SOLICITATION-EEO_On_Call_Interpreters_Services_-03-20-19-Amendment_2.pdf

DLA HQC EQUAL EMPLOYMENT OPPORTUNITY AND DIVERSITY

ON-CALL AMERICAN SIGN LANGUAGE (ASL) INTERPRETING SERVICES

RFP: SP4705-19-Q-5070

I. BACKGROUND

The contractor shall provide one (1) on-call interpreter to support DLA employees and the 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, at any location deemed necessary by the government within the specified radius (2.0.3).

The commuting area of the on-call interpreter 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).

A. ISSUE/CLOSING DATES

Issue Date: March 07, 2019 Closing Date/Time: 12:00 pm Eastern Time on Thursday, April 8, 2019

II. SCOPE OF CONTRACT

The contractor shall provide the necessary amount of interpreters that meet the qualifications as designated in Section 3.1. Interpreting service requests made by DLA shall be submitted either through the contractors’ electronic portal or via email (as a back-up and alternative source) 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.

On-call 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 of the

(PWS).

Upon arrival, the on-call interpreter shall contact either the COR, the Scheduling Coordinator, or the designated POC for escort to the assignment if they do not possess a Common Access Card (CAC) upon start of the period of performance. The COR, Scheduling Coordinator and on-call interpreters are located at the DLA HQ’s EEO office, Room 1119 (Pod 1), McNamara Headquarters Complex, Fort Belvoir, Virginia.

The on-call interpreter will be located in the same office as mentioned above. A cubicle and equipment will be provided by the DLA. Interpreters are required to check in with either the COR, or the Scheduling Coordinator periodically throughout the day for additional instruction or assignments. The on-call interpreter shall function as part of a team to provide interpreting services as necessary for the DLA’s employees, tenants and customers. The Government intends to award Firm Fixed Price contract.

Section A: Solicitation/Contract Form/Miscellaneous mailto:HQSignLanguage.InterpretersRequest@dla.mil

ITEM

No

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 ASL On Call Interpreter 1820 Hours $ $

BASE

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 22 July 2019-through 21 July 2020

ITEM SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

No.

1001 ASL On Call Interpreter 1820 Hours $ $

FIRM FIXED PICE

Base Period of Performance: 22 July 2020-through 21 July 2021

ITEM SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

No.

2001 ASL On Call Interpreter 1820 Hours $ $

FIRM FIXED PICE

Base Period of Performance: 22 July 2021-through 21 July 2022

SECTION B: Supplies or Services and Price/Costs

OFFICIAL USE ONLY

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

TABLE OF CONTENTS

SECTION PAGE

1: INTRODUCTION 04

2. PERIOD OF PERFORMANCE (POP) 04

3. REQUIREMENTS/PERFORMANCE STANDARD 05

3.1 QUALIFICATION OF INTERPRETERS/PERSONNEL 05

3.2 NUMBER OF INTERPRETERS REQUIRED PER ASSIGNMENT 06

3.3 ARRIVAL OF INTERPRETERS/PERSONNEL SECURITY REQUIREMENTS 06

3.4 REASSIGNEMENT OF ON CALL INTERPRETERS AS NEEDED 07

3.5 LIVE STREAMING OR RECORDING OF INTERPRETERS SERVICES 07

4.0 LEAVE, HOLIDAYS AND CLOSURES 07

4.1 LIBERAL LEAVE 07

4.2 CLOSURE DUE TO INCLEMENT WEATHER 07

4.3 OTHER UNSCHEDULED FEDERAL CLOSURES 08

4.4 FEDERAL HOLIDAY 08

4.5 INCLEMENT WEATHER 08

5.0 NEW INTERPRETING SERVICES 08

6.0 REIMBURSEMENT FOR SERVICES, INVOICING AND BILLING 09

6.1 INVOICE RATES AND SCHEDULE 09

7.0 FAILURE TO PROVIDE SERVICES 09

8.0 EVALUATION OF SERVICES 09

9.0 REPORTING REQUIREMENTS (eCMRA) 10

10.0 INFORMATION SYSTEM SECURITY 10

11.0 INFORMATION AWARENESS 15

12.0 COMBATING TRAFFICKING IN PERSONS 15

13.0 NON-PERSONAL SERVICES 16

14.0 CAC REQUIREMENTS 16

15.0 PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION (PII) 20

16.0 PAYMENT PROCEDURES 24

Section C: Description/Specs/Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

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 2018, the DLA HQC, EEO office provided 3,874 hours of total interpreting services, of which 3,033 hours were solely supplied by the federal staff interpreters in tandem with our on-call, full-time sign language interpreting position. 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 CLINS shall apply to the following periods of performance and are subject to extension and modification as necessary.

