RFP-SP4705-21-R-7321-EEO Interpreting Serv. Amendmentv3.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

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Offerors must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

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14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

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Previous edition unusable is not, is required to sign this document and return is extended, is not extended. The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offerors

1 57

2. AMENDMENT/MODIFICATION NO.

00002 6/10/2021

SP4705

DLA CONTRACTING SERVICES OFFICE HQ

CONTRACTING DIV, RM 1145 8725 JOHN J. KINGMAN

ROAD FORT BELVOIR VA 22060

SP4705-21-R-7321

5/19/2021

SEE CONTINUATION SHEET

The purpose of this amendment is provide the answers to all the questions received as a result of the solicitation, revise the Performance Work Statement Titled "DLA HQC Equal Employment Opportunity (EEO) and Diversity Office Provision of American Sign Language (ASL) Ad Hoc Interpreting Services, V3, dated 9 June, 2021, provide a DD Form 254 "Department of Defense, Contract Security Classification Specification, dated April 2018, and extend the solicitation from 17 June, 2021 to 22 June, 2021.

Andre D. Desima Contracting Officer

DLA HEADQUARTERS COMPLEX (HQC)

EQUAL EMPLOYMENT OPPORTUNITY (EEO) AND DIVERSITY

Ad-Hoc AMERICAN SIGN LANGUAGE (ASL) INTERPRETING SERVICES

RFP-SP4705-21-R-7321

OFFICIAL USE ONLY

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

DESCRIPTION OF SERVICES

The Government intends to secure the services of multiple qualified vendors to provide Equal Employment Opportunity (EEO) American Sign Language (ASL) Ad-Hoc Interpreting Services for the EEO & Diversity office at the Defense Logistics Agency (DLA) at Fort Belvoir, VA. We are seeking contractors preferably within a 45-mile radius from the McNamara Headquarters Complex.

DCSO will issue a combined synopsis/solicitation on the new Beta.sam.gov website per FAR 12.603 Streamlined Solicitation for Commercial Items, under FAR Part 12-Commercial Item, FAR Subpart 6.2 Full and Open Competition After Exclusion of Sources. This requirement is 100% set-aside for small business in accordance with FAR 19.502-2 Total Business Set-Asides. The NAICS Code for this requirement is 541930- Translation and Interpretation Services. The NAICS Code size standard is $ 8 million. Please refer to the

PWS.

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 a 45-mile radius from the McNamara Headquarters Complex to account for the National Capital Region (NCR

A. ISSUE/CLOSING DATES

Issue Date: Wednesday, May 19, 2021 Closing Date/Time: Thursday, June 22, 2021, at 2:00 P.M. Eastern Time.

II. SCOPE OF CONTRACT

The contractor shall provide the necessary number 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.

Ad-hoc interpreting services shall be provided as required at the designated onsite location stated in the interpreting services request, within the NCR and designated mileage area of the contract (as specified in section 2.0.2). In the event a contingent working environment has been issued, a virtual method of delivery may be approved, by the contracting officer, for use of the interpreting services instead (Section 4.3.3).

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 the DLA HQ’s

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

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. This applies to both onsite services and services with a virtual delivery method for contingency working environments.

ITEM

SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 0001 ASL Ad-Hoc Interpreting Serv. 15,000 Hours $ $ BASE Non-Specialty

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 1 Sept 2021-through 31 Aug 2022

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 0002 ASL Ad-Hoc Interpreting Serv. 3,000 Hours $ $ BASE Specialty

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 1 Sept 2021-through 31 Aug 2022

TOTAL AMOUNT FOR BASE PERIOD $

OPTION PERIOD ONE

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 1001 ASL Ad-Hoc Interpreting Serv. 15,000 Hours $ $ Option 1 Non- Specialty

FIRM FIXED PICE

FOB: Destination Option Period One of Performance: 1 Sept 2022-through 31 Aug 2023

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 1002 ASL Ad-Hoc Interpreting Serv. 3,000 Hours $ $ Option 1 Specialty

SECTION B: Supplies or Services and Price/Costs

Ad-Hoc AMERICAN SIGN LANGUAGE (ASL) INTERPRETING SERVICES

RFP-SP4705-21-R-7321

OFFICIAL USE ONLY

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

FIRM FIXED PICE

FOB: Destination Option Period One of Performance: 1 Sept 2022-through 31 Aug 2023

TOTAL AMOUNT FOR OPTION PERIOD ONE $

OPTION PERIOD TWO

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 2001 ASL Ad-Hoc Interpreting Serv. 15,000 Hours $ $ OPTION 2 Non-Specialty

