Tab_25c_Attachment_2_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Communication Access Realtime Translation (CART) Services for the Period Fiscal Year, 2022 and four option years

1. INTRODUCTION:

It is the policy of the Defense Logistics Agency (DLA) Land and Maritime, a federal agency, to provide equal employment opportunities for its employees, former employees, and applicants for employment with policies and practices in full compliance with the laws and regulations governing equal employment opportunity. The DLA Land and Maritime EEO Office has a requirement for a Computer-Assisted Realtime Technology (CART) Services and Court Reporter Services contract for one base year with four (4) option years.

2. REQUIREMENT OVERVIEW:

2.1 Scope:

The scope of the contract is to obtain Realtime reporting services, hereafter referred to as CART, for deaf and hard of hearing employees, former employees, and applicants on an as needed basis for DLA Land and Maritime, its detachments, and other activities serviced by the DLA Land and Maritime Equal Employment Opportunity (EEO) Office. The DLA Land and Maritime EEO Office is located at the Defense Supply Center, (DSCC) Columbus in Columbus, Ohio.

2.2 Background:

Communication Access Realtime Translation (CART) services are described as the instantaneous translation of the spoken word into English text using a stenotype machine, computer, and real time software. CART services are provided as a reasonable accommodation for DLA employees, retirees, and applicants seeking employment with DLA for their hearing loss. CART services are needed for scheduled trainings and other appointments as required.

2.3 Rationale/Justification:

The DLA Land and Maritime EEO Office has a high demand for effective, timely CART services for deaf and hard of hearing employees, former employees, and applicants. As the government lacks the necessary resources internally to provide these services to those individuals that require them; the DLA Land and Maritime EEO Office has determined that it is in the best interest of the Government for this requirement to be sourced through contractor-provided, performance-based services.

3. REOUIREMENTS/TASKS:

3.1 Introduction:

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3.1.a The Contractor shall provide CART services and provide transcripts as needed for scheduled trainings and other appointments as required. Current requirements include, but are not limited to:

3.1.a.i Formal training sessions dealing with specialized terminology and subject matter in the fields of Federal DoD acquisition, human resources, supply, information technology, disposition services, live streaming and quality assurance.

3.1.a.ii On the job training working in specific applications used in the fields of procurement, human resources, supply planning, information technology, disposition services, and quality assurance.

3.1.a.iii Other appointments as requested; including but not limited to:

a. job interviews,

b. safety talks,

c. discussions on work procedures,

d. policies or assignments, and

e. disciplinary discussions.

3.1.a.iv Court Reporter Services for Report of Investigation (ROI) with Transcript.

3.1.b All services provided under this contract shall be able to be performed virtually, as needed.

3.2 Specific Requirements:

The government requires vendor performance of the following services:

3.2.a Cart Services: 230-hour estimated annual requirement* (333-hour maximum annual requirement). Cart Services are defined as translation into written text of presentations, or of formal training sessions dealing with specialized terminology and subject matter.

3.2.b Cart Services with Encoder: 288-hour estimated annual requirement (416-hour maximum annual requirement). Cart Services with Encoder are defined as Cart Services which are performed in the DSCC Building 11 and Building 20 auditoriums while connected to an encoder (provided as Government Furnished Equipment) for display on an auditorium screen.

3.2.c Court Reporter Services: 119-hour estimated annual requirement (172-hour maximum annual requirement). Court Reporter services are defined as small group settings, team meetings, on the job training, or similar situation.

3.2.d CART Transcripts: Estimated requirement is to be determined. CART transcripts are defined as Adobe files of the transcribed text provided to the EEO Office upon request for dissemination to the EEO Office’s customer.

*All estimated annual requirements shown above represent the government’s best projection of what its requirement, based upon average historical usage. However, these are only projections, SP4702-22-Q-0003 Attachment 2 - PWS Page 2 of 7 and the actual ordering under any particular CLIN during a calendar year could be lower (down to zero) or higher (up to the maximum hours indicated). Additionally, estimated values are solely provided for the vendor’s general situational awareness; and are not required to be provided under this “C-type” (non-Indefinite Demand, Indefinite Quantity) contract.

3.3 General Requirements:

Contractor performance shall conform to the following guidelines:

3.3.a The Contractor shall provide all of the necessary personnel, services, and material needed to perform the work set forth in this PWS including but not limited to all necessary equipment and related materials/office supplies, and administrative support services.

