an acceptable level of proficiency and ability before they are able to perform under the contract. To do so, the vendor shall submit resumes for all proposed CART writer demonstrating that they meet the following two standards:

3.4.m.i Certification: CART writers shall be certified with the National Court Reporters

Association (NCRA) Certified Realtime Captioner (CRC) or one of its historic equivalents (i.e., Certified Broadcast Captioner (CBC) or Certified CART Provider

(CCP)).

3.4.m.ii Proven Ability: CART writers shall have a proven ability to perform in the business areas covered by this contract. Proven ability to perform may be demonstrated by a minimum of one years’ experience of transcribing in any of the following areas:

Federal or DoD Acquisition training material in a formal government setting, human resources, supply, information technology, disposition services, EEO or quality assurance. Proficiency may also be evaluated based on the customer comments received from the deaf and hard of hearing employee.

The resumes will then be evaluated by the government and the contractor will be notified whether the proposed CART writer has been approved or rejected to be able to perform under the contract.

3.4.n If the communication mode of the consumer and the CART reporter do not match, the

CART writer must be replaced within 24 hours.

3.4.o Security and Privacy Act Requirements: All work-performed relative to the tasking identified in the PWS are unclassified or carry a Privacy Act Classification. System security shall be in accordance with Security Requirements for Automated Information System.

3.4.o.i Security Investigation Requirements: No classified work will be required. However, the contractor will be working with sensitive information which is covered by the

Privacy Act.

3.4.p Government Point of Contacts:

3.4.p.i Programmatic Point of Contact: Anita Jones, Anita.Jones@dla.mil, 614-692-3492.

3.4.p.ii Contracting Officer: Scott Wesseler, scott.wesseler@dla.mil, 614-692-4871.

3.4.p.iii Contract Specialist: Ivan Badillo Vazquez, ivan.badillo@dla.mil, 614-692-4028.

3.4.p.iv Contracting Officer’s Representative (COR): Anita Jones, Anita.Jones@dla.mil, 614-692-3492. The COR will act as the technical POC for the Government. The

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COR will initiate all requests and monitor all contractor performance. The COR’s authority is limited to technical reviews and does not authorize making contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

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