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 1 Sept 2023-through 31 Aug 2024

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 2002 ASL Ad-Hoc Interpreting Serv. 3,000 Hours $ $ OPTION 2 Specialty

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 1 Sept 2023-through 31 Aug 2024

TOTAL AMOUNT FOR OPTION PERIOD TWO $

OPTION PERIOD THREE

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 3001 ASL Ad-Hoc Interpreting Serv. 15,000 Hours $ $ OPTION 3 Non-Specialty

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 1 Sept 2024-through 31 Aug 2025

ITEM SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

CLIN 3002 ASL Ad-Hoc Interpreting Serv. 3,000 Hours $ $ OPTION 3 Specialty

FIRM FIXED PICE

Base Period of Performance: 1 Sept 2024-through 31 Aug 2025

TOTAL AMOUNT FOR OPTION PERIOD THREE $

OPTION PERIOD FOUR

CLIN 4001 ASL Ad-Hoc Interpreting Serv. 15,000 Hours $ $ OPTION 4 Non-Specialty

FIRM FIXED PICE

Base Period of Performance: 1 Sept 2025-through 31 Aug 2026

CLIN 4002 ASL Ad-Hoc Interpreting Serv. 3,000 Hours $ $ OPTION 4 Specialty

FIRM FIXED PICE

FOB: Destination Base Period of Performance: 1 Sept 2025-through 31 Aug 2026

TOTAL AMOUNT FOR OPTION PERIOD FOUR $

DLA HQC EQUAL EMPLOYMENT OPPORTUNITY AND DIVERSITY

RFP: SP4705-21-R-7321

OFFICIAL USE ONLY

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

TABLE OF CONTENTS (PWS)

SECTION PAGE

1. INTRODUCTION 06

2. PERIOD OF PERFORMANCE (POP) 06

3. REQUIREMENTS/PERFORMANCE STANDARD 07

3.1 QUALIFICATION OF INTERPRETERS/PERSONNEL 08

3.2 NUMBER OF INTERPRETERS REQUIRED PER ASSIGNMENT 08

3.3 ARRIVAL OF INTERPRETERS/PERSONNEL SECURITYREQUIREMENTS 08

3.4 REASSIGNMENT OF AD-HOC INTERPRETERS AS NEEDED 09

3.5 LIVE STREAMING OR RECORDING OF INTERPRETERS SERVICES 09

4.0 LEAVE, HOLIDAYS AND CLOSURES 10

4.1 LIBERAL LEAVE 10

4.2 CLOSURE DUE TO INCLEMENT WEATHER 10

4.3 OTHER UNSCHEDULED FEDERAL CLOSURES 10

4.4 FEDERAL HOLIDAY 10

4.5 INCLEMENT WEATHER 11

5.0 NEW INTERPRETING SERVICES 11

6.0 REIMBURSEMENT FOR SERVICES, INVOICING AND BILLING 11

6.1 REIMBURSEMENT FOR SERVICES-AD-HOC REQUEST 11

6.2 INVOICE RATES AND SCHEDULE 12

6.3 CANCELLATION OF EQUEST: BILLABLE VS NON-BILLABLE 12

7.0 FAILURE TO PROVIDE SERVICE 12

8.0 EVALUATION OF SERVICES 13

9.0 INFORMATION SYSTEM SECURITY 13

10.0 INFORMATION AWARENESS 14

11.0 COMBATING TRAFFICKING IN PERSON 14

12.0 NON-PERSONAL SERVICES 14

13.0 CAC REQUIREMENTS 14

14.0 PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION (PII) 14

15.0 PAYMENT PROCEDURES 15

16.0 COMMON ACCESS CARD LANGUAGE 16

CONTRACT CLAUSES 22

ATTACHMENTS 49

Section C: Description/Specs/Performance Work Statement

RFP: SP4705-21-R-7321

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 (FY) 2020, the DLA HQC, EEO office provided 5,306 hours of total interpreting services, while approximately 2,286 hours were solely provided through our ad-hoc sign language interpreting services 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 four (4) 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 & 0002 (Base Year): September 1st, 2021- August 31st, 2022

• CLIN 1001 & 1002 (Option Year 1): September 1st, 2022- August 31st, 2023

• CLIN 2001 & 2002 (Option Year 2): September 1st, 2023- August 31st, 2024

• CLIN 3001 & 3002 (Option Year 3): September 1st, 2024- August 31st, 2025

• CLIN 4001 & 4002 (Option Year 4): September 1st, 2025- August 31st, 2026

2.02. 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 (2.0.2.

