DCAA Interpreter Services PWS 02-10-25.docx

DEFENSE CONTRACT AUDIT AGENCY (DCAA) INTERPRETER SERVICES PERFORMANCE WORK STATEMENT

I. INTRODUCTION

A. BACKGROUND

The Defense Contract Audit Agency’s (DCAA) primary function is to conduct contract audits and related financial advisory and audit services. As part of this support, DCAA has a requirement for American Sign Language and Foreign Language interpreter services.

B. OBJECTIVES

The government intends to award a firm fixed-price (FFP) task order. The contractor shall provide experienced and knowledgeable interpreter services to DCAA nationwide.

C. SCOPE

The contractor will provide the necessary management, services, personnel, and documentation required to accomplish the tasks described within this performance work statement (PWS).

Contractor on an as needed basis shall furnish all personnel, equipment, transportation, supervision, labor, and supplies to provide American Sign Language (ASL), services for the Defense Contract Audit Agency (DCAA). Interpreter and translation services shall follow the Americans with Disabilities Act (ADA) and Rehabilitation Act.

This requirement is for sign language interpreting services when requested. Services can be recurring onsite or remote and may be intermittent. Services will be scheduled in advance for recurring requirements, but Contractor must also be available to support intermittent and short notice requirements nationwide. Services include American Sign Language (ASL), Oral Transliteration Services (OTS), Video Remote Interpreting (VRI), and Communication Access Realtime Translation (CART).

II. PERFORMANCE REQUIREMENTS

A. SPECIFIC TASKS

1. On-site Interpreting Services

The contractor shall provide accurate and clear sign language interpreting services with minor or no complaints when requested. The sign language interpreting skills and fluency must be at a level sufficient to provide both simultaneous consecutive interpreting as necessary. These skills include regular conversation, and interpreting complex, technical written material. Must be able to provide the appropriate interpreter service mode when requested. This will vary and dependent on customer performance and shall be performed as such. This may include expressive interpreting or transliteration from Spoken English to American Sign language, ASL, (or mode of ASL such as Conceptually Accurate Signed English (CASE), Pidgin Signed English (PSE), also known as Contact Sign, or Signed Exact English (SEE) and/or voice interpreting from ASL (or a mode of ASL as referenced above) to Spoken English. If requested, the contractor shall provide a sign language interpreter with strong voicing skills.

These services can be recurring onsite or remote and may be intermittent. The contractor is required to respond to all interpreting services requests, filled or unable to be filled, 100% of the time. The contractor must fill all job requests with certified ASL interpreters, with five (5) or more business days’ notice, 90% of the time. The contractor’s refusal must be documented in written format, preferably via email to both the COR and the Scheduling Coordinator. It will be documented in the monthly status report as well. The contractor must have a scheduling platform that can be accessed by clients to request, cancel, and view requests. Also, the COR must be included on changes, cancellations, and travel requests. When on-site requests are submitted, the interpreter must make sure A/V or other requirements are in place and working properly prior to the event. The interpreter services are needed, but not limited to the following:

· Staff Meetings

· All Hands or Town Hall Meetings

· Safety meetings

· Quarterly and annual performance discussions

· Training

· Administrative support

· Special events (management mandated functions, such as office team building events, and ceremonies)

2. Intermittent Interpreting Services

The contractor shall provide accurate and clear sign language interpreting services with minor or no complaints on an intermittent basis. Interpreting services is considered an intermittent basis when the service request is needed as little as 3 business days from request. There is no penalty to the contractor if coverage cannot be secured within 3 business days. The contractor must make every effort to ensure coverage when possible and the contractor’s refusal must be given within 7 hours of the time that the request was submitted. Intermittent interpreting services may be needed, but not limited to the following: conferences, training, performance feedback, meetings, and unplanned events.

3. Video Remote Interpreting (VRI)

The contractor shall provide accurate and clear video remote interpreting sign language services with minor or no complaints when on-site is not available to accommodate the communication in person. VRI is also required when this option is requested as a first choice of the employee requesting VRI as an accommodation. However, VRI is not to be a substitute for onsite interpreting. In some situations, it may be a viable alternative and must be approved prior to rendering the VRI service. The platform for providing VRI services is Microsoft Teams (MS Teams). If another platform is requested by the vendor, it must meet the software requirements set-forth by the DCAA Information Technology Department. If software is required for VRI, the DCAA Information Technology department must approve the software in advance.

