W56HZV-16-T-0104 _Sign_Language_RFQ.pdf

COMBINED REQUEST FOR QUOTES

& SYNOPSIS

W56HZV-16-T-0104

I. INTRODUCTION

A. This is a combined synopsis/request for quotes for commercial services prepared in accordance with the format in Subpart 12.6 and as supplemented with additional information included in this notice. This announcement constitutes the only request for quotes; a written request for quotes will not be issued.

B. This request for quote is for Sign Language Interpretation Services at Detroit Arsenal, Warren, MI, and the surrounding metropolitan area.

C. The combined synopsis and Request for Quotation (RFQ) number is W56HZV-16-T-0104.

D. This request for quotes’ documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-87, effective 06 April 2016 subject to any changes to FAR Clauses prior to establishment of the agreement(s).

E. Small Business Set-Aside: 100% Small Business

F. Posting Date: 11 May 2016

G. Response Date: 25 May 2016, No later than 12:00 p.m. EST.

H. The contracting office is Army Contracting Command (ACC – WRN) 6501 East Eleven Mile Road, Warren, MI 48397-5000.

I. The NAICS code applicable to this acquisition is 541930.

J. This Combined Synopsis and Request for quotes contains clauses and provisions requiring a fill-in or representation. Offerors shall submit a copy of this Combined Synopsis and Request for quotes with their response to clauses and provisions accordingly. A failure to complete fill-in may cause your offer to be determined ineligible for award.

K. Basis for award: The U.S. Army Contracting Command – Warren intends to award two (2) Blanket Purchase Agreements to the Lowest Priced, responsible offeror that meets the requirement as laid out in this request for quotes. The Government may also choose to negotiate if only one offeror is received.

L. See provision at 52.209-4011 – Contractor Responsibility and Eligibility for Award for further details. Refer to provisions 52.212-1 and 52.212-2 for offer requirements and evaluation of offers.

M. Contractors must be registered in the System for Award Management (SAM) prior to receiving an award. Refer to website https://www.sam.gov/portal/public/SAM/.for registration information.

N. The Offeror shall submit an electronic quote. All quotation information must be in the English language and priced in U.S. dollars.

O. Army Contracting Command Warren (ACC-WRN) reserves the right to seek clarification on any aspect of your quote.

P. Quotation Submission Procedures. Quotations shall be submitted through http://www.FBO.gov . Refer to Army Contracting Command – Warren’s Local Clause 52.204-4016 for details. No hard copies will be accepted.

Q. Questions are requested via email, addressed to SFC Jenna McGinnis at jenna.n.mcginnis.mil@mail.mil

II. CONFLICTS OF INTEREST

A. Written Identification of Potential Organization Conflicts Of Interest.

a. The term “Organizational Conflicts of Interest” (OCI) is defined in part 2.1 of the Federal Acquisition Regulation (FAR): see also FAR 9.502 (c). For this request for quotes, “OCI” exists when a Contractor would face an actual or potential conflict of interest if it worked on the planned contract, due either to its other business interests or to the nature of the effort to be performed. However, organizational conflicts of interest are more likely to occur in contracts involving:

(1) Management support services;

(2) ) Consultant or other professional services;

(3) Contractor performance of or assistance in technical evaluations; or

(4) Systems engineering and technical direction work performed by a Contractor that does not have overall contractual responsibility for development or production.

b. The Contracting Officer has reviewed and analyzed the procurement under this request for quotes and has not identified any OCI issue, potential or otherwise. However, Offerors are encouraged to make a preliminary disclosure to the Contracting Officer, prior to the due date for receipt of proposals, of any OCI issues the Offeror has identified. Such preliminary disclosure will allow the Contracting Officer more time to assess both the potential OCI and the Offeror’s proposed strategy to negate or mitigate the OCI. This assessment may be crucial, since per FAR 9.504(e) the Contracting Officer may not award the contract to a Contractor with an OCI that cannot be negated or mitigated.

c. If the Contractor demonstrates to the Contracting Officer that there may be a possible conflict of interest arising out of an existing contract, the Contracting Officer shall take the necessary action to delete that requirement from this contract and/or mitigate any conflict of interest that may be present. The Contractor agrees that the Government or an authorized representative may, up to three years after acceptance of all programmatic documentation to be delivered under this contract, restrict the Contractor’s future participation in any resulting program managed system acquisition action(s).

