SolicitatioN-ASL_AD-HOC_Interpreters_Services.pdf

DLA CONTRACTING SERV OFF, HQ CONT DIV

ATTN: REBECCA LUCENA

8725 JOHN J. KINGMAN ROAD

RM 1145

FORT BELVOIR VA 22060

703-767-1181 703-767-1172

UNDER DPAS (15 CFR 700)

11. DELIVERY FOR FOB

RF

P

SEE SCHEDULE

14. METHOD OF SOLICITATION

IFB RFP

CODE

SEE ADDENDUM

BLOCK IS MARKED

DESTINATION UNLESS

12. DISCOUNT TERMS

(No Collect Calls)

750,000

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER

X

CODE

SP4705-18-Q-5551 25 July 2018

b. TELEPHONE NUMBER 703-767-1181

8. OFFER DUE DATE/LOCAL TIME

12:00 p.m. 24 Aug 2018

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

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PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV 3/2005)

Prescribed by GSA

FAR (48 CFR) 53.212

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(SIGNATURE OF CONTRACTING OFFICER) 31c. DATE SIGNED

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15. DELIVER TO: CODE SL4781 16. ADMINISTERED BY

DEFENSE LOGISTIC AGENCY-

8725 JOHN J. KINGMAN ROAD

EEO Policy & Compliance Division

FORT BELVOIR VA 22060-6221

TEL: 703-767-6135

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

REBECCA LUCENA

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25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/ SERVICES

SEE SCHEDULE

541930

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

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SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

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19. ITEM NO. 20. SCHEDULE OF SUPPLIES/ SERVICES 21. QUANTITY 22. UNIT 24. AMOUNT

PAGE 2 OF

23. UNIT PRICE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

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STANDARD FORM 1449 (REV 3/2005) BACK

Prescribed by GSA

FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

DEFENSE LOGISTICS AGENCY

DLA EEO AD-HOC INTERPRETING SERVICES

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

DEFENSE LOGISTICS AGENCY (DLA) HQC EQUAL EMPLOYMENT OPPORTUNITY AND

DIVERSITY OFFICE PROVISION OF AMERICAN SIGN LANGUAGE (ASL)

AD-HOC INTERPRETING SERVICES

RFP SP4705-18-Q-5551

Section A: Solicitation/Contract Form/Miscellaneous

I. BACKGROUND

The contractor shall provide ad-hoc interpreters as required per the interpreting request, for applicants, DLA employees and customers of the agencies and organizations serviced by the DLA EEO Office (as hosted by DLA). Assignments shall be located at DLA HQC, the McNamara Headquarters Complex at Fort Belvoir, Virginia or off-post, any location deemed necessary by the government within the specified radius. The commuting radius area of the ad-hoc interpreters is within a 45-mile radius from the McNamara Headquarters Complex to account for the National Capital Region (NCR). The contractor shall receive no additional travel-related expenses such as travel time or mileage for travel conducted within the 45 mile radius. Any requests outside of the NCR mileage radius shall require approval from the Contracting Officer (KO) beforehand as submitted via the Contracting Officer Representative (COR).

On average, there are approximately twenty-five plus (25+) employees and tenet customers from the agencies mentioned in Section 1.0.3 that may request interpreting services either on their own behalf or for a deaf or hard of hearing colleague for events, trainings, meetings, and other functions as needed.

In fiscal year 2017, the DLA HQC, EEO office provided 4,163 hours of total interpreting services, while approximately 722 hours were solely provided through our ad-hoc sign language interpreting contract, on an as-needed basis. The need for interpreting services continues to increase as the DLA strives to be a model employer by complying with Executive Order 13548- “Increasing Federal Employment of Individuals with Disabilities.”

A. ISSUE/CLOSING DATES

Issue Date: July 25, 2018

Closing Date/Time: 12:00 pm Eastern Time on August 24, 2018

II. SCOPE OF CONTRACT

The contractor shall provide the necessary amount of interpreters, that meet the qualifications as designated in the Performance Work Statement (PWS), Section 3.1, as requested by the DLA Contra tin Officer’s Representative (COR) or DLA Scheduling Coordinator for each job request confirmed.