4. Communication Access Realtime Translation (CART)

The government may request communication access real-time translation (CART). If CART is requested, then the contractor must be able to provide it at the desired on-site location.

5. Communication Access Realtime Translation (CART) Transcript

An electronic copy of transcript can be included if requested and provided at no additional cost. If a transcript is requested, it should be provided no later than 2 business days after conclusion of assignment.

6. Interpreter and Schedule Requirements Information

The Contractor shall provide at least 1 business day prior notice to the COR/Scheduling Coordinator of the interpreter names and any installation access requirements information for the scheduled requirements. In addition, the COR/Scheduling Coordinator is responsible for ensuring that the event POC is provided that interpreter name as a double check that the event will occur and that the services are still needed.

7. Interpreter Changes

When on-site the interpreter must notify the COR or Scheduling Coordinator if a requirement/task is canceled or completed early. If this occurs, the COR or Scheduling Coordinator reserves the right to reassign the interpreter to another requirement/task as needed for the duration of the assigned time or releases the interpreter early. The preferred method of contact will be portal or email and will be provided with every job request. If check in does not occur and the COR or Scheduling Coordinator receive notification that the interpreter left without receiving confirmation to release early, the contractor shall be notified of the discrepancy and DCAA Shall Only be invoiced for the amount of the time the interpreter was present in the facility, regardless of the initially confirmed billable hours for service.

For general audience events, the interpreter shall contact the COR/Scheduling Coordinator fifteen (15) minutes after the start of the event if no consumers are present requiring sign language interpreting services. The COR/Scheduling Coordinator has the option to re-assign the interpreter to another request if needed within the allotted timeframe of the original assignment or release the interpreter.

If the assignment/event is being videotaped or is being streamed live, the interpreter shall provide interpreting services whether or not there are Deaf or Hard of Hearing individuals in live attendance requiring interpreting services. However, the vendor shall be notified at the time of the request if streamed or recorded interpreting services are needed. If the event is not being streamed live or videotaped and no Deaf or Hard of Hearing employees are in attendance in the audience, interpreter(s) are required to follow the standards of procedure set forth above in this section.

When on site the interpreter must notify the COR or Scheduling Coordinator if a requirement/task continues longer than scheduled. The interpreters scheduled time cannot be extended without contract the contractor for approval. If approved by the contractor, the additional time will be reimbursed at the contracted intermittent rate however the original time will be paid at the regular rate as scheduled.

To allow agency to coordinate services, DCAA request that all assignments not filled for the following business day, are provided notifications or requests to change services no later than 12:00 p.m. EST the day before assignment. If VRI is needed in lieu of on-site service, DCAA requests notification in advance as much as possible, with the understanding that search for on-site providers will continue until notification deadline.

8. MEETINGS

The contractor shall attend scheduled and unscheduled meetings to furnish input concerning the operation and management of the interpreting services.

B. CANCELLATIONS

The COR or the DCAA Scheduling Coordinator shall notify the contractor regarding any cancellations primarily via the contractor’s scheduling platform.

Requests that are cancelled by the government less than forty-eight (48) hours notice prior to the service being need shall be considered billable.

Requests that are cancelled by the contractor less than forty-eight (48) hours notice prior to the service being needed shall be considered a no-show and may result in a reduced or no payment invoice.

C. PERSONNEL

· High school diploma The following certifications are required:

· A national Association of the Deaf (NAD) certification Level III, IV, or V; or

· Registry of Interpreters for the Deaf (RID) National Interpreter Certificate (NIC); and

· RID CI (Certificate of Interpreting) and the CT (Certificate of Transliterating) At least two years of relevant experience

· Must be able to provide the appropriate interpreter service mode when requested. *

*Must be able to provide the appropriate interpreter service mode when requested. This will vary and dependent on customer performance and shall be performed as such. This may include expressive interpreting or transliteration from Spoken English to American Sign language, ASL, (or mode of ASL such as Conceptually Accurate Signed English (CASE), Pidgin Signed English (PSE), also known as Contact Sign, or Signed Exact English (SEE) and/or voice interpreting from ASL (or a mode of ASL as referenced above) to Spoken English. If requested, the contractor shall provide a sign language interpreter with strong voicing skills.

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

The contractor shall provide interpreting services whether or not there are Deaf or Hard of Hearing individuals in live attendance requiring interpreting services.

Personnel Replacement: In the extent that the interpreting service is still required, but the confirmed interpreter is unable to attend and provide interpreting services, the contractor is responsible for replacing the interpreter with one who can provide the services. Replacements for personnel must show up on time and still adhere to the minimum requirements of the PWS. The replacement must be approved by the Contracting Officer Representative.