• CLIN 0001 (Base Year): July 22, 2019- July 21, 2020

• CLIN 1001 (Option Year 1): July 22, 2020- July 21, 2021

• CLIN 2001 (Option Year 2): July 22, 2021- July 21, 2022

2.0.2 The contractor shall provide one (1) On-call interpreter 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 (2.0.3). The solicited requirement calls for one (1) on-call interpreter for the typical set days and hours specified

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

in the Source Selection. This interpreter will work as part of the Core team with the 3 Federal Staff ASL Interpreters on a daily basis to provide interpreting services to 30+ Deaf employees. Our Scheduling Coordinator is a Certified ASL Interpreter as well and works hard to ensure that every meeting has a team of interpreters where necessary. Due to the technical nature of the interpreting work here at the DLA, our baseline is to assign teams for any meetings set for an hour or more, especially when we have back-to-back meetings. We also are very mindful of Repetitive Motion Injuries (RPI) and do not wish to experience them personally nor for our contracted colleagues.

2.0.3 The commuting area of the on-call interpreter 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 designated in Section 3.1. Interpreting service requests made by DLA shall be submitted either through the contractors’ electronic portal or via email (as a back-up and alternative source) 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.

3.0.2 On-call 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).

3.0.4 Upon arrival, the on-call interpreter shall contact either the COR, the Scheduling Coordinator, or the designated POC for escort to the assignment if they do not possess a Common Access Card (CAC) upon start of the period of performance. The COR, Scheduling Coordinator and on-call interpreters are located at the DLA HQ’s EEO office, Room 1119 (Pod 1), McNamara Headquarters Complex, Fort Belvoir, Virginia. The on-call interpreter will be located in the same office as mentioned above. A cubicle and equipment will be provided by the DLA. Interpreters are required to check in with either the COR, or the Scheduling Coordinator periodically throughout the day for additional instruction or assignments. The on-call interpreter shall function as part of a team to provide interpreting services as necessary for the DLA’s employees, tenants and customers.

3.0.5 The on-call interpreter shall possess an active “Secret” level security clearance from day one of the beginning of the contract’s effective start date. The DLA will not be sponsoring any contract individual to receive a clearance.

The replacement interpreter does not need to have a clearance unless a cleared job has been requested on our schedule for that day. This is a rare-instance to occur but is stated as a requirement to ensure that every part of the Core team can meet the needs as requested. While the DLA would prefer one (1) consistent interpreter weekly, we are open to no more than two (2) different, consistent, ongoing interpreters to meet this requirement. The on-mailto:HQSignLanguage.InterpretersRequest@dla.mil

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

call interpreter(s) can split the days each week but must meet the requirements outlined in the solicitation for clearance level, skill, certification/screening level/ experience. DLA is not sponsoring any new contract company or contractors for a clearance or for a facilities clearance.

3.1 QUALIFICATIONS OF INTERPRETER(S)/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)- NIC Certification 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.

The DLA understands the entire range of possible RID certifications and realize that the CSC, MCSC, IC and TC are all fully recognized. While we prefer a practitioner with a more recently offered certification (NIC at any level, CI, or CT), we are open to reviewing proposals who have a best candidate, with a CSC/MCSC/IC or TC, that meets the other requirements outlined. The primary concern is that the mentioned certifications (CSC, MCSC, TC, IC) were only offered until 1988. Over 21 years later, it is a reasonable expectation that a practitioner (Professional Certified ASL Interpreter in the Washington DC area) would have pursued additional credentials to keep up with the evolving requirements of the Deaf and Interpreting community.