B. Quotations shall include the shipping and delivery schedule. Delivery and Acceptance will be FOB destination.

C. This acquisition is unrated under the Defense Priorities and Allocations System (DPAS).

SEE ADDENDUM

(No Collect Calls)

W56HZV-16-T-0104

b. TELEPHONE NUMBER

586-282-7160

8. OFFER DUE DATE/LOCAL TIME

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W56HZV9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

SFC JENNA N. MCGINNIS

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

U.S. ARMY CONTRACTING COMMAND

6501 E. 11 MILE ROAD

WARREN MI 48397-5000

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE W56TRU 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

TACOM PAO

MARK REED

6501 E. ELEVEN MILE ROAD

WARREN MI 48397

TEL: FAX:

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$7,500,000

NAICS:

541930

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF66

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Job Interpreter Services

FFP

The contractor shall provide coverage for Deaf and Hard of Hearing employees and visitors at various locations in and around the Detroit Metro Area on an “as needed” basis during normal working hours, which shall be defined as between 6:00 a.m. to 6:00 p.m. (local time) Monday through Friday, except for Federal holidays. Applicable hourly rates:

Over 48 hours notice: $_______ Less than 48 hours notice: $__________ Invoices must be itemized with unit prices and extensions. Vendor to invoice only for services rendered.

FOB: Destination

NET AMT

0002 Job Manpower Reporting Requirement

FFP

In accordance with clause #52.237-4000, the required information shall be reported to the secure website. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Portfolio Review via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013.

Contractors may direct questions to the help desk at: http://www.ecmra.mil/

1001 1 Job OPTION Interpreter Services

FFP

The contractor shall provide coverage for Deaf and Hard of Hearing employees and visitors at various locations in and around the Detroit Metro Area on an “as needed” basis during normal working hours, which shall be defined as between 6:00 a.m. to 6:00 p.m. (local time) Monday through Friday, except for Federal holidays. Applicable hourly rates:

Over 48 hours notice: $_______ Less than 48 hours notice: $__________ Invoices must be itemized with unit prices and extensions. Vendor to invoice only

2001 1 Job OPTION Interpreter Services

FFP

The contractor shall provide coverage for Deaf and Hard of Hearing employees and visitors at various locations in and around the Detroit Metro Area on an “as needed” basis during normal working hours, which shall be defined as between 6:00 a.m. to 6:00 p.m. (local time) Monday through Friday, except for Federal holidays. Applicable hourly rates:

Over 48 hours notice: $_______ Less than 48 hours notice: $__________ Invoices must be itemized with unit prices and extensions. Vendor to invoice only

3001 1 Job OPTION Interpreter Services

FFP

The contractor shall provide coverage for Deaf and Hard of Hearing employees and visitors at various locations in and around the Detroit Metro Area on an “as needed” basis during normal working hours, which shall be defined as between 6:00 a.m. to 6:00 p.m. (local time) Monday through Friday, except for Federal holidays. Applicable hourly rates:

Over 48 hours notice: $_______ Less than 48 hours notice: $__________ Invoices must be itemized with unit prices and extensions. Vendor to invoice only

4001 1 Job OPTION Interpreter Services

FFP

The contractor shall provide coverage for Deaf and Hard of Hearing employees and visitors at various locations in and around the Detroit Metro Area on an “as needed” basis during normal working hours, which shall be defined as between 6:00 a.m. to 6:00 p.m. (local time) Monday through Friday, except for Federal holidays. Applicable hourly rates:

Over 48 hours notice: $_______ Less than 48 hours notice: $__________ Invoices must be itemized with unit prices and extensions. Vendor to invoice only

PERFORMANCE WORK STATEMENT

Part 1

General Information

1. General: TACOM LCMC uses interpreting assignments to facilitate communication at events and meetings such as work-related meetings, training sessions, safety talks, discussions on work related procedures, policies and assignments, human resources actions, conferences, team building events and any other event attended by Deaf or Hard of Hearing persons. The assignments are primarily performed at various Detroit Arsenal (DTA) campus locations, including but not limited to, Selfridge Air National Guard (SANG) base, certain leased facilities at 5500 Enterprise Drive, Warren, Michigan, and potentially Detroit Metro area local restaurants, conference centers, or meeting halls.

