Attachment_0001_PWS.pdf

Headquarters, Joint Munitions Command American Sign Language Interpreting Services

W52P1J-18-Q-0015

Performance Work Statement (PWS)

PWS dated 27 August 2018

Page i

Addendum 1- Table of Contents

1.1 Description of Services/Introduction ................................................... …………..2

1.2 Background

1.3 Objectives

1.4 Scope ……………………………………………………………………….............2-9

1.5 Period of Performance………………………………………………………………10

1.6 General Information………………………………………………………………10-11

1. General. This is a non-personal services Blanket Purchase Agreement (BPA) to provide American Sign Language interpreting services to Deaf and Hard of Hearing employees at the Rock Island Arsenal – Headquarters Joint Munitions Command (HQ JMC). The U.S. Government shall not exercise any supervision or control over the contract service providers performing the services described herein. As employees of the Contractor, such contract service providers shall be accountable solely to the Contractor who, in turn shall be responsible to the U.S. Government.

1.1 Description of Services/Introduction. The services of sign language interpreter(s) are required to conduct sign language interpreting for Deaf and Hard of Hearing employees at HQ JMC. The sign language agency (also referred to as the “Contractor”) should be able to fulfill required response time. The sign language agency shall provide coverage for the Deaf and Hard of Hearing employee’s at HQ JMC.

1.2 Background. Located on the Mississippi River in Rock Island, IL, HQ JMC provides conventional ammunition life-cycle functions of logistics sustainment, readiness and acquisition support for all U.S. military services, other government agencies, and allied nations as directed. HQ JMC is the logistics integrator for life-cycle management of ammunition providing a global presence of technical support to front line units. HQ JMC’s mission is to provide the Army and Joint Forces with ready, reliable, lethal munitions at the right place and time to sustain global operations. HQ JMC’s vision is to be DoD’s Premier Munitions Sustainer – Integrating and Synchronizing Global Munitions Readiness.

The need for qualified interpreting services exists because of the continual growth, professional development and daily work routine for our Deaf and Hard of Hearing employees and visitors.

1.3 Objectives. The Contracting Officers Representative (COR) will maintain primary responsibility and oversight of the BPA. This Performance Work Statement (PWS) is for functional and technical assistance in this effort.

1.4 Scope.

a. Interpreter Service Appointments:

1) The COR is the main point of contact and deciding authority for all sign language assignments. If the COR is out of the office or otherwise not available, an alternate COR point of contact (POC) will be identified by the U.S. Government.

2) If the COR is unavailable or out of the office, the Contractor shall contact and inform the G2/3 Operations & Intelligence Chief, AMSJM-OPO of any business pertaining to sign language interpreting services.

3) Assignments may be arranged via telephone or email, but phone arrangements will be followed-up with an email assignment request from the COR.

4) Interpreter services will be coordinated a minimum of two (2) business days in advance of appointment request date and time. However, if the U.S. Government should submit a request for interpreters with less than two (2) business days advance notice, the Contractor shall attempt to provide an interpreter, but the U.S. Government understands that the Contractor may not always be able to comply with such requests;

provided that the Contractor must notify the U.S. Government of its inability to provide interpreter via email as soon as possible.

5) The Contractor shall provide sign language interpreter(s) in compliance with the qualification and certification requirements set forth in paragraph 1.4c. The Contractor has 48 hours to accept the proposed assignment and provide the COR with email notification of acceptance.

6) The Contractor shall provide the COR with an emergency cell number(s), and/or phone number(s) for immediate communication to the Contractor for acquisition of a sign language interpreter(s).

7) Each Friday, by 2:00pm (local time), the Contractor shall provide to the COR, via email, verification of assigned interpreters for the upcoming week’s scheduled appointments. The Contractor shall promptly respond to requests from the COR for this verification of assigned interpreters for the coming week’s scheduled appointments if and when such requests are made by the COR before Friday at 2:00pm.

8) If the Contractor believes due to the circumstances surrounding the appointment that more than the number of interpreters authorized above are require to provide adequate interpreter service, additional interpreters may be assigned, but only after the Contractor has provided justification to the COR via email and/or by phone.

The number of additional interpreters provided for any appointment or even shall be kept to the minimum necessary to provide quality and effective service.

9) If the Contractor, for training or other purposes, chooses to assign more interpreters that the number agreed to by the COR, the Contractor may do so at the Contractor’s expense. The U.S. Government shall only pay for the number of interpreters officially retained to provide the required service as authorized by the COR and no one else. The Contractor must also obtain written approval of the COR for the assignment of additional interpreters for training or other purposes in advance if the commencement of the appointment or event.

10) The U.S. Government has the right to evaluate interpreters provided under this contract. If the agency feels that an interpreter is not meeting the standards outlined in the BPA, the COR may contact the Contractor to develop a remedy for the sub-standard performance.

b. Business Protocol:

1) The Contractor and sign language interpreter(s) shall not act as agents or employees of the U.S. Government.

2) The Contractor and sign language interpreter(s) shall not discuss personal business; distribute personal business cards or promote themselves or the Contractor while on assignment in order to develop clientele from assignment(s) originating from the U.S. Government.

c. Interpreter Qualifications and Requirements:

1) The Interpreters provided by the Contractor shall proficiently interpret for

Deaf and/or Hard of Hearing employees, customers, or applicants. The Contractor shall have interpreters on staff that can use American Sign Language, Signed English, and manually Coded English to perform interpreting for Deaf and/or Hard of Hearing employees and applicants.

2) Certifications for all contractor supplied interpreters for the State of Illinois must comply with rules implemented by the Interpreter for the Deaf Licensure Act of 2007. Interpreters must have certificates for either provisional, intermediate, advance, or master proficiency levels set out per Illinois Administrative code.

https://www.illinois.gov/idhhc/licensure/Pages/Licensure.aspx

3) Certifications for all contractor supplied interpreters for the State of Iowa must comply with the rules implemented by the state and all interpreters must meet requirements imposed by Iowa Administrative Code.

https://www.legis.iowa.gov/law/administrativRules/rules?agnecy=645&chapter=361

4) All parties involved agree that all information obtained while on assignment(s) shall be kept strictly confidential and shall not be used or disclosed to others after completed assignment(s). All interpreters will be required to sign non-disclosure agreements prior to performing any service under this contract at any location.

5) Sign language interpreters must possess fluency of sign language on the entire sign language continuum to effectively facilitate communication between Deaf and Hard of Hearing employees and hearing employees.

6) Many of the offices at HQ JMC use language and acronyms that are technical in nature or unique to the U.S. Government and the military. If requested by the Contractor, the COR will provide a written list of standard acronyms or language specifically used by the HQ JMC that is the subject of a request for an interpreter. The Contractor must take this unique environment into consideration when providing interpreters.

https://www.illinois.gov/idhhc/licensure/Pages/Licensure.aspx https://www.legis.iowa.gov/law/administrativRules/rules?agnecy=645&chapter=361

7) Sign language interpreter(s) supplied under this contract shall have the ability to accurately interpret in a variety of settings, have the ability to keep pace with communications in conferences, meetings, seminars, training classes, etc., and have the ability to abstract, select and highlight information within context when dealing with complicated concepts, idioms, ect.

8) Sign language interpreter(s) supplied under this BPA shall have the ability to negotiate with speakers as “colleagues” to mediate pace of communication as necessary and appropriate; or voice interpret when a Deaf or Hard of Hearing person’s speech is not easily understood.

9) Sign language interpreter(s) supplied under this BPA shall have the knowledge and diversity of culture and skill required to prepare for each interpreting assignment, including knowledge needed to assist in setting up an environment that is conducive to meeting the communication needs of both the hearing and Deaf or Hard of Hearing participants in an assigned event or appointment.