Interpreting service requests made by DLA shall be submitted either through the contractors’ electronic portal or via email for last minute modifications and for record keeping purposes. The contractor shall provide confirmation electronically, via system notification or email notification to the designated DLA inbox, HQSignLanguage.InterpretersRequest@dla.mil. Ad-hoc interpreting services shall be provided as required at the designated location stated in the interpreting services request within the NCR and designated mileage area of the contract (as specified in the PWS, section 2.0.2). Requests shall be made at mailto:HQSignLanguage.InterpretersRequest@dla.mil

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104 any time, given the nature of last minute interpreting service needs and requests. However, the contractor has the right to refuse an assignment when less than 48 hours’ notice has been given to them. The contractor’s refusal notice must be given within 2 hours of the time that the request was submitted. This refusal must be documented in written format, preferably via email to both the COR and the Scheduling Coordinator. If the contractor has refused to provide services for any reason, the DLA has the right to contact the other contracted vendors on the contract in an attempt to successfully receive interpreting services as needed. No additional or special rates shall be used for requests placed with less than 5 business days’ notice.

The Government intends to award an Indefinite Delivery/Indefinitely Quantity (ID/IQ) Task Order to multiple (2) contractors. The government intentions is to divide the hours equally between the two winning contractors. However, the Government reserves the right to award additional hours to one of the contractor if the other contractor performance is unsatisfactory.

SECTION B: Supplies or Services and Price/Costs

ITEM

No.

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

BASE

ASL AD-HOC Interpreting Services Non-Specialty

2100 Hours $ $

Not to Exceed (NTE): 2310 Annual Hours The contractors shall provide ASL AD-HOC Interpreting Services Non-Specialty

In accordance with the Performance Work Statement (PWS) Firm Fixed Price (FFP) FOB: Destination Base Period of Performance: Oct 1st 2018 through Sept 31st 2019

NET AMT. $

No.

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

BASE

ASL AD-HOC Interpreting Services Specialty

40 Hours $ $

Not to Exceed: 50 Hours (Annually) The contractors shall provide ASL AD-HOC Interpreting Services Specialty

In accordance with the Performance Work Statement (PWS) Firm Fixed Price (FFP)

Base Period of Performance: Oct 1st 2018 through Sept 31st 2019

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

ITEM

No.

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

OPTION

ASL AD-HOC Interpreting Services

2220 Hours $ $

Not to Exceed: 2541 Annual Hours

In accordance with the Performance Work Statement (PWS) Firm Fixed Price (FFP)

Option One Period of Performance: Oct 1st 2019 through Sept 31st 2020

No.

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

OPTION

ASL AD-HOC Interpreting Services

50 Hours $ $

Not to Exceed: 60 Annual Hours

In accordance with the Performance Work Statement (PWS) Firm Fixed Price (FFP)

No.

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

OPTION

ASL AD-HOC Interpreting Services

2340 Hours $ $

Not to Exceed: 2795 Annual Hours

In accordance with the Performance Work Statement (PWS) Firm Fixed Price (FFP)

Option Two Period of Performance: Oct 1st 2020 through Sept 31st 2021

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

ITEM

No.

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

OPTION

ASL AD-HOC Interpreting Services

60 Hours $ $

Not to Exceed: 70 Annual Hours

In accordance with the Performance Work Statement (PWS) Firm Fixed Price (FFP)