1.1 Description of Assignments: This is a non-personal service, multiple award contract to provide American Sign Language interpreting assignments to Deaf and Hard of Hearing employees and visitors for the offices and agencies associated with the Detroit Arsenal. The Government shall not exercise any supervision or control over the contract assignment providers performing the assignments described herein. As employees of the Contractor, such contract assignment providers shall be accountable solely to the Contractor who, in turn shall be responsible to the Government.

2. Objectives: The contractor shall provide coverage for Deaf and Hard of Hearing employees and visitors at various locations in and around the Detroit Metro Area on an “as needed” basis during normal working hours, which shall be defined as between 6:00 a.m. to 6:00 p.m. (local time) Monday through Friday, except for Federal holidays.

3. Scope:

3.1. Interpreter Assignment Scheduling

3.1.1. The appointed Contracting Officer Representative (COR) is the main point of contact and deciding authority for all sign language assignments. If the COR, or appointed Alternate COR is out of the office or otherwise not available, then an official representative of the Equal Employment Office (EEO), the assigned Contract Specialist or Contracting Officer will be the succession of personnel that the Contractor may contact for actions concerning the scheduled assignments for the contract.

3.1.2. For all non-urgent business: If the COR and Alternate COR are unavailable, the Contractor shall contact and inform the EEO office staff at usarmy.detroit.usamc.mbx.interpreter-requests--warren-only@mail.mil of anything pertaining to sign language interpreting assignments. For urgent business, the Contractor may contact the other personnel designated in the above paragraph. (All points of contract will be listed in the signed contract.)

3.1.3. Primary means for assignment arrangements is email but, telephone coordination is also acceptable. All telephone arrangements will be followed up by an email within 2 hours.

3.1.4. When possible, all interpreter assignments will be coordinated a minimum of two (2) business days in advance of assignment request date and time. In order to allow the Contractor maximum opportunity to fill the assignments, all requested assignments known well in advance will be submitted to the Contractor as soon as the COR has determined that contract support will be required. Additionally, when possible, the COR will send as many new assignment request as possible at one time to reduce administrative work.

3.1.5. Prior to the end of the business day (1700 EST) the Contractor will provide at least one e-mail acknowledging the receipt of all proposed assignment(s) from the COR that were issued prior to 1600 EST of that same day. Any proposed assignment(s) that were issued after 1600 shall be acknowledged via an e-mail from the Contractor to the COR no later than 1000 the following business day. For clarity, a Contractor may “roll up” multiple requests in one confirmation e-mail at the end of the day. This roll up shall include the number of requests received by the Contractor. It is not necessary to reply to each individual request separately.

3.1.6. If the Contractor does not respond with acknowledgement of receipt of the proposed assignment within allotted time expressed in para 3.1.5, the Government reserves the right to direct the proposed assignment to another Contractor.

3.1.7. If the Government should submit a request for interpreters with less than two (2) business days advanced notice, the Contractor shall attempt to provide an interpreter, but the Government understands that the Contractor may not always be able to comply with such requests. The Contractor must notify the Government of its inability to provide an interpreter via email as soon as possible. If acceptance of these type of assignments is not made within two hours the Government reserves the right to pursue alternate means to fulfill the assignment.

3.1.8. If an interpreter assignment is for one and a half hour (1.5) assignment or less in duration, one (1) interpreter for such assignments shall be provided.

3.1.9. Unless it is specifically requested by a supervisor and approved by the COR, all assignments scheduled for longer than one and half hours (1.5), shall have two (2) interpreters assigned to ensure quality and effective communication over the entire duration of the assignment.

3.1.10. If the Contractor believes due to the circumstances surrounding the assignment that more than the number of interpreters authorized above are required to provide adequate interpreter assignment, additional interpreters may be assigned, but only after the Contractor has consulted with and obtained prior approval by email from the COR. The number of additional interpreters provided for any assignment or event shall be kept to the minimum necessary to provide quality and effective assignment.

3.1.11. Contractor shall have a working knowledge of and daily access to email and telephones, and shall be staffed sufficiency during business hours identified in paragraph 3.1.12 below to assign interpreters, and handle scheduling issues as they arise by telephone or email during the day.

3.1.12. Contractor shall be staffed adequately enough between the hours of 0800 – 1700 (8:00 A.M. thru 5:00 P.M.) of each business working day to receive and answer calls and e-mails for future and short notice interpreter assignments. To facilitate short notice assignment requests within two business days, the Contractor shall provide the COR with one or more of the following: a 24-hour on-call pager(s), cell number(s), e-mail(s), and/or phone number(s) that the Contractor shall either answer immediately or respond to within two hours. Because it is for short notice request(s), if the Contractor chooses to not respond within the two hour requirement, then the COR may contact another Contractor to attempt to fill the assignment.