D. DELIVERABLES SCHEDULE

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Acceptable

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E. FAILURE TO PROVIDE SERVICE

1. If the contractor fails to provide sign language interpreting services as described in section II for reasons other than the reasons described in this PWS, the contractor shall not charge the agency for the services not provided.

2. For every instance in which the contractor does not provide service for reasons other than mentioned above, the COR shall document the instance(s) in a monthly status report and a warning letter shall be sent notifying the contractor of non-compliance. DCAA expects the contractor to remedy the issue brought forth in a timely manner (within a month’s timeframe from time of notification).

3. DCAA reserves the right to send both warning correspondence as well as requesting a Show Cause letter(s) to the contractor that repeatedly is unable to supply interpreters for the Government’s requests. If the contractor is repeatedly unable to fulfill the contract, their inaction may result in termination to the contract. This statement applies to non-fulfillment of the contract for any reason other than reasons listed above.

F. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

In fulfillment of this effort, the contractor will provide the deliverables identified in the task orders. All deliverables must be submitted to the COR. The government QASP will be used as the basis for reviewing each deliverable.

Final inspection and acceptance of all work performed, reports, and other deliverables will be performed at the place of delivery by the COR. The format for the individual deliverables will be determined through negotiation between the COR and the contractor, or as specified in the PWS. Products that reflect the contractor’s analysis and opinion (e.g., studies, analyses, etc.) may be in contractor format, except where the government has provided a preferred format. Electronic documents will be provided in the appropriate Microsoft Office format (e.g., Word or PowerPoint). If appropriate, the government may ask that they be provided in compressed or PDF format.

The QASP may be updated from time to time as necessary. In accordance with the QASP, the government will assign a monthly performance rating to the contractor per the table below. Based on the performance rating, the government reserves the right to reduce invoice payments.

NOTE: The application of these performance ratings or failure of the government to apply these performance ratings does not waive any of the government’s rights to damages under this contract.

G. MONTHLY STATUS REPORT

Monthly status reports are required for this contract. The contractor will document the efforts performed in the completion of each task in a detailed monthly status report due to the COR on the 5th of each month. The written monthly status report must include, at a minimum:

1. Identify an accurate record of all events that requested sign language interpretation and foreign language services completed for month.

2. Name of Interpreter(s).

3. Location of completed service.

4. Number of interpreters required.

5. Length of service time.

6. The amount of administrative time utilized for the scheduling of services and the hours associated with the associated with the training program, as well as any progress issues, concerns, etc. for all work performed in the month.

7. Strategy revisions: recommended changes to include any lessons learned (may include a description of prior month’s progress in summary and by task).

8. Review of problems encountered: identification of any problems, issues, or delays and recommendation of resolution, and any corrective action that was taken to correct identified problems that may affect the completion of planned projects, schedule, or funding.

9. Identification of risks and mitigation plan.

10. Identify future travel requirements.

11. Services planned for the next reporting period as well as the status of any deliverables including planned delivery dates and actual delivery dates.

12. If necessary, a weekly review between contractor representatives and the COR, CS, and KO may be held to discuss program status and potential problems that may adversely impact program cost or schedule.

H. EVALUATION OF SERVICES

The contractor’s performance may be evaluated in accordance with the Quality Assurance Surveillance Plan and uploaded to the Contractor Performance Assessment Reporting System (CPARS). If any services are provided that do not meet the satisfaction of the COR or any of DLA’s employees, customers or tenets, the COR shall notify the contractor promptly. The contractor shall work with the COR to determine what actions will be taken such as but not limited to: not sending an interpreter back to provide services, replacing an interpreter, etc. A written record shall be provided to the contractor regarding the issue, usually via email.

I. QUALITY CONTROL PLANS (QCPs) The contractor must have a quality control plan (QCP).

The contractor must submit a QCP that must outline the processes that the contractor will implement to ensure that the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, and other performance requirements in the PWS are met. The QCP must address what processes will be implemented to ensure that non-conforming deliverables are corrected in a timely manner and the procedures in place to ensure non-recurrence. Additionally, the QCP should document how quality control will become an integral part of the everyday efforts of the contractor and how senior management will be proactive in ensuring quality of performance and deliverables throughout the engagement. The QCP must be submitted within 10 business days of award.