Section C: Description/Specs/Performance Work Statement

TABLE OF CONTENTS

SECTION PAGE

1: INTRODUCTION 07

2. PERIOD OF PERFORMANCE (POP) 07

3. REQUIREMENTS/PERFORMANCE STANDARD 08

3.1 QUALIFICAATION OF INTERPRETERS/PERSONNEL 09

3.2 NUMBER OF INTERPRETERS REQUIRED PER ASSIGNMENT 10

3.3 ARRIVAL OF INTERPRETERS/PERSONNEL SECURITY REQUIREMENTS 10

3.4 REASSIGNEMENT OF AD-HOC INTERPRETERS AS NEEDED 11

3.5 LIVE STREAMING OR RECORDING OF INTERPRESTERS SERVICES 11

4.0 LEAVE, HOLIDAAYS AND CLOSURES 11

4.1 LIBERAL LEAVE 11

4.2 CLOSURE DUE TO INCLEMENT WEATHER 12

4.3 OTHER UNSCHEDULE FEDERAL CLOSURES 12

4.4 FEDERAL HOLIDAY 12

4.5 INCLEMENT WEATHER 12

5.0 NEW INTERPERTIN G SERVICES 13

6.0 REIMBURSEMENT FOR SERVICES, INVOICING AND BILLING 13

6.1 REIMBURSEMENT FOR SERVICES AD-HOC INTERPRETER REQUEST 13

6.2 INVOICE RATES AND SCHEDULE 13

6.3 CANCELLATION OF REQUESTS: BILLABLE VS NONBILLABLE 14

7.0 FAILURE TO PROVIDE SERVICES 14

8.0 EVALUATION OF SERVICES 14

9.0 REPORTING REQUIREMENTS (eCMRA) 15

10.0 INFORMATION SYSTEM SECURITY 15

11.0 INFORMATION AWERNESS 15

12.0 COMBATING TRAFFICKING IN PERSONS 15

13.0 NON-PERSONAL SERVICES 16

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

14.0 CAC REQUIREMENTS 16

15.0 PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION (PII) 20

16.0 PAYMENT PROCEDURES 20

PERFORMANCE WORK STATEMENT (PWS)

DLA HQC EQUAL EMPLOYMENT OPPORTUNITY AND DIVERSITY OFFICE PROVISION OF

AMERICAN SIGN LANGUAGE (ASL) AD-HOC INTERPRETING SERVICES

1.0 INTRODUCTION

1.0.1 Under the provisions of the Americans with Disabilities Act of 1990 (ADA), as amended by the Amendments Act of 2008, Title 1, Section 501 and 504 require federal agencies to provide reasonable accommodations for qualified applicants and employees with disabilities, barring undue hardship.

1.0.2 The Defense Logistics Agency (DLA) is committed to being compliant in providing reasonable accommodations for Deaf and Hard of Hearing individuals in the workforce, via the provision of interpreting services when applicable to the employee, applicant or tenet customer.

1.0.3 The DLA Headquarters McNamara Complex (HQC), Office of Equal Employment Opportunity (EEO) and Diversity, provides sign language interpreting services to facilitate communication for the Deaf and Hard of Hearing individuals whose duty stations are located at the DLA HQC/Lorton facility, which includes their tenet customers: the Defense Threat Reduction Agency (DTRA), Defense Contract Audit Agency (DCAA), the Defense Technical Information Center (DTIC) and the DLA Energy Major Service Command (MSC).

1.0.4 On average, there are approximately twenty-five plus (25+) employees and tenet customers from the agencies mentioned in Section 1.0.3 that may request interpreting services either on their own behalf or for a deaf or hard of hearing colleague for events, trainings, meetings, and other functions as needed.

1.0.5 In fiscal year 2017, the DLA HQC, EEO office provided 4,163 hours of total interpreting services, while approximately 722 hours were solely provided through our ad-hoc sign language interpreting contract, on an as-needed basis. The need for interpreting services continue to increase as the DLA strives to be a model employer by complying with Executive Order 13548- “Increasing Federal Employment of Individuals with Disabilities.”

2.0 PERIOD OF PERFORMANCE/ SCOPE OF WORK

2.0.1 The awarded contract shall be set for a duration of one (1) twelve (12) month base year, and a proceeding two (2) twelve (12) month option years. The following Contract Line Item Numbers (CLINs) shall apply to the following periods of performance and are subject to extension and modification as necessary.

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

2.0.2 The contractor shall provide ad-hoc interpreters as required per the interpreting request, for applicants, DLA employees and customers of the agencies and organizations serviced by the DLA EEO Office (as hosted by DLA). Requests shall include a request for ad-hoc interpreters who are considered “Non-Specialty”, which are by definition any Ad-hoc ASL Interpreter who meets the minimum requirements outlined in the Performance Work Statement (PWS). Requests shall also include a request for ad-hoc interpreters who are considered “Specialty”, which are by definition any Ad-hoc ASL Interpreter who meet the requirements outlined in the PWS and also requiring a minimum Secret clearance to perform the job functions requested. Assignments shall be located at DLA HQC, the McNamara Headquarters Complex at Fort Belvoir, Virginia or off-post, any location deemed necessary by the government within the specified radius (see 2.0.3).

2.0.3 The commuting area of the ad-hoc interpreters is within a 45-mile radius from the McNamara Headquarters Complex to account for the National Capital Region (NCR). The contractor shall receive no additional travel-related expenses such as travel time or mileage for travel conducted within the 45 mile radius. Any requests outside of the NCR mileage radius shall require approval from the Contracting Officer (KO) beforehand as submitted via the Contracting Officer Representative (COR).

3.0 REQUIREMENTS/PERFORMANCE STANDARDS

3.0.1 The contractor shall provide the necessary amount of interpreters, that meet the qualifications as stated in Section 3.1, as requested by the DLA COR or DLA Scheduling Coordinator for each job request confirmed. Interpreting service requests made by DLA shall be submitted either through the contractors’ electronic portal or via email for last minute modifications and for record keeping purposes. The contractor shall provide confirmation electronically, via system notification or email notification to the designated DLA inbox, HQSignLanguage.InterpretersRequest@dla.mil.

ITEM LINE DESCRIPTION PERIOD OF PERFORMANCE

CLIN 0001

(BASE)

Ad-hoc ASL Interpreting Services (Non-Specialty)

NTE 2310 ANNUAL HOURS

October 1st, 2018 - September 30th, 2019

CLIN 0002

(BASE)

Ad-hoc ASL Interpreting Services (Specialty)

NTE 50 ANNUAL HOURS

October 1st, 2018 - September 30th, 2019

CLIN 1001

(Option One)

Ad-hoc ASL Interpreting Services (Non-Specialty)

NTE 2541 ANNUAL HOURS

October 1st, 2019 - September 30th, 2020

CLIN 1002

(Option One)

Ad-hoc ASL Interpreting Services (Specialty)

NTE 60 ANNUAL HOURS

October 1st, 2019 - September 30th, 2020

CLIN 2001

(Option Two)

Ad-hoc ASL Interpreting Services (Non-Specialty)

NTE 2795 ANNUAL HOURS

October 1st, 2020 - September 30th, 2021

CLIN 2002

(Option Two)

Ad-hoc ASL Interpreting Services (Specialty)

NTE 70 ANNUAL HOURS

October 1st, 2020 - September 30th, 2021 mailto:HQSignLanguage.InterpretersRequest@dla.mil

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

3.0.2 Ad-hoc interpreting services shall be provided as required at the designated location stated in the interpreting services request within the NCR and designated mileage area of the contract (as specified in section 2.0.2).

3.0.3 Requests shall be made at any time, given the nature of last minute interpreting service needs and requests. However, the contractor has the right to refuse an assignment when less than 48 hours’ notice has been given to them. The contractor’s refusal notice must be given within 2 hours of the time that the request was submitted. This refusal must be documented in written format, preferably via email to both the COR and the Scheduling Coordinator. If the contractor has refused to provide services for any reason, the DLA has the right to contact the other contracted vendors on the contract in an attempt to successfully receive interpreting services as needed. No additional or special rates shall be used for requests placed with less than 5 business days’ notice.

3.0.4 Upon arrival, the interpreter shall contact either the COR, the Scheduling Coordinator, or the designated POC for escort to the assignment. The COR, Scheduling Coordinator and on-call interpreters are located at DLA HQ’s EEO office, Room 1119 (Pod 1), McNamara Headquarters Complex, Fort Belvoir, Virginia. If the job ends early, before confirmed billable end time has occurred, interpreters are required to check in with either the COR, or the Scheduling Coordinator to receive either confirmation of early release or to be re-assigned to another interpreting request for the same timeframe. 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 DLA shall only be invoiced for the amount of time the interpreter was present in the facility, regardless of the initially confirmed billable hours for service.

3.0.5 DLA may submit requests on occasion requiring the contractor to fulfill the request with an interpreter who possesses a minimum level of a Secret Clearance. The interpreter provided through the contractor is required to satisfy all requirements listed in Section 3.1, as well as possess the clearance level requested.

3.1 QUALIFICATIONS OF INTERPRETERS/PERSONNEL

3.1.1 All interpreters must have an active certification or screening level from one of the following:

Registry of Interpreters for the Deaf (RID)- National Interpreter Certification (NIC) at any level (NIC, NIC Advanced or NIC Master level).

National Association of the Deaf (NAD)- Level III (Generalist), Level IV (Advanced), or Level V (Master).

Virginia Quality Assurance Screening (VQAS)- Either a III/II or a II/III (Transliteration/Interpreting) combined with a minimum of 3 years of interpreting experience in the Federal sector.

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

3.1.2 All interpreters will conduct themselves according to the RID Code of Professional Conduct (CPC) and in a professional manner at all times to include but not limited to: timeliness, professional responses appropriate for the work environment, attire appropriate for the work environment, etc.

3.1.3 The modes of requested interpreting services will vary, dependent on consumer preference, and shall be performed as such. This may include expressive interpreting or transliteration from Spoken English to American Sign Language, ASL, (or a 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.

3.2 NUMBER OF INTERPRETERS REQUIRED PER ASSIGNMENT

The number of interpreters required is subject to the assessment of the COR and/or the Scheduling Coordinator. In general, two (2) interpreters shall be required for assignments lasting one (1) hour or more due to the technical nature of the DLA’s environment. On occasion, one (1) interpreter may be requested for non-technical meetings or in the event that they will be teamed with a DLA Federal Staff Interpreter or the regular DLA On-call Contract Interpreter. The number of interpreters requested for a job shall be dependent on the assessment made via the COR/Scheduling Coordinator.

3.3 ARRIVAL OF INTERPRETERS/ PERSONNEL SECURITY REQUIREMENTS

3.3.1 If assignment is occurring within the DLA Headquarters facility or at the Defense Threat Reduction Agency (DTRA), interpreters shall arrive in the lobby 30 minutes prior to the start of the assignment to allow for security screening, check in and escort to the job. Please note that while the address is the same, 8725 John J Kingman Rd. Fort Belvoir, VA. 22060, the DLA and DTRA’s visitor entrances and lobbies are separate. No electronic devices of any sort are allowed within the DTRA facility, this includes smartphones or smartwatches, computers, tablets, USB drives, fitness watches, etc.

3.3.2 All interpreters must have a valid photo identification (ID) that is accepted by DLA’s HQ Security Office in order to enter the McNamara Headquarters Complex and any of its’ grounds, property and facilities. When the interpreter arrives at the security desk, if they do not possess a Common Access Card (CAC), they should contact the designated POCs provided to them through the job assignment request, to request escort from the main lobby entrance to their assignment. The interpreter shall adhere to the badging requirements designated by the security office, whether or not they must be escorted at all times while in the facility. The contractor shall not bill the agency for any of the time described in this paragraph.

3.3.4 Contractors must have the ability to pass the minimum security protocols via the DLA’s Personnel Security office in order to receive a CAC, when deemed necessary by the COR.

3.3.5 If a CAC has been awarded and if email access has been granted, contractor must complete and maintain minimum required training annually, to include but not limited to the following: Cyber Awareness training and Personally Identifiable Information (PII) training.

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

3.3.6 The Contractor shall safeguard CAC and/or ID Badges when furnished to them. Contractor employees shall not share CAC and/or ID Badges. Each Contractor employee shall wear the ID Badge conspicuously on his or her outer clothing above the waist at all times while working on the installation.

Personnel may be challenged and removed from the work area or denied access to the host installation if the ID Badge is not worn. The Contractor shall not display or use any badge as a means of personal identification outside the installation.

3.4 REASSIGNMENT OF AD-HOC INTERPRETERS AS NEEDED

3.4.1 If an ad-hoc interpreter is scheduled for an assignment/event and the interpreting services are completed early or in the event that they are no longer needed, the interpreter is required to contact either the COR or Scheduling Coordinator, located in the DLA HQC, EEO Office, Room 1119, McNamara Headquarters Complex, Fort Belvoir, Virginia. The preferred method of contact will be in-person, phone, or text and will be provided with every job request.

3.4.2 For general audience events, the ad-hoc 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 45 mile radius of the McNamara Headquarters Complex without an additional charge/cancellation fee. If the new assignment runs over the originally confirmed and scheduled timeframe, the difference shall be charged accordingly.

3.5 LIVE STREAMING OR RECORDING OF INTERPRETING SERVICES

3.5.1 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 by Section 3.4.1.

4.0 LEAVE, HOLIDAYS AND CLOSURES

4.0.1 This section describes the specific policies and procedures associated with any leave or closure and how they influence the provision of interpreting services provided.

4.1 LIBERAL LEAVE

4.1.1 If the federal government is on liberal leave, all ad-hoc interpreters must report to the designated facility as previously confirmed, unless the COR or Coordinator/Scheduler has contacted the contractor to specify otherwise. Should the contractor receive additional or modified instructions, the ad hoc interpreters shall be informed via the contractor’s scheduling coordinators for updated information to follow. If the job request has been cancelled with less than 24 hours’ notice, the contractor may invoice for the originally confirmed hours.

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104

4.2 CLOSURE OF FEDERAL GOVERNMENT DUE TO INCLEMENT WEATHER OR

EMERGENCY

4.2.1 If the DLA has closed due to inclement weather or emergency, interpreting services shall not be rendered and therefore no charges or fees shall be assessed. The contractor shall not bill the government for interpreting service hours when the facility is closed due to inclement weather or emergency.

4.3 OTHER UNSCHEDULED FEDERAL GOVERNMENT CLOSURES

4.3.1 In the event of an unscheduled closure of the federal government, ad-hoc interpreters will not report to work or to their scheduled assignments. No cancellation fees or charges shall be assessed. The contractor shall not bill the government for interpreting service hours when the government is closed.

4.4 FEDERAL HOLIDAYS

4.4.1 No interpreting services are required on the celebration of the federal holidays listed below. The contractor shall not bill the government for interpreting services hours when the government is closed due to the following federal holidays.

• New Year’s Day

• Birthday of Martin Luther King, Jr.

• Washington’s Birthday (President’s Day)

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

4.5 INCLEMENT WEATHER: NON-CLOSURES

4.5.1 In the event of severe inclement weather or an emergency, all interpreters are responsible for calling the contractor’s POC (ie: Scheduling Coordinator) to determine if their assignment is still scheduled. The COR or the DLA Coordinator/Scheduler shall be responsible for relaying information regarding assignment changes or updates/cancellations to the contractor’s coordinator/scheduler/POC. The contractor is equally responsible for following up with the COR or DLA Coordinator/Scheduler to confirm updates/changes in the event that there is inclement weather.

4.5.2 If an event has been cancelled due to inclement weather, the contractor may assess the cancellation fee for requests for services that are cancelled with less than 24 hours’ notice.

4.5.3 In the event 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

RFP SP4705-18-Q-5551

Source Selection Information – See FAR 2.101 and 3.104 who can provide the services. In the event that the contractor is unable to supply the DLA with replacement interpreters, the contractor shall not bill the government for interpreter service hours.

5.0 NEW INTERPRETING SERVICES

5.0.1 When there are new interpreting services outside the scope of this contract but they are of interest to the DLA, the KO may request information and a demonstration of the available services and the contractor shall provide the demonstration of these services at no additional cost to the agency. Such request shall not change any of the terms and conditions of the contract.

6.0 PAYMENT FOR SERVICES, INVOICING AND BILLING

6.0.1 This section outlines the requirements and expectations regarding payment for interpreting services as well as procedures for invoicing and billing.

6.1 PAYMENT FOR SERVICES- AD HOC INTERPRETER (ING) REQUESTS

6.1.1 Regardless of assignment duration, the contractor shall be PAID for a minimum of two (2) hours per the DC metropolitan ASL interpreting service industry standards as long as the interpreter complies with the procedure set forth in Section 6.1.3.

6.1.2 Assignments lasting more than two (2) hours shall be invoiced either for the scheduled time requested and confirmed or rounded to the nearest 15 minutes increment thereafter. Example: An assignment is scheduled for three (3) hours but it lasts three hours and twenty minutes (3 hours 20 min), the invoice shall reflect billing for three hours and thirty minutes (3 hours and 30 minutes).

6.1.3 In the event that a job assignment ends earlier than the scheduled and confirmed timeframe, interpreters are required to contact either the COR or the DLA Scheduling Coordinator to either be re-assigned to another job within the same timeframe or to be released early. The contractor shall bill the agency for the confirmed amount of time per the job request, as specified in Section 6.1.1, unless the interpreter(s) leave the premises early without confirming early release first with either the COR or the DLA Scheduling Coordinator. In the event that the interpreter(s) leaves early without approval, the contractor shall only be allowed to bill the agency for the amount of time the interpreter(s) are on the premises, beginning from the start time confirmed.

6.2 INVOICE: RATES AND SCHEDULE

6.2.1 The contractor shall bill the agency using the rates established and agreed upon in the Rate Schedule. The contractor will also include a separate hourly rate for interpreters requested needing a clearance to perform the duties of the job request.

6.2.2 The contractor shall invoice DLA via the WAWF/iRAPT system at the beginning of each month for the previous month’s services rendered, in accordance with DFARS 252.323-7003, the Electronic Submission of Payment Requests and Receiving Reports.

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Source Selection Information – See FAR 2.101 and 3.104

6.2.3 The contractor shall provide a log (in the form of an attachment to the COR) for the invoice submitted containing the following (if applicable): job request number, the date of the assignment, the start and end time of the assignment, the numerical value being billed, the names of the interpreters who provided the services and the description of the assignment event that interpreting services were provided for. Before validating the invoice for approval, the COR or the DLA Scheduling Coordinator shall review the information provided to review for discrepancies. If any discrepancies are found, the contractor shall be notified and expected to update the invoice appropriately. Once an accurate invoice is provided, the COR shall process the approval.

6.3 CANCELLATION OF REQUESTS: BILLABLE VS NON-BILLABLE

6.3.1 The COR or the DLA Scheduling Coordinator shall notify the contractor regarding any cancellations primarily via the contractor’s servicing portal. If no such portal exists, then the contractor shall be notified both in writing via email as well as with a phone call.

6.3.2 Requests that are cancelled with equal to or less than twenty-four (24) continuous hours’ notice prior to the event shall be reimbursed to the contractor and considered billable. Requests cancelled with more than twenty four (24) hours’ notice shall not be reimbursed and are considered unbillable.

7.0 FAILURE TO PROVIDE SERVICE

7.0.1 If the contractor fails to provide sign language interpreting services (after confirmation has been received by DLA), as described in Sections 3.0 -3.1.3 for reasons other than the reasons described in Sections 4.0 – 4.5 and Section 6.3, the contractor shall not charge the agency for the services not provided.

7.0.2 For every instance in which the contractor does not provide services for reasons other than mentioned above in Section 7.0.1, the COR shall document the instance in a monthly evaluation log and a warning letter shall be sent notifying the contractor of their breach of contract. The DLA expects the contractor to remedy the issue brought forth in a timely manner (within a month’s timeframe from time of notification).

7.0.3 The DLA reserves the right to send both warning correspondence as well as a Show Cause letter(s) to any 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 in Section 7.0.1.

8.0 EVALUATION OF SERVICES

8.0.1 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).

8.0.2 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

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9.0 REPORTING REQUIREMENTS

9.0.1 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 the 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 1st through September 30th. While inputs may be reported at any time throughout the FY, all data shall be reported no later than October 31st of each calendar year, beginning with 2018. Contractors may direct questions to the support desk at: DOD.ECMRA.Support.Desk@mail.mil.

10.0 INFORMATION SYSTEM SECURITY

10.0.1 When a situation arises where the contractor has received a CAC and requires access to government computers and systems, they shall request Information Technology (IT) eligibility for all positions requiring a minimum IT III category eligibility.

10.0.2 All contractor personnel provided with access to government computers and systems shall observe all security policies and procedures as provided by the COR. The contractor shall notify the COR within twenty-four (24) hours when personnel no longer require access to government systems, for reasons of any of the following: personnel resignation, reassignment, termination or completion of portions of the contract.

10.0.3 The contractor shall observe all copyright agreements. In the interest of protecting government systems from computer viruses, the contractor shall not use public domain software nor shall contractor personnel download software from public bulletin boards or Internet websites. The contractor shall use only commercial off-the-shelf (COTS), contractor-developed, or government software in performance of the contract requirements. Should the introduction of a computer virus or malicious destruction of computer software, stored information, or hardware result from the use of public domain software or from software taken from a public bulletin board or Internet website, the contractor shall be required to repair the damage and incur all costs at no expense to the Government and without impact on delivery schedules.

11.0 INFORMATION AWARENESS

All contractor employees with access to a government information system shall be registered in the ATCTS (Army Training Certification Tracking System) (https://atc.us.army.mil/iastar/index.php) prior to commencement of services, and shall successfully complete the DOD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://ia.signal.army.mil/DoDIAA/).

12.0 COMBATTING 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 http://www.ecmra.mil/ mailto:DOD.ECMRA.Support.Desk@mail.mil https://atc.us.army.mil/iastar/index.php https://ia.signal.army.mil/DoDIAA/

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Source Selection Information – See FAR 2.101 and 3.104 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 US Government policy as described at FAR 22.17.

13.0 NON-PERSONAL SERVICES

The services and performance required under this contract are determined to be not inherently governmental. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and all applicable DoD policy. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. All contractor personnel shall identify themselves as contracted support personnel in all forms of communication with all entities with whom the DLA HQ Office or all Military Services have business dealings. It shall be the responsibility of the contractor to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer immediately.

14.0 CAC REQUIREMENTS

The Common Access Card (CAC) is the Department of Defense (DOD) Federal Personal Identity Verification (PIV) credential. In accordance with Directive Type Memorandum (DTM) 08-003, December 1, 2008, incorporating Change 5, October 8, 2013, Initial issuance of a CAC requires at a minimum, the completion of FBI fingerprint check with favorable results reflecting "No Record" and submission of a National Agency Check with Inquiries (NACI) to the Office of Personnel Management (OPM), or a DoD-determined equivalent investigation. The issuance of a CAC will be based on four criteria; (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards Publication 201-1, Personal Identity Verification (PIV) of Federal Employees and Contractors, March 2006, and DOD Regulation 5200.2-R, Department of Defense Personnel Security Program, January 1987, and (d) verification of a claimed identity. CAC eligible personnel must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either an authoritative personnel data feed from the appropriate Service or Agency or Trusted Associate Sponsorship System (TASS).

Common Access Card (CAC) Procedures

Performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor shall 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.

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Source Selection Information – See FAR 2.101 and 3.104

1. The contractor has each contractor employee requiring a CAC complete and sign Sections I and II of the DD Form 1172-2. The instructions for completing the DD Form 1172-2 are located at http://www.cac.mil/docs/1172-2-Instructions.pdf.

• For Section II, Block 22 - If the contractor employee signs and the DD Form 1172-2 it is then forwarded by the contractor. This provides verification for the employee information. If the contractor is submitting a DD Form 1172-2 for him/herself (e.g., the owner), with no higher authority above them for verification, then the signature in Block 22 must be notarized to verify identity.

2. The contractor forwards the DD Form(s) 1172-2 via hand-carry, secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group):

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

• The Contracting Officer (CO) for the contract, if no COR was designated.

3. Each contractor employee must verify his/her 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 his/her 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 shall obtain his/her issued CAC from the RAPIDS office.

6. The contractor, within one (1) business day of issuance, provides written notice via email to the COR (or the CO, 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.

7. The contractor establishes procedures to control and account for Government-issued contractor CACs at all times, to include the following:

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

• 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.

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

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

8. If a contractor CAC is lost or stolen:

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• The contractor employee shall immediately notify the contractor that the contractor CAC has been lost or stolen.

• The contractor shall immediately notify the COR (or the CO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

In person, followed within one (1) business day by a written notice via email, or In writing, via email, or By telephone, followed within one (1) business day by a written notice via email.

• The contractor shall 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 is no local DLA Police/host installation police, or no police report is provided, the contractor shall provide information to the COR/CO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/CO will provide a memorandum for the contractor employee to support issuance of new CAC.

• 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 prior to completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

• Notifies the COR as follows:

In person, followed within one (1) business day by a written notice via email, or

• No less than two (2) weeks prior to 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.

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

• 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:

• Contract completion or termination

• 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. The contractor:

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• For contract completion or termination – within one (1) business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

i. If the COR/CO is co-located or near enough, that in-person transfer of CACs can be arranged, the contractor:

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

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

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

ii. If in-person transfer of CAC cannot be arranged, the contractor:

Sends, via certified mail, the CACs to the COR/CO. The contractor includes in the package the

Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

Notifies COR/CO that CACs have been sent via certified mail.

Receives a completed copy of the receipt from the COR/CO once the COR/CO has received the

CACs.

• For termination/reassignment of an employee:

i. Immediately notifies the COR (or the CO, 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:

In person, followed within one (1) business day by a written notice via email, or

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

Contractor Reporting Requirements: The contractor is required to submit, on a monthly basis, to the COR (or the CO, 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 shall note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/CO when the individual is no longer working under the subject contract.

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.

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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:

Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue Disapproval of invoices and delay of payment Withholding of final payment (in accordance with FAR 52.204-9) Documentation of CAC Non-Compliance in the Contractor Performance Assessment Reporting

System (CPARS)

15.0 PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION (PII)

The contractor shall protect all Personally Identifiable…