USDA RD PWS for Puerto Rico Translation.docx

US Department of Agriculture (USDA) / Rural Development (RD)

TRANSCRIPTION, TRANSLATION, & INTERPRETATION

STATEMENT OF WORK

USDA/Rural Development San Juan, Puerto Rico August 15, 2024

1. SUMMARY

The U.S. Department of Agriculture (USDA) Rural Development (RD) San Juan, Puerto Rico (PR) office requires linguistic transcription, translation, sign language and interpretation services to support ongoing translation and documentation translation support. The PR office is looking to obtain a qualified vendor to perform language support services on an as-needed basis under a blanket purchase agreement (BPA).

2. PERIOD OF PERFORMANCE

The period of performance includes a one-year base period and four, one-year, priced, option periods to be exercised unilaterally at the USDA/RD/PR sole discretion given greater than 60 calendar days' written notice to the vendor. Any order off the BPA must take place during the period of performance. USDA/RD/PR may cancel the BPA at any time. USDA/RD/PR may notify the Vendor at least 60 days in advance when cancelling the BPA. Additionally, BPA cancellation does not release the Vendor from the duty to continue performance for orders in process. Thus, ongoing orders must continue even if the BPA is cancelled.

Base Period: XX/XX/2024 to XX/XX/2025 (to be determined at time of award) Option Period One (1): XX/XX/2025 to XX/XX/2026 (to be determined at time of award) Option Period Two (2): XX/XX/2026 to XX/XX/2027 (to be determined at time of award) Option Period Three (3): XX/XX/2027 to XX/XX/2028 (to be determined at time of award) Option Period Four (4): XX/XX/2028 to XX/XX/2029 (to be determined at time of award)

3. BPA TYPE

The USDA/RD/PR anticipates awarding a BPA to a Vendor who shall have a physical office located on the island of Puerto Rico for the fulfillment of the requirements included in this SOW. This ensures any immediate physical, on-site, or in office interpretation is required on Puerto Rico, they will be centrally located. If funding is available, the PR Contracting Officer's Representative (COR) may direct the Vendor to complete a task through the placement of an order without involvement from the Contracting Officer (CO), using a form provided by USDA/RD/PR. This form will be the only form completed by USDA/RD/PR in placing an order, meaning the USDA/RD/PR will NOT use or complete any vendor-provided form(s) in the placement of an order; any intake/request forms required by the Vendor are the burden of the vendor to complete. In response, the Vendor will propose an appropriate level of effort for fulfilling the order in accordance with the contract fixed unit rates. The COR may then approve the level of effort for the order and direct the Vendor to begin work. The total value of each order may not exceed $10,000, including any cost-reimbursable travel expenses across Puerto Rico unless approved by the COR. The COR and the vendor must collaborate to accurately track the total amount of any orders placed to ensure adequate funding is available for future orders.

4. BACKGROUND

The USDA/RD San Juan, Puerto Rico office is a federal agency with multiple programs available to the rural public in PR. The office promotes economic development by supporting loans to businesses through banks, credit unions and community-managed lending pools. They offer loans and grants to eligible individuals, businesses, and communities, encouraging homeownership, growth in business and manufacturing, and community well-being. USDA/RD/PR offers offer technical assistance and information to help agricultural producers and cooperatives get started and improve the effectiveness of their operations. They are also committed to helping improve the economy and deeply committed to improving the economy and quality of life in rural Puerto Rico.

5. OBJECTIVE

The objective of this BPA is to provide transcription, translation, and interpretation services to support the PR State Director, Deputy, the San Juan office, and their affiliated RD offices.

6. SCOPE OF WORK

(a) Language support services are defined as follows:

i. Consecutive interpretation: listening to English and orally converting to PR dialect Spanish, respectively:

i. In-person

ii. In-person (sign language)

iii. Telephonic

iv. Video remote

v. Documents/brochures

ii. Transcription: rendering English audio and or video recordings into written PR dialect Spanish language as required.

iii. Translation: replacing written, English text (i.e., USDA brochures, documents or legal documents) into equivalent written PR dialect Spanish language (translation- transcription).

iv. All interpreters (to include sign language), transcriptionists, and translators must ensure all spoken Puerto Rican Spanish words and gestures during an outing, event, etc., are produced accurately and efficiently for local PR audience in attendance or in office support to understand.