The development and maintenance of a QCP is a specific contractor deliverable. QCPs will be approved by the COR prior to execution. The QCP will contain the tasks that are anticipated to be performed by the contractor during the task order performance period. It will also outline the scope, methodology, critical success factors, timelines with checkpoints, resource requirements, and any other factors required to ensure the success of the task order. The main purpose of the QCP is to communicate expectations between DCAA and the contractor. As such, the QCP will be modified as the work progresses to adjust tasks, timelines, or other elements as circumstances warrant. The QCP must include a detailed timeline that includes a series of agreed upon “checkpoints” that will be used to monitor progress and trigger go/no-go decisions. All changes to the QCP will be agreed upon by the COR and the contractor at task initiation or at any of the designated task checkpoints based upon DLA business rules.

Format and content for the QCP will be developed jointly by the government and contractor and apply to all subsequent task orders.

The contractor must develop, implement, and maintain a comprehensive inspection system that ensures compliance with all requirements of the task order. As part of the inspection system, the contractor must develop and implement procedures to identify, correct, and ensure non-recurrence of unacceptable services/deliverables.

The contractor is required to control the quality of services and offer to the government for acceptance only services that conform to contract requirements.

The contractor must develop and submit a QCP within 10 business days of task order kickoff. The contractor will make appropriate modifications within five business days of the COR’s notification and provide a revised QCP within five business days.

The contractor’s QCP must include any details specific to the task order requirements that outline how the deliverables will be met in accordance with the task order requirements.

At a minimum, the contractor’s QCP must contain the following items:

The contractor will update the plan as changes occur and changes must be submitted for review by the COR on an as needed basis.

The contractor will maintain records of inspection that are available to the government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

J. CONTRACTOR TRAVEL

The contractor may be required to travel in support of this contract as authorized by the government. Travel will be identified on the scheduling platform which includes trip report and will be reimbursed in accordance with the Federal Travel Regulations (FTR) and based on actuals only.

Any travel that is less than 50 miles and greater than 400 miles from the place of performance will not be reimbursed.

The contractor is not authorized to include any other costs such as G&A, profit, or fee on top of travel costs. The contractor must provide a detailed travel plan to the COR for approval no later than two business days prior to travel. If the government requests travel that does not allow for the five days, the COR can approve a waiver on a case-by-case basis. The travel plan must include the name, location, purpose, dates of travel, and a breakdown of anticipated travel expenses (hotel, rental car, airfare, etc.). The contractor must utilize the most efficient travel method applicable considering all modes of travel. All travel arrangements must be coordinated in advance with the COR. The contractor must utilize the best available commercial lodging rate for the traveling personnel and must utilize the meal and incidental rates based on the area wherein work is performed. The Federal Travel Regulations (https://www.ecfr.gov/current/title-41/subtitle-F) apply to this contract. This information discusses what is allowed to be paid by the government. These regulations details the federal government created per diem and approximate transportation costs that the travel is not to exceed. City Pair Program (CPP) airfare rates do not apply to the contractor. Costs will be based on actuals. However, costs for changing seats or first-class tickets will not be re-imbursed unless approved by COR and KO. The contractor must submit travel receipts as part of the invoice submission for reimbursement. Long-term travel, defined as any travel exceeding a cumulative 90 days for an individual, is not anticipated.

Travel expenses without corresponding receipts or documentation will result in a TODR. Any travel performed without government pre-approval will not be reimbursed and will result in a TODR. See TODR section for escalations.

Local Travel. Reimbursement for travel within the designated local area boundaries (50 miles) and greater than 400 miles of the task order place of performance is not authorized.

The contractor will provide a trip report to the COR detailing all analysis activities accomplished during travel. The report must include a summary of the completed work, work location, other support provided, and any significant contacts with government personnel.

K. CONTRACTOR PERSONNEL REQUIREMENTS

This contract is a non-personal services contract as defined in FAR 37.101. The contractor and the contractor’s employees: (1) will perform the services specified herein as independent contractors, not as employees of the government; (2) will be responsible for their own management and administration of work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints in performance of this contract; (3) will be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but (4) must, pursuant to the government’s right and obligation to inspect, accept, or reject the work, comply with such general direction of the KO or COR to ensure accomplishment of the contract requirements.

The contractor must provide skilled, experienced, professional, and/or technical personnel for successful accomplishment of the work to be performed under this task order. All personnel performing under this task order must be US citizens and cannot have citizenship of any other countries (e.g., dual or tri citizenship).