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 number of interpreters (typically 1-2 interpreters per request), that meet the qualifications as designated in Section 3.1, as requested by the DLA COR or DLA Scheduling Coordinator, for each job request submitted with 5 or more business days’ notice. Interpreting service requests made by DLA shall be submitted either through the contract vendors’ electronic portal or via email for last minute modifications and for auditability 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 Ad-hoc interpreting services shall be provided as required at the designated onsite location stated in the interpreting services request, within the NCR and designated mileage area of the contract (as specified in section 2.0.2). In the event a contingent working environment has been issued, a virtual method of delivery may be approved, by the contracting officer, for use of the interpreting services instead (Section 4.3.3)

3.0.3 Requests shall be made at any time, given the nature of last-minute interpreting service needs and requests. The contractor is required to respond to all interpreting service requests, filled or unable to be filled, 100% of the time. The contract vendor must fill all job requests with certified ASL interpreters, with five (5) or more business days’ notice, 99% of the time. 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 must be documented in written format, preferably via email to both the COR and the Scheduling Coordinator. The DLA has the right to contact the other contracted vendors on the IDIQ contract 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 the 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 time the interpreter was present in the facility, regardless of the initially confirmed billable hours for service. This applies to both onsite services and services with a virtual delivery method for contingency working environments.

3.0.5 The 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)- NIC Certification at any level (NIC, NIC Advanced or NIC Master level), CI, CT.

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

3.1.2 All interpreters shall conduct themselves according to the RID Code of Professional Conduct (CPC) and in a professional manner 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.

3.1.4 Interpreters not meeting the minimum certification requirements, as outlined in Section 3.1.1, will not be considered billable to the government for services rendered, as they do not meet the contract skill level requirements.

3.2 NUMBER OF INTERPRETERS REQUIRED PER ASSIGNMENT

The number of contract interpreters (typically 1-2) required is subject to the assessment of the COR and/or the Scheduling Coordinator. Each request will be specified; on average two (2) interpreters shall be required for assignments lasting one (1) hour or more due to the technical nature of the DLA’s environment. Other times, only one interpreter may be requested for non-technical meetings and in these instances, they maybe teamed with a DLA Federal Staff Interpreter or a regular DLA On-call Contract Interpreter to complete the assignment.

The number of interpreters requested for an assignment shall be dependent on the assessment of the COR and the 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 be escorted to the assignment. The address for DLA Headquarters is 8725 John J Kingman Rd. Fort Belvoir, VA. 22060, as well as DTRA, however, the 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 Headquarters Security Office to enter the McNamara Headquarters Complex (HQC) 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 shall contact the designated POCs provided to them through the job assignment request, to request escort from the main lobby entrance to their assignment location. The interpreter shall adhere to the badging requirements designated by the security office and will be escorted at all times while on the premises.

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, or DBIDS, 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.

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 always wear the ID Badge conspicuously on his or her outer clothing above the waist, 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.

3.3.7 COMMON ACCESS CARD (CAC) LANGUAGE (See Attachment 1)

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. The COR/Scheduling Coordinator may re-assign the ad-hoc interpreter(s) to another meeting request within the previously confirmed time frame. The contractor may not double bill for re-assignments occurring within the previously confirmed time frame. Any additional services falling outside of the original confirmed timeframe will be sent to the contract vendor for review and possible acceptance/declination.

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 there are Deaf or Hard of Hearing individuals in live attendance requiring interpreting services. In the event interpreting services are required, the vendor will be notified at the time of the request. If the event is not 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 the most updated information. If the job request has been cancelled with less than 24 hours’ notice, the contractor may invoice for the originally confirmed hours.

4.2 CLOSURE OF FEDERAL GOVERNMENT DUE TO INCLEMENT WEATHER OR

EMERGENCY

4.2.1 If DLA HQC 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 FEDERAL GOVERNMENT CLOSURES/DELAYS/TELEWORK

4.3.1 In the event of a 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.

4.3.2. In the event of an unscheduled delay, or unscheduled telework option announced for the federal government, ad-hoc interpreters must contact their own Schedule Coordinator to confirm whether services are still required.

4.3.3. In the event that a contingency working environment is in effect, interpreting services may be delivered in a virtual manner instead of onsite, per the DLA Contracting Officer’s approval. The COR or Scheduling Coordinator will have further instructions for the contract vendor on how to connect virtually with the Deaf and Hard of Hearing employees, to provide the confirmed interpreting services. The DLA HQ EEO office will make available the virtual platform in which contract interpreters and Deaf consumers will connect on. The contract vendor is not responsible for supplying the virtual platform for interpreting services.

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.