3.3.b Only certified CART writers shall perform CART services under this contract (see paragraph 3.4.l – Qualifications, below).

3.3.c The assigned CART reporter shall accompany the deaf or hard of hearing client to the appointment location and provide an instant conversion of speech into text using a stenotype machine linked to a laptop computer, both of which the contractor shall furnish and set up.

3.3.d Equipment shall be able to transition between or within rooms if necessary without losing the transcripts or notes typed prior to each move.

3.3.e When stated as necessary by the DLA Land and Maritime EEO Office, the CART reporter shall use software that allows display of translation and transcripts as single spaced, wide margin, font size 12 or 14, without numbers or names of each speaker (i.e. use "I" for Instructor, "S" for Student). This specified format shall enable the reader to reference previous information when required to find citations in resource materials simultaneous with the instructor’s presentation.

3.3.f When CART services are to take place in the auditoriums, the Contractor's equipment shall be compatible with the following DSCC equipment:

3.3.f.i MULTIVIEWER by AVITECH

MODEL NO: VCC-8000

SERIAL NUMBER: 7021024

3.3.f.ii DESK TOP LINE 21 ENCODER by EEG

MODEL NO: EN370-DT

NUMBER: 370DT-295

3.3.f.iii DISTRIBUTION AMPLIFIERS WITH (AVDA) by SIGMA

MODEL NO: SS 2100-2

SERIAL NUMBER: 7970275

3.3.f.iv Connection with nine pin Serial Cable

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3.4 Administrative Matters:

3.4.a All assignments under this contract shall be at the DSCC Columbus site, unless otherwise noted. The DSCC EEO Office COR shall provide the Contractor with the full location address, building number and training room, the dates and times of the training/meeting/event, and the specific type of training/meeting.

3.4.a.i CART reporter services may be required off-site from the DSCC installation. The vendor shall be notified by the DLA Land and Maritime EEO Office. The Government shall be responsible for providing visitor notification to the off-site facility and providing the CART reporter with instructions for access to that facility.

3.4.b Upon receipt of a CART requirement, the EEO Office COR will contact the contractor allowing sufficient time to meet the requirements as follows:

3.4.b.i Five business days in advance of any single event.

3.4.b.ii Ten business days in advance for a large or long (more than 24 CART hours) work training session.

3.4.b.iii Requests with less than 24 hour notice will be handled based upon the availability of CART service(s).

3.4.c The EEO Office COR will provide the following information:

3.4.c.i Dates of the event to include daily start and end times

3.4.c.ii Event POC of the organization requesting the CART writer (name, telephone number, location).

3.4.c.iii Name(s) of Deaf/Hard of Hearing employee(s).

3.4.c.iv Type of CART event(s).

3.4.c.v Length of time for the event(s).

3.4.c.vi Location of the CART event(s).

3.4.c.vii Method of display to use, i.e. laptop computer, government furnished monitor, or auditorium screen with video streaming to be connected to the encoder.

3.4.d Upon arrival CART writer will contact the event POC to be escorted to the event(s) where the service is needed, and ensuring the CART writer is escorted to the check-out location, as necessary.

3.4.e Cancellations and Scheduling Changes:

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3.4.e.i Assignments can be cancelled, additions made, and/or changes made to start and stop time at any time.

3.4.e.ii The Government may cancel CART services two (2) full business days prior to the date of the assignment at no cost.

3.4.e.ii.A Monday assignments must be canceled by 5pm on the preceding Thursday.

3.4.e.iii Cancellation Fee: The vendor may invoice the government for an assignment which is not cancelled within two (2) full business days prior to the date of the assignment.

Cancellation fee is a 2-hour minimum based on the hourly rate for the applicable service.

3.4.e.iiii If a full day assignment lasts only one-half day, the Government shall be charged only for the hours that are worked rather than the full hours originally scheduled. If a week-long assignment is canceled at any point after the initial start date, the Contractor shall only invoice for any cancelled hours on the day it received notice of the cancellation plus the cancelled hours for the next immediate day’s assignment.

3.4.f The Contractor shall provide to the EEO Office three days prior notice of the CART writer/s names for the scheduled assignments.

3.4.g The Contractor shall be responsible for ensuring CART writers have complete and accurate job information prior to day of assignment.