3.1.14. Each Wednesday, by 1500 EST (3:00 P.M.), the Contractor shall provide to the COR, via email, verification of assigned interpreters for the upcoming week’s scheduled assignments (The following Monday thru Friday). All requests that were submitted within the last two business days (current week’s Monday and Tuesday) would not have to be included if Contractor is still working those coordinations. However, the Contractor must notify the COR immediately upon knowledge of inability to fill an assignment request; the Contractor shall not wait until 1500 on Wednesdays to inform the COR of such instances so as to allow the COR to attempt to fill the assignment via other options. If any additional assignment requests are added for the following week after the initial report on Wednesday, the Contractor shall provide an updated schedule not later than 1300 (1:00 P.M.) on Friday of the current week. If Contractor scheduling of assignments is not confirmed within the listed time constraints, the Government reserves the right to pursue alternate means to fulfill the assignment.

3.1.15. If more than two weeks advanced notice provided to the Contractor for request for assignments, the Contractor shall include the confirmation of all scheduled interpreters for future assignments in the weekly Wednesday report…not just the following week’s assignments.

Example: If the Contractor is given a request six (6) weeks in advance, the Contractor shall include the “assigned” interpreter for that future assignment in every Wednesday report as a confirmed scheduled interpreter. As stated above, the COR will make a determination for required contract support and provide as much advanced notice to the Contractor as is feasible.

3.2. Business Protocol

3.2.1. The Contractor shall provide their professional portfolio of their services to the COR. The portfolio shall include the names of interpreters that meet the Government’s requirements, a copy of their Registry of Interpreters for the Deaf (RID)/Division on Deaf, Deaf-Blind and Hard of Hearing (DODDBHH) card and their Michigan Credential Card. Before any interpreter works at TACOM LCMC their professional folio must be sent and reviewed by the COR.

3.2.2. The sign language interpreter(s) certification information shall be kept up to date and current copies of all applicable documents including, but not limited to updated/renewed credentials shall be on file with the Contractor and if needed made available upon request to the Government COR to become part of the official file.

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

3.2.4. The Contractor and the 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 Federal Government. This is a conflict of interest and is cause for termination of the agreement.

3.3. Interpreter Qualifications and Requirements

3.3.1. Interpreters provided by the Contractor shall proficiently interpret for Deaf and/or Hard of Hearing employees, customers, or applicants. Contractor shall have interpreters on staff that can use American Sign Language (ASL), Signed English (SE), and Manually Coded English (MCE) to perform interpreting for Deaf and/or Hard of Hearing employees and applicants.

3.3.2. Certifications for all Contractor supplied interpreters must be obtained from a recognized certifying organization. Certification for interpreters must be from organizations such as RID’s National Interpreter Certification [NIC], NIC Advanced, NIC Master, Certificate of Interpretation [CI], Certificate of Transliteration [CT], or Comprehensive Skills Certificate [CSC]), the National Association of the Deaf (NAD) (Level IV or V), or a recognized state agency such as the Board for Evaluation of Interpreters (BEI) (Level II or III). The Contractor, the Contractor‘s employees and sub-contractors shall abide by all state and local laws, current and future, in regard to certification of all interpreters. From time to time, TACOM LCMC will require interpreters that are qualified to interpret in a legal setting. Interpreters should possess either a SC:L (specialized certificate: legal) or a legal endorsement through the State of Michigan. The COR has the right to specify certification requirements on a case by case basis.

3.3.3. The Contractor shall provide quality assignments of Nationally Certified, and/or State Certified sign language interpreter(s) that practice the knowledge of and adherence to the tenets of the NAD-RID Code of Professional Conduct. The complete version of the NAD-RID Code of Professional Conduct may be found at the following web address:

http://www.rid.org/ethics/code-of-professional-conduct/

3.3.4. 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 shall be required to sign non-disclosure agreements and turn it in to the COR prior to performing any assignment under this contract at any location. See TACOM- WARREN Local Clauses 52.215-4405 for the Non-Disclosure Statement.

3.3.5. 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.

3.3.6. Many of the offices on the Detroit Arsenal deal with language and acronyms that are technical in nature or unique to the 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 DTA department or program office that is the subject of a request for an interpreter. The Contractor must take this unique environment into consideration when providing interpreters.