The government is providing an estimate of labor categories and hours to include examples of the education, experience, and specialized certifications required at attachment 1. The specialized experiences listed are the minimum requirements for this task order. The estimated number of hours for personnel and required support for interpreter services is expected to approximately 3000 hours for the base year period of performance. The estimated number of hours for personnel and required support for VRI services and CART services are expected to be approximately 18,000 minutes and 300 hours respectively for the base year period of performance.

Contractor personnel must present a neat appearance and be easily recognized as contractor employees by always wearing their identification badge/CAC while on government premises. When contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties, they must identify themselves as contractors to avoid creating the impression that they are government employees. Further, signature blocks of contractors should identify that they are contractors and when contractors send out emails on behalf of government personnel during this engagement then those emails must be marked “Sent on behalf of name of government personnel”. Additionally, all email communications sent by contractors to government personnel must copy the COR, CS, and KO unless otherwise directed by the KO.

Contractor personnel will be required to take online training courses such as anti-terrorism training, privacy act training, or information assurance training. The training requirements are subject to change. Training courses and associated timelines/frequencies will be directed by either the COR or KO. The contractor management is responsible for ensuring all contractor employees comply with required training. Training requirements and tracking should be included in the monthly status reports.

L. TRANSITION PLAN

If there is a change in contractor or if the operation reverts to DCAA, the contractor will provide phase in/out orientation as detailed below.

During the phase-in orientation period, the incumbent contractor will continue to be fully responsible for performance requirements and cooperate to the extent required to permit an orderly changeover to the successor. Weekly status reporting will be required of each contractor. The contractors will be required to keep the government (COR, KO, and CS) informed of any problems or issues and their current status.

The contractor is required to submit a transition-in plan within 10 business days of task order award. This plan should include the following:

If there is a change in contractor or if the operation reverts to DoD, the contractor will provide phase-out orientation. Phase-out orientation will begin as soon as possible after changeover is directed. During the phase-out orientation period, the incumbent contractor will be fully responsible for performance requirements and cooperate to the extent required to permit an orderly changeover to the successor. Weekly status reporting will be required of each contractor. The contractors will be required to keep the government (COR, KO, and CS) informed of any problems or issues and their current status.

Should the contract be terminated for any reason, within five business days after notification of termination the incumbent will submit for approval to the COR, KO, and CS a transition plan outlining how knowledge transfer from the incumbent to government and/or contract personnel will take place. This plan must, at a minimum, include details on:

III. OTHER PERFORMANCE REQUIREMENTS

A. GOVERNMENT ISSUED ID

Performance under this contract will require a government issued ID. These include the following: driver’s license, military ID, and passport.

Additionally, performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor will complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to control and account for contractor CACs at all times. This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

Common Access Card (CAC) Procedures

1. The contractor has each contractor employee requiring a CAC complete DLAH Form 1728 in accordance with Enclosure 3; 2a. Note: Contractors do not complete blocks 11, 14, 15.a. or 15.b.; these are completed by the COR.

2. The contractor hand carries the DLAH 1728 form(s) or sends via secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group to):

a. The Contracting Officer’s Representative (COR) for the contract if a COR was designated.

b. The Contracting Officer (KO) for the contract if no COR was designated.

3. Each contractor employee must verify their account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each contractor employee will receive an email via TASS when their account has been approved. The email will notify the employee to obtain a Government-issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each contractor employee will obtain their issued CAC from the RAPIDS office.

6. The contractor, within one business day of issuance, provides written notice via email to the COR (or the KO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees. Note: This requirement is not applicable when the same is person is performing both COR and TA roles.

7. The contractor always establishes procedures to control and account for Government-issued contractor CACs - to include the following:

a. Ensure contractor CACs issued for this contract are only used for the purpose of performing under this contract.

b. Ensure contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

c. Ensure contractor employees do not abuse or place holes in their CACs.

d. Ensure contractor employees do not display their CACs in public.

8. If a contractor CAC is lost or stolen:

a. The contractor employee will immediately notify the contractor that the contractor CAC has been lost or stolen.

b. The contractor will immediately notify the COR (or the KO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(2) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

c. The contractor will report the lost or stolen CAC card to the local DLA Police/host installation police, who will provide the contractor a police report. If there are no local DLA Police/host installation police, or no police report is provided, the contractor will provide information to the COR/KO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/KO will provide a memorandum for the contractor employee to support issuance of new CAC.

d. The contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is before the completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

a. Notifies the COR as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(2) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

b. No less than 10 business days before the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

c. Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

d. Notifies the COR once a new CAC has been issued.