3.4.h CART writer(s) shall contact the EEO Office COR or designated POC upon arrival for assistance with accessing the facility and must arrive approximately 30 minutes before scheduled assignment to clear security and complete travel to event location on the installation. All contractor personnel or any representative of the contractor entering any government facility or government leased facility shall abide by all security regulations and be subject to security checks. Access to DSCC, DLA Land and Maritime detachment, activities’ installations shall be coordinated with the EEO Office COR to ensure that any site-specific requirements are met.

3.4.i CART writer(s) must notify the EEO Office COR if an assignment is canceled or completed early. If this occurs, the EEO Office COR reserves the right to reassign the CART writer(s) to another assignment at that site (as CART writer(s) should be qualified for various types of events) or to release the CART writer(s) from the scheduled appointment window.

3.4.j Travel: Travel expenses will be reimbursed in accordance with the Federal Joint Travel Regulations. Offsite travel could be government provided or personal owned vehicle. No travel or per diem will be reimbursed for local travel, or travel to or from DSCC. Government travel information can be accessed at the following websites: https://www.gsa.gov/travel-resources and https://www.defensetravel.dod.mil/site/travelreg.cfm.

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3.4.k Billing: The contract will not include a provision for reimbursement of a CART writer's travel time for local events. Billed time begins with security check in and concludes with the conclusion of the event. For multi day events, the second and subsequent days will be billed for the actual hours of the event. Time taken for meals shall not be billed. Other breaks are billable.

3.4.l Qualifications: The Americans with Disabilities Act requires the provision of qualified CART writers in a variety of settings to provide effective communication. CART writers must be comfortable in formal DoD meeting environments and working in a classroom environment, translating complex/technical information. The translation skills and fluency must be at a level to provide thorough instantaneous translation of regular mainstream class lectures. These skills include all subject matter areas, and elective worksheets, special projects, study material, etc., audio-visual classroom presentations/activities, i.e., films, videos, tape recordings, phonograph records, etc., presentations and performances, information in assemblies special programs, and activities. CART writers must be able to translate all spoken information, including interruptions, questions and answers, and messages on public address systems.

As such, the contractor must demonstrate that all proposed CART writers are of an acceptable level of proficiency and ability before they are able to perform under the contract. To do so, the vendor shall submit resumes for all proposed CART writer demonstrating that they meet the following two standards:

3.4.l.i Certification: CART writers shall be certified with one of the following credentials:

Certified CART Provider (CCP), Certified Real-time Reporter (CRR), or Certified Broadcast Captioner (CBC) in accordance with the National Court Reporters Association (NCRA).

3.4.l.ii Proven Ability: CART writers shall have a proven ability to perform in the business areas covered by this contract. Proven ability to perform may be demonstrated by a minimum of one years’ experience of transcribing in any of the following areas:

Federal or DoD Acquisition training material in a formal government setting, human resources, supply, information technology, disposition services, EEO or quality assurance. Proficiency may also be evaluated based on the customer comments received from the deaf and hard of hearing employee.

The resumes will then be evaluated by the government and the contractor will be notified whether the proposed CART writer has been approved or rejected to be able to perform under the contract.

3.4.m If the communication mode of the consumer and the CART reporter do not match, the CART writer must be replaced within 24 hours.

3.4.n Security and Privacy Act Requirements: All work-performed relative to the tasking identified in the PWS are unclassified or carry a Privacy Act Classification. System security shall be in accordance with Security Requirements for Automated Information System.

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3.4.n.i Security Investigation Requirements: No classified work will be required. However, the contractor will be working with sensitive information which is covered by the Privacy Act.

3.4.o Government Point of Contacts:

3.4.o.i Programmatic Point of Contact: Sheri Kelley, sheri.kelley@dla.mil, 614-692-2574.

3.4.o.ii Contracting Officer: Scott Wesseler, scott.wesseler@dla.mil, 614-692-4871.

3.4.o.iii Contract Specialist: Ivan Badillo Vazquez, ivan.badillo@dla.mil, 614-692-4028.

3.4.o.iv Contracting Officer’s Representative (COR): Sheri Kelley, sheri.kelley@dla.mil, 614-692-2574. The COR will act as the technical POC for the Government. The COR will initiate all requests and monitor all contractor performance. The COR’s authority is limited to technical reviews and does not authorize making contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

3.4.p In the event that an option year is exercised, the contractor shall be responsible for updating all materials in conjunction with DLA Land and Maritime EEO Office COR. Any required updates to this PWS document shall be accomplished through a bilateral modification to the contract document.

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