When possible, the Contractor should supply interpreters with professional backgrounds through education or life experience (such as military assignment, or technical degrees) that enhance their capacity to communicate technical information in a Government or military setting.

3.3.7. 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, etc.

3.3.8. The sign language interpreter(s) supplied under this contract 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.

3.3.9. Sign language interpreter(s) supplied under this contract 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 assignment.

3.3.10. Sign language interpreters supplied under this contract shall have the ability to assess and adapt to 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 using.

3.3.11. Sign language interpreter(s) supplied under this contract shall be professionally dressed.

They shall be well groomed and dressed in an acceptable manner that is appropriate to the situation which usually involves business meetings or platform interpreting.

3.3.12. In certain circumstances color appropriate attire may be necessary. The COR will inform the Contractor on a case by case basis if this occurs. The Contractor shall be responsible for supplying appropriately attired interpreters with regard to color of dress.

3.3.13. The Government COR will evaluate and rate the Contractor’s performance in meeting the requirements of this contract in the Contractor Performance Assessment Reporting System (CPARS). If applicable, the ratings may include these areas: Quality, Schedule, Cost Control, Management, Regulatory, etc.

3.3.14. Each sign language interpreter supplied pursuant to this contract will be evaluated periodically and/or randomly by the COR and/or possibly by the Contract Specialist/Officer assigned to the contract by the Army Contracting Command-Warren office to help ensure quality control of the interpreters supplied in accordance the PWS and contract. Additionally, the Government Deaf and Hard of Hearing employees served by an assigned interpreter will fill out evaluation forms upon completion of the assignment.

3.3.15. The Contractor shall be notified following any evaluation if there is something observed that is deemed not in compliance with the terms and conditions of the contract, and given the opportunity to address the matter appropriately with a Corrective Action Plan (CAP) or other measure deemed appropriate by the Contracting Officer or COR, as an agent of the Contracting Officer.

3.4. Assignments

3.4.1. Assignments may be scheduled by the Government under this contract for any time during TACOM LCMC business hours of Monday through Friday (6:00 A.M. – 6:00 P.M.) with the exception of Federal holidays.

3.4.2. All assignments shall begin at the scheduled start time.

3.4.3. Unless otherwise instructed by the COR, all sign language interpreter(s) provided under this contract shall stay on the assignment(s) for the indicated time; regardless of the length of an assignment. Prior to each scheduled event, the sign language interpreter(s) provided pursuant to this contract shall make personal contact with the supported employee. This can be done onsite prior to the commencement of the event. At the time of the scheduled event, the sign language interpreter(s) shall report to the Government contact person identified for the assignment to check in.

3.4.4. If the Government contact person for an assignment dismisses the sign language interpreter(s) more than 45 minutes prior to the end time originally contracted for with respect to the assignment, the Contractor and/or sign language interpreter(s) shall contact the COR by telephone for official dismissal or for reassignment to another Deaf employee’s meeting or event.

If the Government COR is unavailable, the Contractor shall call the main EEO line at 586-282- 2683.

3.4.5. In the event an interpreter supplied under this contract arrives to an assignment that has been canceled, the interpreter shall go to the EEO Office, Building 230, 1st Floor, Room #145W to either be released or reassigned. .

3.4.6. If an assignment(s) made under this contract goes over the contracted time, the sign language interpreter(s) shall be paid the rate applicable to assignments with less than 24 hour notice for the additional time (based on 15 minute increments-as per industry standard practice).

The following procedures must be accomplished for extended time:

1. Prior to extending past the original contracted time, the interpreter, if a subcontractor, shall contact the Contractor for permission to the proposed time extension requested by the Requiring Unit Representative.

2. Simultaneously, the Requesting Unit Representative will contact the COR for approval of the proposed time extension.

3. Once the Requesting Unit Representative has obtained approval from the COR, and the interpreter, if a subcontractor, obtains permission from the Contractor; the Contractor shall then contact the COR with an initial verbal agreement to the agreed upon extension as per the Requesting Unit Representative’s proposed time extension.

4. The COR will then write a written approval to reflect said agreement. Without written approval from the COR or EEO office representative, the Contractor assumes all the risk for any unapproved extension.

5. Upon the three parties agreement and approvals, then the extension can be executed.

6. After completion of the extension, and prior to leaving the installation, the interpreter shall notify the COR (and if necessary, the Contractor) of the time of completion.