10. The contractor/contractor employee turns in any found CACs immediately, via hand carry, to the nearest Federal law enforcement office.

11. The contractor immediately collects all contractor CAC(s) from the contractor employee(s) at:

a. Contract completion or termination

b. Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC)

12. For contract completion or termination – within one business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

a. The contractor:

(1) If the COR/KO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

(a) Arranges to meet the COR (or the KO, if no COR was designated) to turn-in the collected contractor CAC(s).

(b) Hand-carries all collected contractor CACs for turn-in to meet the COR (or the KO, if no COR was designated).

(c) Completes and signs the Government-Issued Contractor CAC Turn-In Receipt with the COR (or the KO if no COR was designated). The contractor is provided a copy of the receipt.

(2) If in-person transfer of CAC cannot be arranged, the contractor:

(a) Sends, via certified mail, the CACs to the COR/KO. The contractor includes in the package the Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

(b) Notifies COR/KO that CACs have been sent via certified mail.

(c) Receives a completed copy of the receipt from the COR/KO once the COR/KO has received the CACs.

13. For termination/reassignment of an employee:

a. Immediately notifies the COR (or the KO, if no COR was designated) that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC, as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(2) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

b. Follows the turn-in procedures above for contract completion or termination, as applicable.

14. Contractor Reporting Requirements: The contractor is required to submit, monthly, to the COR (or the KO, if no COR was designated) a report of all employees working on the contract who have been issued CAC cards and a verification of whether each listed employee still requires a CAC. The report must note where changes have occurred (additions or deletions) since the previous month. Contractor employees who already have a CAC related to another DLA or DoD contract must be included in the monthly report. Contractor will note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/KO when the individual is no longer working under the subject contract.

15. The above procedures have been established as a DLA security measure. Contractors are advised that failure to comply with any of the above requirements will be considered a violation of the terms and conditions of the contract and the Contracting Officer may take action to remedy such violations. Specifically, failure to safeguard, follow these procedures, including reporting requirements, or turn-in CACs within the established timeframes may result in the following actions, which are in addition to other actions the Contracting Officer may take under governing law and regulation and the terms and conditions of the contract:

a. Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue

b. Disapproval of invoices and delay of payment

c. Withholding of final payment (in accordance with FAR 52.204-9)

d. Documentation of CAC Non-Compliance in the Contractor Performance Assessment Reporting System (CPARS)

B. GOVERNMENT FURNISHED MATERIALS

The DCAA Point of Contact (POC) will provide, if available, copies of speeches, documents, or training materials that will be used during the event in advance of the event. However, there may be occasions when it is not possible for the government to provide these materials in advance.

C. CONTRACTOR FURNISHED ITEMS AND SERVICES

The Contractor will furnish all supplies and services to meet performance requirements, except those specified as Government Furnished Materials.

D. DATA USE, DISCLOSURE OF INFORMATION, AND HANDLING OF SENSITIVE INFORMATION

Performance of this contract may require the contractor to have access to controlled unclassified information (CUI). The contractor will maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of information. The contractor will provide information only to its employees, government personnel, and subcontractors having a need to know such information in the performance of their duties for this project.

The contractor will not use, disclose, or reproduce proprietary data that bears a restrictive legend other than as required in the performance of this effort. Nothing herein precludes the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the government between the contractor and the data owner that provides for greater rights to the contractor.

Information made available to the contractor by the government for the performance or administration of this effort must only be used for those purposes and must not be used in any other way without the written agreement of the KO.

If non-public information is provided to the contractor for use in performance or administration of this effort, the contractor may not use such information for any other purpose without the written permission of the KO. If the contractor is uncertain about the availability or proposed use of information provided for the performance or administration, the contractor will consult with the KO regarding use of that information for other purposes. The contractor agrees to assume responsibility for protecting the confidentiality of government records, which are not public information. Each contractor or employee of the contractor to whom information may be made available or disclosed must be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

E. COMBATING TRAFFICKING IN PERSONS

The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract, procure commercial sex acts during the period of performance of the contract, or use forced labor in the performance of the contract. The contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions will include, but are not limited to removal from the contract, reduction in benefits, or termination of employment. The contractor shall take appropriate action, up to and including termination against employees or subcontractors that violate the U.S. Government policy as described at FAR 22.17

F. PAYMENT OF UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein.