STATMENT OF WORK.pdf

Statement of Work

1.0 BACKGROUND.

The Department of Veterans Affairs (VA) Denver Regional Office (339) requires onsite and virtual language services on an as-needed basis for meetings, training, and other events to interpret spoken English into signed English and American Sign Language (ASL) and ASL or signed English back into spoken English. The frequency of services is estimated to be a minimum of 6,500 hours per year with a possible increase for non-scheduled training sessions, town hall meetings, or employee one-on-ones with supervisors and/or union representatives. This statement of work is designed to obtain the services, labor, materials, travel, and equipment necessary for sign language interpretation services.

The interpreter is responsible for reviewing and complying with all pertinent State and federal laws including, but not limited to, state and local taxes, the Fair Labor Standards Act, Title II of the Americans with Disabilities Act of 1990, Title II of the 1964 Civil Rights Act, and all other applicable state and federal employment laws.

Interpreter is responsible for reviewing and complying with all pertinent Colorado State and city ordinances.

2.0 SCOPE

Interpreter services shall be available for all hearing-impaired employees to meet reasonable accommodations within the Denver Regional Office to include the following station addresses: 155 Van Gordon Street, Lakewood, CO 80228.

At minimum three (3) interpreters will be needed full time, 40 hours a week.

Additional interpreter services may be requested at the above location to meet Regional Office's needs for support of veterans and employees. The contractor will be notified in writing at least two weeks in advance should an increase of permanent full-time support be required and 48 hours in advance for ad hoc for temporary support not to exceed 90 days.

The contract interpreter shall provide interpreting services from American English as spoken language to American Sign Language using the mode or means of communication style that is most appropriate for the deaf/hard of hearing employee(s) in the following mode: simultaneous interpretation. The main responsibility will be to translate the spoken word into sign language.

The contract interpreter should be able to work in a high-pressure, fast paced environment and stay within the role of interpreter. In the performance of services under this contract, the contract interpreter shall adhere to the provisions of this contract.

The contract interpreter must be able to perform with general office equipment (i.e., computers, computer monitors, video screens, microphones, headphones, and have broadband internet connection for remote and onsite interpreting) and provide interpreting services via computer microphone and/or telephone conversations.

Interpreters should be technologically proficient and able to troubleshoot most of their own IT-related issues without relying on the employee client.

It is requested that the contracting vendor coordinator be ASL certified as then they can fully understand the requirements for interpreters, screen potential interpreters, and anticipate the needs of the employee clients and on short notice provide interpreting services themself.

2.1 REQUIRED HOURS OF SERVICE AND SCHEDULING

a) Services are normally required at the Denver VA RO (155 Van Gordon Street, Lakewood, CO 80228), Denver’s outbased locations (1365 Garden of the Gods Road, Colorado Springs, CO 80907), or virtually, but the work site location is subject to change. Services are needed each Monday – Friday during the normal business hours of 0830-1600 for a minimum of 40 hours per employee client excluding all Federal holidays and/or an In-Lieu of Holiday (ILH) as noted on a compressed work schedule.

The projected schedule is subject to change. The Denver VA Regional Office (employee client’s supervisor or COR) will notify the contractor of any needed schedule changes via email.

b) The contract vendor will supply a Zoom (or similar video teleconferencing platform) account for each employee client and will also provide a shared calendar for use by the employee client and their interpreters to update in real time and adjust for the different time zones.

c) The contract vendor should have access to video teleconferencing platforms such as MS Teams and Zoom for remote sessions (or similar VA approved video teleconferencing platform). Multiple teleconferencing platforms will sometimes be used at the same time.

c) Due to potential training and/or town hall functions, it is required that interpreter(s) be available beyond the estimated 40 hours: these hours should be flexible. For these non-routine hours (max of 15 hours per week), when possible, the scheduler will be notified 48-hours in advance of the need for an interpreter. If an unforeseen urgent need is identified, the scheduler will provide an interpreter within 2-hours of notification of the urgent need. It is expected that the contractor can provide the required services if notified within the specified window. It should be noted that a change from a virtual setting to an in-person setting is not considered “non-routine” and should still be considered a contractual obligation. This can best be utilized by establishing a local “pool” of interpreters to assign to the employee clients. It is requested that the “pool” of interpreters be within 50 miles of the employee’s duty.

When possible, the Denver VARO will notify the coordinator of services requiring cancellation at a minimum of 48-hours in advance for services less than 90 days and up to two weeks for services beyond 90 days. If an unforeseen need is identified (such as employee illness) the coordinator will be provided a cancellation notification immediately.

In the event an Executive Order is issued by the President of the United States which declares Agencies of the Federal Government to close for a regularly scheduled workday, the Contracting Officer’s Representative (COR) will determine and advise the Contractor on whether services are required for that day.

3.0 GENERAL REQUIREMENT.

Non-Personal Services: The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and 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 (CO) immediately by email.

3.1 SIGN LANGUAGE INTERPRETER (KEY PERSONNEL)

The Contractor shall provide qualified personnel to perform the requirements specified in this Statement of Work. Description of Work: The ASL interpreter shall provide support and assistance in sign language interpretation services. The ASL interpreter shall possess all the demonstrated knowledge requirements delineated throughout the statement of work.

3.2 MINIMUM REQUIREMENTS FOR A SIGN LANGUAGE INTERPRETER (EXPERIENCE)

The minimum requirements required are:

1. Possess strong listening, research, memory, and American Sign Language skills.

2. Ability to sign in many various situations, including but not limited to meetings, small groups, large groups, and one-on-one.

3. Ability to perform in a challenging, creative, formal working environment, and virtual working environment.

4. Ability to sign in a work training environment that involves a variety of technical terms and acronyms specific to this government agency.

5. Excellent customer service skills. Ability to establish and maintain positive working relationships (to include but not limited to) veterans, leadership, stakeholders, and peers.

3.3 MINIMUM EDUCATION REQUIREMENTS

The American Sign Language (ASL) interpreter shall possess: an undergraduate or graduate degree from an accredited college or university with a major study in a field related to either interpretation or American Sign Language (ASL) studies; or be able to provide sufficient assurances that the interpreter has the required knowledge and skills necessary to act as a competent interpreter. The interpreter must have a demonstrated knowledge and understanding of American Sign Language and Deaf Culture. In lieu of a degree, the interpreter may hold current generalist (or higher) licensure by either the National Association of the Deaf or the Registry of Interpreters for the Deaf.

3.4 ADDITIONAL REQUIREMENTS

The Contractor shall provide American Sign Language Interpretation services for Denver VARO in accordance with the requirements listed herein. Additional required knowledge and skills: In addition to the experience and educational requirements described above, the ASL interpreter shall clearly possess the following knowledge and skills:

1. Ability to voice to sign.

2. Ability to sign to voice.

3. Developed interpersonal and communication skills, with the ability to interact with members from a variety of backgrounds.

4. Ability to thrive in a challenging, creative, and informal working environment.

5. Ability to work within a changing schedule if the need arises.

6. Excellent customer service skills.

7. Ability to communicate both orally and in writing.

4.0 TASKS.

The Contractor shall perform the following tasks.

4.1 The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. Interpreters need to be nationally certified by either NAD (National Association of the Deaf), RID (Registry of Interpreters for the Deaf), ASLPI (American Sign Language Proficiency Interview), or an equivalent certification program.

4.2 The contractor shall ensure interpreters are familiar with VA and jargon used along with a basic knowledge of what the employee clients do in their positions.

4.3 The contractor shall provide American Sign Language interpreter services.

4.4 The contractor shall provide language services at a minimum of two (2) hours per event. The minimum two (2) hours includes 15 minutes of travel time to direct interpreter to the employee’s unit. For the ease and effectiveness of the employee clients, a list of local interpreters to use as a pool shall be provided to conform with the 15-minute travel time to and from an event.

4.5 The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal

Government. The contractor shall respond to verbal service calls and is expected to initiate the language services within 24 hours of the contracted 48-hour notification provided by the Denver VARO. Contractor personnel shall report to the service requests and notify of his/her arrival at the Guard Station of the Denver RO.

4.6 Contractors shall keep all VA records and related information strictly confidential.

4.7 While performing onsite services, the contractor personnel shall be escorted by a VA designated employee at all times.

4.8 The contractor shall be required to provide fully qualified and trained or certified service and management personnel in sufficient numbers to actively and efficiently service and support the requested sign language interpretation services during the contract period. Two interpreters shall be provided when services are known to occur over two (2) hours. Services beyond the initial two (2) hours will be charged for an additional one (1) hour service and will require the interpreters be allowed a 15-minute break.

5.0 PLACE OF PERFORMANCE.

5.1 The contractor shall perform the majority of onsite language services at the Denver Regional Office located at 155 Van Gordon Street, Lakewood, CO 80228. The Denver RO will be the primary location to conduct events but may need to travel to outreach events or outbased locations as needed. 48-hours’ notice will be sent for these events.

6.0 DELIVERABLES.

6.1 The contractor shall provide an invoice in arrears that includes the following information.

6.1.1 Purchase Order Number

6.1.2 Company Name, Address, and phone number

6.1.3 Invoice Date

6.1.4 Invoice Number

6.1.5 Total number of language service hours provided

6.1.6 Date and time language service was provided

7.0 GENERAL VA SECURITY AND SYSTEM INFORMATION TRAINING

All Contractor and subcontractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

1. Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems, and Contractor Rules of Behavior (supplement),

2. Successfully complete VA Cybersecurity Awareness training and annual refresher training as required,

3. Successfully complete VA General Privacy training and annual refresher training as required, and

4. Successfully complete any additional cybersecurity or privacy training as required for VA personnel with equivalent information system access.

The Contractor shall provide to the Contracting Officer Representative (COR) a copy of the training certificates and signed Rules of Behavior for each applicable interpreter within one week of the initiation of the contract and annually thereafter, as required. For new interpreters who start after the contract has begun shall provide to the COR a copy of the training certificates and signed Rules of Behavior within one week of starting.

These online courses will need to be taken through the VBA’s online Talent Management System (TMS) at: https://www.tms.va.gov/SecureAuth35/. To self-enroll, click the “Create New User” button on the red bar and complete the assigned training.

The COR will provide the contractor with the appropriate information to complete self-enrollment. Technical issues with TMS should be directed to the TMS help desk at vatmshelp@va.gov or 1-888-496-0463.

Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed.

The Contractor will also complete 20-0344 Annual Certification of Veteran Status and Veteran-Relatives form upon starting, and annually thereafter for the duration of the contract. If the contractor or immediate relative is a veteran, the file will be sensitized for the duration of the contract.

BACKGROUND INVESTIGATION

The contract employee level of background investigation and clearance required for this effort is NACI. The appropriate background investigation is required, and all required documentation must be submitted at the time of fingerprinting.

1. CONTRACTOR RESPONSIBILITIES

a) The VA shall bear the expense of obtaining background investigations.

b) Immediately after contract or task order award, the Contractor must submit a completed Attachment C form (VBA Contractor Background Investigation Request Worksheet) for all contract employees working the mailto:vatmshelp@va.gov contract, who have access to VA facilities, VA systems, or privacy data, to the COR.

c) The Contractor and Contractor point of contact (POC) will receive an email notification from SIC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Reminder notifications will be sent if the complete package is not submitted by the due date.

d) The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S.

citizenship or Alien Registration that authorizes them to work in the U.S.

and are able to read, write, speak, and understand the English language.

e) Contractors who have current favorable background investigation conducted by OPM or Defense Security Service (DSS) may be accepted through reciprocation. However, it does not preclude the Contractor from submitting a completed Attachment C form immediately after contract or task order award for all contract employees working the contract to the

COR.

f) Contract performance shall not commence before SIC confirmation that it received the investigative documents, that they are complete, and that the background investigation has begun. Once the Contractor’s background investigation has been initiated, contract performance may commence.

The COR will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) to the Contractor when the investigation has been favorably completed and adjudicated. The Contractor, if notified of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.

g) If the security clearance investigation is not completed prior to the start date of the contract, the contract employee may work on the contract with an initiated status while the security clearance is being processed.

However, the Contractor will be responsible for the actions of those contract and subcontract employees they provide to perform work for VA.

In the event damage arises from work performed by Contractor personnel, under the auspices of the contract, the Contractor will be responsible for resources necessary to remedy the incident.

h) Should the Contractor use a vendor other than OPM or DSS to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations. The Vendor Cage Code number must be provided to the VA SIC, which will verify the information and conclude whether access to the Government’s site(s) and/or VA LAN systems can be.

i) The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or the Defense Industrial Security Clearance Organization (DISCO).

GOVERNMENT RESPONSIBILITIES

a) After the COR has received Attachment C form(s) from the Contractor, SIC will send an e-mail notification to the Contractor and their POC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. SIC will also send reminder notifications to the Contractor and their POC if the complete package is not submitted by the due date.

b) Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation. If the investigative documents are not complete, SIC will return the package to the Contractor with corrective instructions.

c) VA will pay for investigations processed through the VA SIC and conducted by OPM.

d) The COR will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) when the investigation has been favorably completed and adjudicated. The COR will also notify the Contractor of an unfavorable adjudication by the Government.

CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the contract.

2. The Contracting Officer (CO) will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

8.0 WORK AND HOLIDAYS:

All work is to be performed during weekdays, from 0830 to 1600 MST/MDT, excluding Government holidays. Our eleven official holidays are New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth, 4th of July, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, and Christmas. The employee clients will be responsible for notifying the COR with any In-Lieu of Holidays based on their compressed work schedule. The COR will notify the contractor of any changes as soon as possible, but within 48 hours. For more information, please see: Federal Holidays - "In Lieu Of" Determination (opm.gov)

9.0 SAFETY REGULATIONS

All work performed under this contract shall comply with health and safety regulations to include but not limited OSHA requirements.

10.0 POINT OF CONTACT:

Name: Meera Braman – COR Phone: 303-914-5481 Email Address: Meera.Braman2@va.gov

Name: James “Jim” Ziruolo – VRE Officer Phone: 303-914-5540 Email Address: James.Ziruolo@va.gov

11.0 CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

https://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/Federal-Holidays-In-Lieu-Of-Determination https://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/Federal-Holidays-In-Lieu-Of-Determination mailto:Meera.Braman2@va.gov