7. The Contractor shall then submit via e-mail the adjusted time that the service was rendered.

8. The COR shall make any adjustments to the Assignment # for record keeping purposes and to validate the billing.

3.4.7. The sign language interpreter(s) provided pursuant to the contract must inform the Government COR by telephone or in person of all additional time required that was required to complete the assignment prior to leaving the site of the assignment. The additional time shall also be sent to the Government COR by email by COB of that day. The Contractor shall then invoice the Government for the total time worked with respect to the assignment, including the two-hour minimum initial assignment and each and every 15 minute increment required after the two-hour minimum to complete the assignment.

3.4.8. Should an assignment under this contract extend beyond the contracted 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. The Contractor must inform the Government COR that they are unable to stay.

3.4.9. When multiple assignments are scheduled back to back (but still 1 to 2 hours each) under this contract using the same sign language interpreter(s), there shall be no separate billings by the

Contractor for those assignments…e.g. If a an interpreter is working three (3) separate assignments all 1 to 2 hour each or less (and all within walking distance of each other) and each individual assignment is basically right after the previous one, then the Contractor can just bill for a six (6) hour period. However, if the same interpreter is working multiple assignments that are only 1 hour each back to back, then the contractor cannot bill the two hour minimum for each…only the last assignment could be billed for the two hour minimum.

3.4.10. For any assignment(s) under this contract for six (6) or more hours in duration, the assigned interpreters shall follow the break schedule of the deaf person(s) they are assigned to work with.

3.4.11. If an interpreter(s) has a morning assignment and then a separate follow on afternoon assignment and there is a break in time between the assignment, the interpreter(s) may leave and come back to and from the assigned area(s) but may not bill for any additional mileage for that day.

3.5. Client Non-Attendance (“No Show”)

3.5.1. In the event that a Government client (Deaf or Hard of Hearing employee) is late for a scheduled assignment, the interpreter assigned to the event may consider the client to be a “no show” if the client has not arrived within thirty (30) minutes after the scheduled start time.

3.5.2. In the event that the client is a “No Show”, the interpreter(s) assigned shall report to the COR (or EEO office in the absence of the COR) for either reassignment or release. The interpreter may not leave the Detroit Arsenal until the departure has been approved by the COR or EEO office.

3.6. Interpreter Attendance and Non-Attendance (“No Show”)

3.6.1. Sign language interpreter(s) provided by the Contractor shall allow sufficient time to get through security and report to the site of the covered meeting or event on time. Multiple instances of unexcused tardiness shall not be tolerated. The Government reserves the right to rely on such instances of tardiness as the basis for placing interpreters on a “Not to Send” list.

Only the Contracting Officer can make the determination to have a particular interpreter on said list, and will justify it in writing to the Contractor. If an instance of tardiness/delay by an interpreter is anticipated due to some known or reported circumstances (e.g. like they call because of an accident that has a road blocked), the Contractor must inform the COR of the anticipated delay so that the customer can be informed and possibly the meeting time adjusted to allow for the delay.

3.6.1.1. “Excusable Delay” is a delay that is beyond the Contractor’s (sub-contractor’s) control.

Such as in instances when driving to an assignment, an interpreter gets stuck in traffic due to an accident that has the current route blocked and no alternates are available (such accidents can be verified). Instances of an interpreter just leaving too late in order to get to the assignment on time are not excusable. All instances will be evaluated on a case by case basis by the COR and or Contracting Officer.

3.6.2. If a sign language interpreter provided under this contract is late by more than fifteen (15) minutes for a scheduled meeting or event, the Government may treat the interpreter as a “no show” and be relieved of responsibility for payment if the Government cancels the meeting or event. If the 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. The Contractor shall not bill for an amount payable to the Contractor under this contract for a time increment equal to the duration of the tardiness of the interpreter, regardless of the duration of the assignment to include the 2 hour minimum. The

Contractor shall bill for the actual time of service provided for the assignment based on 15 minute increments.

3.6.3. Should the COR reassign a sign language interpreter provided by a Contractor during the originally scheduled time for the use of the interpreter and should the interpreter fail to attend the new assignment, the Contractor may not bill for the original assignment…it will be treated as a “No Show”.

3.6.4. If there is a no show by a sign language interpreter provided under this contract, the Government will not pay any invoice submitted with respect to that assignment. Repeated offenses could result in termination of this contract for cause. All no shows by the contractor shall be reflected as a negative performance report in the monthly COR reports for this contract and in the annual CPARS for the assigned contractor.

3.6.5. . The Contractor may replace a scheduled interpreter for an assignment if they have provided notice to the COR that the originally assigned interpreter will be unacceptably delayed or will not be able to make the assignment at all. As long as an approved (COR must approve in each instance) interpreter is provided in a timely manner for the assignment, the Contractor may bill as to the original assignment.

3.7. Cancellations

3.7.1. The Government will only deal directly with the Contractor and not with interpreters supplied by the Contractor for all cancellations whether Government or Contractor.

3.7.2. If a scheduled sign language interpreter(s) supplied by the Contractor is not available to cover the scheduled meeting or event, and the Contractor is unable to provide an acceptable replacement, the Contractor shall notify the COR of the situation as soon as the Contractor is made aware of the situation. Delivery of this notice does not relieve the Contractor of its obligation to provide the qualified personnel necessary to fulfill the assignment(s), and the scheduled event cancellation will be annotated in the monthly COR performance report for the assigned contractor.

3.7.3. All Contractor cancellations (and any potential cancellations) shall be submitted to the COR via email. Telephone calls are permitted for timely notification, but follow-up emails confirming assignment cancellations are required. Though not considered to be quite as severe as a blatant “No Show”, multiple cancellations will be reflected in a negative contractor performance report in the monthly COR report for the assigned contractor for this contract, and para 3.6.4. will apply.

3.7.4. Assignments to be performed under this contract may be cancelled by the COR or EEO representative by email, not less than twenty four (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 assignments. 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 the Government shall have no obligation to make any payment with respect to the cancelled assignment.

3.7.5. If the Government provides less than twenty four (24) hours advance notice of a cancellation(s) of an assigned meeting or event, then 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. Mileage may be only be invoiced for the otherwise permitted amount if the sign language interpreter(s) provided by the Contractor traveled for the cancelled assignment(s). Mileage shall not be invoiced if sign language interpreter(s) did not travel to the assignment(s).

3.7.6. Interpreters provided under this contract 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 Detroit Arsenal because of inclement weather or an emergency. Detroit Arsenal closure status can be obtained by calling 586-282-TANK. In such cases, due to official base closure, the Contractor may not bill for any cancelled events.

3.8. Billing

3.8.1. The Contractor shall submit invoices for assignments completed under this contract on a weekly basis through email if order was through email or the Wide Area Work Flow (WAWF) system if official BPA call from the Contracting Officer. There are no exceptions to using WAWF. Information about WAWF can be found at https://wawf.eb.mil/.

3.8.2. Mileage may not be billed by the Contractor for multiple assignments if the same interpreter(s) is scheduled to provide assignments at the same location. Mileage rates are based on the rates in the Joint Travel Regulation. No in and around mileage is authorized IAW the Joint Travel Regulations (JTR).

3.8.3. The weekly invoices submitted by the Contractor shall be submitted in a format that is a Microsoft Office compatible format and agreed to by the COR. The invoice shall contain the following:

1. Invoice Number

2. Date of assignment

3. Assignment start/stop time

4. Interpreter’s name

5. Name of Deaf or Hard of Hearing client

6. Location (Building and Room number when applicable)

7. If the assignment was canceled within 24 hours

8. Mileage Cost (from business/residence to assigned location)

9. Interpreter Fee

10. Total charge

3.8.4. In the event that an order exceeds $2,500.00, the Contracting Officer will issue a formal BPA Call. To receive payment against the BPA Call, the Contractor must submit a verification letter prior to submitting the WAWF invoice informing the COR that the Contractor verifies that the sign language interpreter(s) identified in the verification letter provided the assignments identified in the letter during that month. The format for the verification letter must be in a

Microsoft Office compatible format and agreed to by the COR. The letter shall contain the following:

1. Date of assignment

2. Assignment start/stop time

3. Interpreter’s name

4. Name of Deaf or Hard of Hearing client

5. Location (Building and Room number when applicable)

6. If the assignment was canceled within 24 hours

3.8.5 The weekly invoices submitted by the Contractor shall follow the calendar and shall include the time from the first day of the week through the last day of the week, with each weekly invoice being due by the Wednesday of the following week. .