The DLA understands that the VQAS is not a certification or a licensure, which is why Section 3.1.1 states that “All interpreters must have an active certification or screening level from one of the following:”. Many qualified interpreters here in the local Northern Virginia area may not possess a national certification but are more than qualified and experienced to provide interpreting services. The DLA will not remove the VQAS from the listing of qualifications options, in order to provide businesses with better opportunity to find a “best fit” for the on-call contract position. Please note, there is a stipulation as to the VQAS acceptable screening levels and previous experience required in the Federal Sector.

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. The contractor shall provide a sign language interpreter with strong voicing skills.

3.2 NUMBER OF INTERPRETERS REQUIRED PER DAY/ADDITIONAL DUTIES

3.2.1 One ASL interpreter, meeting all of the qualifications and requirements set forth in this PWS, shall be provided daily, Monday- Friday (excepting holidays as outlined in Section 4.4), for the hours of 8:30am- 4pm, not including a 30 minute unpaid lunch. The total billable duration per day shall be 7 hours.

The total number of hours of services- Our Core team provided a combined 3,ooo+ hours of interpreting services alone last year.

The number of assignments that were 3 hours or less- N/A for this requirement The number of assignments that were 7 hours or more- N/A for this requirement The number of short-notice assignments (less than 5 business days’ notice)- N/A for this requirement The number of emergency assignments (less than 1 business days’ notice)- N/A for this requirement The number of hours of evening/weekend work- N/A for this requirement *There will be no deviation from the typical set hours and days specified in the posted solicitation.

A 95% of all the interpreting service needs here at the DLA is uncleared work. Regardless of whether it is cleared or uncleared work throughout the day for the on-call contract requirements, the DLA EEO office has set the typical hours to mimic the in-office procedures here. This ensures that the team of Core interpreters always receive at least a 30-minute lunch where they can decompress and relax as they see fit without being called away at the last minute to interpret. The government will not consider removing the 30 minute unpaid lunch from the schedule.

3.2.2 All interpreters provided shall be qualified and meet all personnel security requirements in order to receive a Common Access Card (CAC).

3.2.3 The DLA requires a consistent, ongoing ASL interpreter to fill this position.

3.2.4 The ASL interpreter assigned to the contract shall participate in the Scheduling Coordination process for the DLA’s employees, tenants and customers. They shall serve as the alternate/back-up Scheduling Coordinator when the Primary Scheduling Coordinator is not available and shall be responsible for receiving requests, responding to emails/calls, confirming interpreting services and tracking and documenting requests and services as required internally by the DLA EEO office.

3.3 ARRIVAL OF INTERPRETER/ PERSONNEL SECURITY REQUIREMENTS

3.3.1 If the on-call interpreter’s first assignment is occurring within the DLA Headquarters facility or at the Defense Threat Reduction Agency (DTRA), interpreters shall arrive in the lobby 15 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.

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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, as deemed necessary by the COR for the on-call interpreter position.

3.3.5 Once the CAC has been awarded and 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.

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 ON-CALL INTERPRETERS AS NEEDED

3.4.1 If an on-call 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.

3.5 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.

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

4.1 LIBERAL LEAVE

4.1.1 If the federal government is on liberal leave, all on-call 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 on-call interpreter shall be informed via the contractor’s scheduling coordinators or via the DLA’s COR or Scheduling Coordinator for updated information to follow.

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.

The requirement for an on-call interpreter, will not change due to the Firm Fixed Price structure. Barring unforeseen circumstances (like inclement weather or emergency), no cancellations will be incurred. The on-call interpreter will be required every day weekly (excluding Federal Holidays) for the duration of the contract for the typical specified hours. The Government will not remove this section.

4.3 OTHER UNSCHEDULED FEDERAL GOVERNMENT CLOSURES

4.3.1 In the event of an unscheduled closure of the federal government, on-call 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

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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 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 who can provide the services. In the event that the contractor is unable to supply the DLA with replacement interpreters, the contractor shall reduce their invoice and bill to the government for the unfurnished 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.

An example of new services outside of the scope of this contract may include but are not limited to: VRI, Oral interpreting, Tactile interpreting.

6.0 REIMBURSEMENT FOR SERVICES, INVOICING AND BILLING

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

6.1 INVOICE: RATES AND SCHEDULE

6.1.1 The contractor shall bill the agency using the rates established and agreed upon in the Rate Schedule. The contractor shall include and account for any additional rates for an on-call interpreter with an active Secret clearance in their original proposed amounts.

6.1.2 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.

6.1.3 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

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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.

7.0 FAILURE TO PROVIDE SERVICE

7.0.1 If the contractor fails to provide sign language interpreting services, 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 reduce the invoice and bill to the government according to how many hours of service were not met by an on-call interpreter.

A written reprimand shall occur if ongoing in nature.

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 back to provide services, replacing an interpreter, etc. A written record shall be provided to the contractor regarding the issue, usually via email.

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.

http://www.ecmra.mil/ mailto:DOD.ECMRA.Support.Desk@mail.mil

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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 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 https://atc.us.army.mil/iastar/index.php https://ia.signal.army.mil/DoDIAA/

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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.

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:

http://www.cac.mil/docs/1172-2-Instructions.pdf

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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:

• 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:

• 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

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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:

• 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:

• 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

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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:

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.

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

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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 Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

16.0 PAYMENT PROCEDURES

Billing and payment shall be accomplished in accordance with 252.232-7006 Wide Area WorkFlow Payment Instructions (May 2013) DFARS

(a) Definitions. As used in this clause— “Department of Defense Activity Address Code (DoDAAC)” is a six-position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor shall follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions will be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

In compliance with DFARS 252.232-7003, “Electronic Submission of Payment Requests and Receiving Reports (Mar 2008)”, the Defense Contracting Services Office (DCSO) utilizes WAWF to electronically process vendor http://www.acq.osd.mil/dpap/dars/dfars/html/current/252232.htm https://www.acquisition.gov/ https://wawf.eb.mil/

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

requests for payment. The Contractor shall be required to utilize this system when processing invoices and receiving reports under this order unless the provision at DFARS 252.232- 7003(c) applies. The Contractor shall

(i) ensure an Electronic Business Point of Contact is designated in the Central Contractor Registration at http://www.ccr.gov and (ii) register to use WAWF at https://wawf.eb.mil, within ten (10) days after award of this order. The DLA WAWF point of contact for this purchase order is Jose M. Villanueva, email address jose.villanueva@dla.mil. The Contractor is directed to use the “2-IN-1” format when processing invoices and receiving reports. (Choose the appropriate format based on the following: “Combo” is used for goods or any combination of goods and services. “2-in-1” is used for services only contracts. In most cases these formats are the appropriate choices and the DCSO recommended method. However, particular situations will require different WAWF-RA document types. When this occurs, the contracting officer shall replace “Combo” or “2-in- 1” with the correct format in the space above). When entering into WAWF, verify and fill in the following DoDAAC fields.

Inspection/Acceptance Location: SP4705

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC SL4701 Issue By DoDAAC SP4705 Admin DoDAAC SP4705 Inspect By DoDAAC SP4705 Ship To Code NA Ship From Code NA Mark For Code NA Service Approver (DoDAAC) SL4781 Service Acceptor (DoDAAC) SL4781 Accept at Other DoDAAC NA LPO DoDAAC NA DCAA Auditor DoDAAC NA Other DoDAAC(s) NA

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

Rachel.Johnson@dla.mil http://www.ccr.gov/ http://www.ccr.gov/ mailto:jose.villanueva@dla.mil mailto:Rachel.Johnson@dla.mil

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

(g) WAWF point of contact.

(1) The Contractor will obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

Rachel.Johnson@dla.mil

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause) Failure to comply with the procedures outlined above will result in your payment being delayed.

Not Applicable

I. INSPECTIONS

Inspection and acceptance of all work performance, reports and other deliverables under this Task Order shall be performed by COR. The Government will ensure quality assurance of all tasks with 100% inspections performed by the COR. During the inspections, the COR will review for current task completion.

I. ORDERING PERIOD

The ordering period for this Purchase Order shall be one 12-month base period and two (2) 12-month option periods for a total of three years.

The Government reserves the right to extend the term of this contract in accordance with the terms and conditions contained in FAR Clause 52.217-8 entitled, “Option to Extend Services.” The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within of contract expiration.

The contractor shall provide the necessary amount of interpreters, that meet the qualifications as designated 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…