• Inauguration Day (as applicable)

• 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 (i.e., 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 another individual who can provide the services. If the contractor is unable to supply the DLA with a replacement, 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, and they are of interest to the DLA, the KO may request additional information and a demonstration of the available services. The contractor may provide the demonstration of these services at no additional cost to the agency.

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 REIMBURSEMENT FOR SERVICES- AD HOC INTERPRETER (ING) REQUESTS

6.1.1 Regardless of assignment duration, the contractor shall be reimbursed for a minimum of two (2) hours per the DC metropolitan ASL interpreting service industry standards if 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, as applicable with either “Non-Specialty” or “Specialty” services. 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 Procurement Integrated Enterprise Environment (PIEE) 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. This is a Fixed -Price Service agreement with a Not-To-Exceed (NTE) quantity (Hours/Days/Service). The service price is fixed. The quantity is a NTE quantity, and the contractor will only be paid for services rendered. The guaranteed minimum is 250 hours per contractor annually.

6.2.3 The contractor shall provide a monthly breakdown report (in the form of an attachment within PIEE) 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 identify any discrepancies. If any discrepancies are found, the contractor shall be notified and expected to update the invoice appropriately and re-submit within PIEE. 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(s) in a quarterly inspection report and a warning letter shall be sent notifying the contractor of non-compliance. 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 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 will be evaluated in accordance with the Quality Assurance Surveillance Plan (QASP) 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 INFORMATION SYSTEM SECURITY

9.0.1 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.

9.0.2 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.

9.0.3 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.

10.0 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 https://atc.us.army.mil/iastar/index.php prior to access to the IS and then annually thereafter. (https://ia.signal.army.mil/DoDIAA/).

11.0 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.

12.0 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.

13.0 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).

14.0 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 https://ia.signal.army.mil/DoDIAA/

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.

15.0 PAYMENT PROCEDURES

Billing and payment shall be accomplished in accordance with 252.232-7006 Procurement Integrated Enterprise Environment (PIEE) Payment Instructions (December 2018) 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 Procurement Integrated Enterprise Environment (PIEE).

“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 PIEE 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) PIEE access. To access PIEE, 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 PIEE at https://PIEE.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

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

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

(f) PIEE payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in PIEE 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 (Dec 2018)”, the Defense Contracting Services Office (DCSO) utilizes PIEE to electronically process vendor 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 PIEE at https://PIEE.eb.mil, within ten (10) days after award of this order. The DLA PIEE point of contact for this purchase order is Andre D. Desima, email address andre.desima@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, situations will require different PIEE- 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 PIEE, verify and fill in the following DoDAAC fields.

http://www.acq.osd.mil/dpap/dars/dfars/html/current/252232.htm https://www.acquisition.gov/ https://wawf.eb.mil/

16.0 COMMON ACCESS CARD LANGUAGE

Common Access Card (CAC) Procedures

Performance under this contract will require the contractor to obtain a CAC. When 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.

2.8.7.1 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.

2.8.7.2 For Section II, Block 22, the contractor employee signs, and the DD Form 1172-2 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.

2.8.7.3 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):

(1) The COR for the contract, if a COR was designated.

(2) The KO for the contract, if no COR was designated.

2.8.7.4 Each Contractor employee must verify his/her account information upon receipt of a username and password for the Trusted Associate Sponsorship System (TASS). A Government employee will directly provide this information to the Contractor, as well as the web link for TASS.

2.8.7.5 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.

2.8.7.6 Each Contractor employee shall obtain his/her issued CAC from the RAPIDS office.

2.8.7.7 The Contractor, within one (1) business day of issuance, provides written notice via email to the COR (or the KO, if no COR was designated) for each Contractor CAC issued identifying the Contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each Contractor employee or together for a group of Contractor employees.

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

(1) Ensure Contractor CACs issued for this contract are only used for the purpose of performing under this contract.

(2) 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.

(3) Ensure Contractor employees do not abuse or place holes in their CACs.

(4) Ensure Contractor employees do not display their CACs in public.

2.8.7.9 If a Contractor CAC is lost or stolen:

(1) The Contractor employee shall immediately notify the Contractor that the Contractor CAC has been lost or stolen.

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

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

(b) In writing, via email, or

(c) By telephone, followed within one (1) business day by a written notice via email

(3) 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/KO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/KO will provide a memorandum for the contractor employee to support issuance of new CAC.

(4) 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.

2.8.7.10 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:

(1) Notifies the COR as follows:

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

(b) In writing, via email, or

(c) By telephone, followed within one (1) business day by a written notice via email

(2) 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.

(3) Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

(4) Notifies the COR once a new…