10) Sign language interpreters supplied under this BPA shall have the ability to assess the language needs of the Deaf or hard of Hearing consumer and to apply analytical skills necessary to determine which communication modes the Deaf or Hard of Hearing consumer is utilizing.

11) Sign language interpreter(s) supplied under this BPA shall be well groomed and dressed in an acceptable manner that is appropriate to the situation which usually involves business meetings or platform interpreting. In certain circumstances color appropriate attire may be necessary. The Contractor is responsible for ensuring that interpreters wear suitable clothing.

d. Service Assignments:

1) Service assignments may be made by the U.S. Government under this BPA for any time during HQ JMC operating hours Monday through Friday and potentially on weekends, with the exception of Federal holidays. For billing purposes, basic service hour will be from 6:00am to 5:00pm, Monday through Friday. All other hours outside of basic service hours will be billed at the after-hours rate.

2) All assignments will be considered to be a minimum 2 hour in duration and can be billed as such no matter the actual duration of the completed assignment.

Assignments over the 2 hour in duration shall be billed in 15 minute increments.

3) All service assignments will begin at the scheduled start time.

4) The Contractor must inform the COR by telephone if additional time is needed before continuing on with assignment. The U.S. Government will be required to validate the length of assignment if the contractor exceeds the allotted contracted time. The Contractor shall then invoice the U.S. Government for the total time worked with respect to the assignment, including the 2 hour minimum initial assignment and each and every 15 minute increment required after the 2 hour minimum to complete the assignment.

5) Should an assignment under this contract extend beyond the allotted time and the interpreter assigned by the Contractor cannot stay, then the supplied interpreter shall be permitted to leave without any penalty imposed on the Contractor or any negative report issued with respect to the Contractor’s performance of this contract.

e. Client Non-Attendance (“No Show”)

1) In the event that a U.S. Government client (Deaf or Hard of Hearing employee) is late for a scheduled appointment, the interpreter assigned to the event may consider the client to be a “no show” if the client has not arrive within 15 minutes after the scheduled start time.

2) The Sign Language interpreter(s) must notify the COR and/or the area supervisor regarding the “no show” before leaving HQ JMC.

f. Interpreter Attendance and Non-Attendance (“No Show)

1) Sign Language interpreter(s) provided by the Contractor shall allow sufficient time to get through security and report to the interpreting location site not less than 10 minutes prior to the scheduled start time for the meeting or event.

2) If a sign language interpreter provided under this BPA is late by more than 15 minutes for a scheduled meeting or event, the U.S. government may treat the interpreter as a “no show” and be relieved of responsibility for payment. If the U.S. Government elects to proceed with the meeting or event on a delayed basis due to the late arrival of the assigned interpreter, the sign language interpreter shall be required to interpret the meeting or event. If this occurs, the Contractor shall reduce their invoice for this event equal to the duration of the tardiness of the interpreter. For example, if they are late 15 minutes, and the event once the interpreter arrives lasts 30 minutes, the contractor shall bill for only 15 minutes.

3) Sign language interpreter(s) provided under this contract shall arrive to work, meetings and scheduled events on time. Multiple instances of unexcused tardiness will not be tolerated, with the U.S. Government reserving the right to rely on such instances of tardiness as the basis for placing interpreters on the “Do Not Send” list described above under the heading captioned “Interpreter Service Appointments”. If an instance of tardiness by an interpreter arises under this BPA, the Contractor must inform the COR of the tardiness and provide an explanation.

4) Missed assignments shall not be tolerated and the U.S. Government will be relieved of responsibility of payment with respect to any such assignment. The Contractor shall notify the COR with a written explanation of any missed assignment by a sign language interpreter supplied under this BPA. The Contractor may provide an initial notice to the COR by phone, but must follow up on that initial notice with a written explanation via email.

g. Cancellations

1) If a scheduled sign language interpreter(s) supplied by the Contractor is not available to cover the scheduled meeting or event, the Contractor shall notify the COR of the situation as soon as the Contractor is made aware of the situation. Delivery of this required notice does not relieve the Contractor of its obligation to provide the qualified personnel necessary to perform the needed service(s). The Contractor shall provide another certified sign language interpreter(s) to fill the requirement in question.

The U.S. Government will only deal directly with the Contractor and not with interpreters supplied by the Contractor.

2) All Contractor cancellations shall be submitted to the COR via email.

Telephone calls are permitted for timely notification of such cancellations, but follow-up emails confirming appointment cancellations are required.

3) Services to be performed under this BPA may be cancelled by the COR by email, not less than 24 hours in advance of the scheduled start time for the meeting or event. Monday through Friday, with no penalty or charges for the cancelled services. If a previously scheduled assignment(s) is/are canceled by the COR, and the COR has given the Contractor the 24 hour notice herein described, no invoice for payment shall be submitted by the Contractor and U.S. Government shall have no obligation to make any payment with respect to the cancelled appointment.

4) If the U.S. Government provides less than 24 hours advance notice of a cancellation(s) of an assigned meeting or event, the Contractor may submit an invoice for all labor charges incurred by the Contractor which shall not exceed the cost for the initial day of a meeting or event scheduled for multiple days.

5) Interpreters provided under this BPA shall not report to work or to a scheduled meeting or event if the meeting or event is cancelled due to the closure of the HQ JMC because of inclement weather or an emergency.

h. Billing

1) The Contractor shall submit invoices for services performed under this contract on a monthly basis via regular mail service or via email attachment for payment purposes.

2) The Contractor must submit a verification letter along with the invoice informing the COR that the Contractor verifies that the sign language interpreter(s) identified in the invoice provided the services identified in the invoice during that month.

3) A separate monthly invoice shall be sent to the COR for verification of services and to expedite invoice acceptance. At a minimum invoices shall include the following information:

i. Original request number

ii. Invoice Number

iii. Date of Service

iv. Service start/stop time

v. Interpreters Name

vi. Name of Deaf or Hard of Hearing Client

vii. If the assignment was canceled within 24 hours

viii. Interpreter fee

ix. Total Charge

4) The Contractor shall state in its proposal which invoice format it will use during the term of the BPA and provide a copy of the Contractor format as applicable.

The invoice format must be in a compatible format and can be in Microsoft Word, Microsoft Excel, or Adobe Acrobat. The monthly invoices submitted by the Contractor shall follow the calendar and shall include the time from the first day of the month through the last day of the month, with each invoice being due by the 5th working day following the month. For example, the invoice for 1 through 30 September shall be due by 5 October.

i. Security Requirements

1) Access and General Protection/Security Policy and Procedures. The Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Director of Emergency Services. The Contractor Work force must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the change clause of this BPA, should the Force Protection Condition (FPCON) at any individual facility or installation change, the U.S. Government may require changes in contractor security matters or processes.

2) For contractors that do not require Common Access Cards but require access to a DoD facility or installation. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center interstate identification Index (NCIC-III) and Terrorist Screening database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility access and local security policies and procedures (provided by government representative). The COR will provide guidance to complete the Access Control Records Check request form through the RIA Directorate of Emergency Services.

3) Access Badges/Electronic Keys. Contractor will acquire and need to return all issued U.S. Government Common Access Cards, installation badges, and/or access passes. Use FAR 52.204-9 or PADDS Clause IF00015 at the end of the contract or the last day of an individual contractor’s employment.

3.1 HQ JMC electronic keys and access passes are accountable items and will be returned within 24 hours of no longer being needed. Items will be returned to the

COR.

3.2 Contractors who routinely fail to return these items will not be issued them in support of any future contract.

4) iWatch (See Something, Say Something) training. The Contractor and all associated subcontractors shall brief all employees on the local iWatch program. The iWatch training will be provided in the HQ JMC AT training.

5) Impact on contractor performance during increased Force Protection Conditions (FPCON) during periods of increased threat. During FPCONs Charlie and Delta, services may be discontinued/postponed due to higher threat. Services will resume when FPCON level is reduce to level Bravo or lower. The FPCON descriptions will be provided in the HQ JMC AT training. The COR will keep the contractors informed on the current FPCON or any possible FPCON change.

6) Random Anti-Terrorism Measures Program (RAMP) participation.

Contractor personnel working on Rock Island Arsenal are subject to participation in installation RAMP security program (e.g., vehicle searched, wearing of ID badges, etc.).

Contractors will comply with any instructions given by the Rock Island Police Department. The RAMP program is discussed in the HQ JMC AT training.

1.5 Period of Performance. The period of performance shall be for one (1) Base Year of 12 months following the date of award and up to three (3) consecutive 12-month option periods.

1.6 General Information.

a. Quality Assurance

1) The U.S. Government shall evaluate the Contractor’s performance under this BPA through the COR in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the U.S. Government must do to ensure that the contractor has performed. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

b. Surveys

1) The contractor shall submit, as part of the technical submission, a survey regarding interpreter performance. This survey will be sent to the deaf/hard of hearing employees to gain feedback on services. The survey will be strictly voluntary.

c. Recognized Holidays

1) On the following days, the U.S. Government personnel and its facilities will not be available to the Contractor nor will the Contractor be expected to provide interpreters.

New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

d. HQ JMC Closures Related to Hazardous Weather or Other Emergency Condition

1) In the event the Rock Island Arsenal closes due to hazardous weather or other emergency conditions, the closure will be posted on the RIA Inclement Weather Page (https://www.usagria.army.mil/sites/inclement_weather/dsp_main.cfm). HQ JMC will have a specific announcement that may differ from the rest of the installation. It is the Contractor’s responsibility to ensure that sign language interpreters provided by the Contractor are informed of closures. Information will be broadcasted internally if there is a need for the facility to close early. It is the Contractor’s responsibility to ensure sufficient staff is available to support any non-canceled operations during inclement weather, even if the U.S. Government has announced official closure or liberal leave.

e. Place of Performance

1) The work to be performed under this contract will be performed at HQ JMC, on Rock Island Arsenal, and other off site facilities located in the counties of Scott (IA) or Rock Island (IL).

f. Interpreter Qualifications

1) All interpreters provided by the Contractor under this contract must be in compliance with the qualification requirements set out above in paragraph 1.4(c).

g. Post Award Conference/Periodic Progress Meetings

1) The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office with Federal Acquisition Regulation (FAR) Subpart 42.5. The COR and other U.S. Government personnel as appropriate may meet periodically with the Contractor to review the Contractor’s performance.

https://www.usagria.army.mil/sites/inclement_weather/dsp_main.cfm

h. Key Personnel

1) The following personnel are considered key personnel by the U.S.

Government: Contract and alternate Contract Manager. The Contractor shall provide a manager (referred to as the “Contract Manager”) who shall be responsible for the sign language interpreter assignments and oversight of the performance of the interpreter’s work. The name of this person and an alternate Contract Manager who shall act for the Contractor when the Contract manager is absent shall be provided in writing to the Contracting Officer. The Contract Manager and the Alternate Contract Manager shall have full authority to act for the Contractor on all BPA matters relating to daily operations of this BPA.

i. Identification of Contractor Employees

1) All contract personnel attending meetings and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are U.S. Government officials. Contract sign language interpreters will be required to obtain temporary badges and will be required to wear badges in the performance of this service.

j. Organization Conflict of Interest

1) Contractor and subcontractor personnel performing work under this BPA may receive, or have access to proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) which may result in a current or subsequent Organizational Conflict of Interests (OCI) as defined by FAR Subpart 9.5. The Contractor shall notify the Contracting officer

Immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigate, the Contracting Officer may affect other remedied as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.