(b) Personnel must be able to analyze large amounts of PR dialect Spanish information to and from English. The transcriber or translator will provide direct findings and translations clearly and concisely in formats specified by the USDA/RD/PR office.

(c) Document translations, audio and video transcriptions, and linguistic support that ARE NOT in real-time may be performed at the vendor’s site or in the USDA/RD/PR office if office space is available.

(d) The vendor must provide professional, qualified, transcribers, translators, and interpreters for Puerto Rican dialect Spanish. The transcribers, translators, and interpreters are also required to be fluent and highly proficient in English and PR dialect Spanish. The transcribers, translators, and interpreters must be familiar with both formal and casual modes of communication, including PR colloquialisms and PR slang expressions.

i. The vendor must be able to perform transcription, translation, and interpretation services that are factually accurate without omissions or additions. They must be able to interpret, translate, and transcribe case related source information from USDA provided document into the PR Spanish dialect. The source information from USDA/RD/PR may be contained in the following formats: typed and hand-written documents, emails, videos; and audio recordings.

ii. United States citizens, by birth or by naturalization.

(e) Interpreters might be required to provide on-site services and throughout the island of Puerto Rico. The travel expenses incurred while in performance of the contract will be reimbursed to the vendor.

(f) The transcribers and/or translators may be required to assist USDA/RD/PR office personnel to communicate with customers in the offices and off site throughout the island.

7. TRAVEL

(a) Travel and hotel accommodations within Puerto Rico may be required during the term of the contract. All travel must be made in accordance with all federal travel guidelines and regulations. It is the vendor's responsibility to ensure all travel is made in accordance with all federal travel guidelines and regulations and approved by the COR if requested by the PR staff.

(b) The Contracting Officer’s Representative (COR) will notify the vendor of the need to travel at least ten (10) business days. Within three (3) business days of receipt of the notice, the vendor must submit a written estimate of the travel expenses to the COR. The COR will provide approval of the trip expenses in writing back to the vendor within two (2) business days. Within 10 business days after the vendor returns from travel, all supporting documentation must be provided to the COR for review, approval, and payment.

8. OBSERVANCE OF LEGAL HOLIDAYS AND ADMINSTRATIVE LEAVE

USDA/RD/PR recognizes and observes all federal U.S. holidays listed on OPM.gov’s federal holiday webpage.

USDA/RD/PR employees may also be entitled to local PR holidays not listed on the OPM website. Any local PR holidays will be considered a non-business day under this contract.

Services will not be required on any of the observed U.S. holidays or local PR holidays

9. SPECIFIC TASKS

The duties under this BPA include:

(a) The vendor shall provide in person English to PR Spanish dialect translation, at the USDA/RD/PR office or designated speaking event hosted by the State Director and or guests. The vendor will be given seven business days to confirm availability language interpreter on date(s) required.

(b) The Vendor shall provide sign language in person, English to PR Spanish dialect translation at the USDA/RD/PR office or designated speaking event hosted by the PR State Director and or guests of the PR State Director. The vendor will be given seven business days to confirm availability of a sign language interpreter on date(s) required.

(c) The Vendor shall provide telephonic in person, at the USDA/RD/PR office or designated speaking event hosted by the State Director and or guests. The vendor will be given seven business days to confirm availability of a sign language interpreter on date(s)

(d) The Vendor shall provide video remote support, at the USDA/RD/PR office or designated speaking event hosted by the State Director and or guests. The vendor will be given seven business days to confirm availability of an interpreter on dates requested.

i. In-person English to PR Spanish dialect translation supporting client’s appointments in office and on the island

ii. In-person English to PR Spanish dialect translation sign language supporting client’s appointments in office and on the island

iii. Telephonic English to PR Spanish dialect translation

iv. Video remote English to PR Spanish dialect translation

v. Documents/brochures/faxes English to PR Spanish dialect translation

(e) The vendor shall accurately transcribe English USDA/RD documents, brochures, emails into PR Spanish dialect.

(f) The vendor shall supply English to PR Spanish dialect translation reproductions requested to USDA/RD/PR either via email or through a printed format.

(g) USDA/RD/PR requires a standard, ten business days turnaround time for each transcription and translation deliverable, starting when the material is sent to the vendor, unless the turnaround time is otherwise specified as expedited (two to three business days turnaround) on the order form provided by USDA/RD/PR. Pricing must reflect the amount of time it takes to complete the transcription and translation service.

10. MARKING

The Vendor must reference the contract number and the name of the contract when contacting USDA/RD/PR.

11. INSPECTION OF SERVICES

The Contracting Officer Representative (COR) can perform an inspection of services to ensure items are delivered in a timely and efficient manner.

12. PUERTO RICO SPANISH DIALECT LANGUAGE PROFICIENCY

Being proficient in PR Spanish dialect and English are required for all transcribers, translators, and interpreters in the four basic communications skills (listening, reading, writing, 2 | Page and speaking). The vendor assigned transcribers, translators, and interpreters must be capable of accurately translating, transcribing, and interpreting technical conversations and documents, including discussions of USDA/RD documents and other issues.

13. QUALITY CONTROL

The Vendor must develop/submit a quality control plan that documents quality control processes and procedures that ensure the production of high-quality and accurate English to PR Spanish dialect translation transcription and translation services. USDA/RD/PR reserves the right to approve or disprove quality control measures established by the vendor. Additionally, the vendor is liable for employee negligence, fraud, waste, or abuse.

(a) The quality control plan must be included in the Vendor’s proposal.

(b) Any revisions to the quality control plan after award must be submitted to the Contracting Officer for approval.

(c) The content of the quality control plan should include at least the following:

(d) A process to identify and correct any deficiencies that may occur.

(e) An internal quality control system for transcription and translation services. Positions of individuals who will conduct quality control services must be specified in the plan.

(f) How the vendor plans to maintain a file that documents all quality and internal control procedures and actions, which include: the purpose of the quality control procedure, the results of the procedure, and any corrective action taken. This file should be made available to USDA/RD/PR upon request.

(g) A description of how translator personnel assigned to the quality control team ensure that transcription and translation services are accurate and do not include any subjective information.

(h) A process for the correction of errors that includes the turnaround time for said corrections. USDA/RD/PR reserves the right to return erroneous transcriptions and translations and request corrections at no cost to USDA/RD/PR.

14. DATA SECURITY

(a) The vendor must develop a data security plan that outlines how the Vendor plans to establish, implement, administer, and maintain security measures that protects the documents and media that it receives in performance of the contract.

(b) The data security plan must be included in the Vendor’s proposal.

(c) Any revisions to the data security plan after award must be submitted to the Contracting Officer for approval.

(d) The content of the data security plan should include at least the following:

i. A process to identify and correct security breaches that may occur.

ii. How the Vendor will protect the USDA provided documents and media while it is in the Vendor’s custody or control and prevent unauthorized persons from gaining access.

iii. A description of how the Vendor will maintain and review its data security measures for accuracy and comprehensiveness.

15. TRANSCRIBER, TRANSLATOR, INTERPRETOR DISQUALIFICATIONS:

USDA/RD/PR reserves the right to refuse a transcriber, translator, and/or interpreter provided by the Vendor due to inappropriate conduct or appearance, poor performance, or any other reason deemed inappropriate by the USDA/RD/PR.

16. SUBMISSION OF VOUCHERS/INVOICES

Monthly invoices or invoices per deliverable (to be specified at award) will be required for the services rendered. Payment terms are NET30. One (1) copy of vouchers and invoices shall also be submitted to the COR. The SF-1034 must be signed, and it must be submitted along with the invoice and any other documentation in PDF format.

17. CONFIDENTIALITY

The Vendor may have access to confidential information and should encrypt the information and store the information safely. Prior to the start of any work, the assigned transcriber, translator, and/or interpreter must sign and complete an Attachment III, Non-Disclosure and Conflict of Interest Agreement, and send to the COR. The confidential information remains the sole property of USDA/RD/PR. The Vendor must preserve the confidentiality and integrity of the information. The Vendor must institute procedures for protecting the confidential information. The Vendor must accept responsibility for maintaining the confidentiality of the information and for training its staff on confidentiality procedures.

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