3.9. Security Requirements

3.9.1. The Contractor is responsible for obtaining appropriate access badges for all staff interpreters and all sub-contractors in accordance with the security access policies and procedures for the Detroit Arsenal and other assigned areas. Contractor personnel shall not receive permanent badges for access to post.

3.9.2. All Contractor personnel, including all interpreters provided by the Contractor, shall be required to register for a visitor’s badge for access to the Detroit Arsenal. Contractor personnel shall be required to complete a form STA-17 prior to obtaining a visitor badge at the Detroit Arsenal. When possible, all STA-17 forms shall be submitted to the Government COR 5 business days prior to the assignment. Contractor is encouraged to submit for all applicable subcontractors at one time, after the signing of the contract.

3.9.3 Every contractor and subcontractor (sign language interpreter) that interprets at the Detroit Arsenal must complete Antiterrorism Level 1 training prior to performing any assignment under this contract at any location. To access the training, using a personal computer, access the website Joint Knowledge Online (JKO) at https://jkodirect.jten.mil/Atlas2/faces/page/login/Login.seam. No CAC is required to access this site. Near the bottom of the page of the JKO site click on the "JS-US007: Level I Antiterrorism Awareness Training". Under this title click the link titled "Non-CAC users click here (i.e. Family Members, Dependents, and Contractors without JKO Accounts)". There the contractor may follow the steps to complete the training. There is a pre-assessment test followed by the training.

The certificate of completion must be emailed to the COR.

3.9.4. Contractor personnel shall adhere to all local security policies and regulations while on the Detroit Arsenal. To the extent that assignments are required to be performed at Army leased properties (as opposed to U.S. Government owned properties), Michigan law and related regulations shall apply.

Deliverables CDRL A001 – Interpreter Confirmation Email – As required CDRL A002 – Verification of Assigned Interpreters – Weekly CDRL A003 – Invoice Verification - Weekly

Performance Objective (The required Service)

Standard Performance Threshold (This is the maximum error rate)

Method of Surveillance

PRS # 1.

Interpreter arrives on time to meetings and scheduled events.

The interpreter is ready and seated when the meeting begins.

99% Compliance Customer, COR and supervisor feedback

PRS # 2

Interpreter services are provided.

Additional interpreters are provided on short notice when requested.

Requests received more than 5 days in advance shall be filled, requests less than 5 days shall be filled and requests received less than 48 hours are filled by the Contractor.

98% fill rate for over 5 days 90% fill rate for less than 5 days 85% fill rate for less than 48 hours

COR

monitoring through 100% inspection

PRS #3

Sign language interpreters provide clear interpreting services.

Both the Deaf or Hard of Hearing employees and the hearing employees experience effective communication.

Zero deviation from standard

Customer, COR and supervisor feedback

PRS #4

Contractor shall send only qualified interpreters.

Contractor shall send only Nationally Certified or BEI II or III to TACOM LCMC. Special exceptions are allowed with the COR’s permission.

100% compliance

The COR will check on each interpreter’s credentials.

PRS #5

Contractor responds to emails in a timely fashion.

All emails are replied to according to PWS unless otherwise specified

Zero deviation from standard

COR

monitoring through 100% inspection

BPA TERMS AND CONDITIONS

1. Description of agreement: The contractor shall provide Sign Language Interpreter Services in accordance with the Performance Work Statement on a Blanket Purchase Agreement (BPA) when requested by the contracting officer or the Contracting Officer’s Representative (COR). The total Aggregate purchase limit is $200,000.

2. Extent of obligation: The Government is not obligated to issue any orders under this agreement; however, it is obligated to pay only to the extent of authorized purchases actually made under the BPA. This agreement may be terminated upon 30 days written notice by either party.

3. Purchase limitation: The dollar limit for each BPA call made by government credit card shall be $2,500. BPA calls issued by the contracting officer are limited to the simplified acquisition threshold of $150,000 per order.

4. Delivery Period: The Government may order the services listed on this agreement as needed during the ordering periods. The first of five ordering periods for this BPA begin on the date of contract award. All ordering periods will last for 1 year, the total length of the agreement is up to 5 years.

5. Individuals authorized to purchase under the BPA: Only the EEO office and the Contracting Officer are authorized to make purchases against this BPA. A by name list will be provided at the time of award and updated as necessary.

6. Performance Locations: The assignments are primarily performed at various Detroit Arsenal (DTA) campus locations, including but not limited to, Selfridge Air National Guard (SANG) base, certain leased facilities at 5500 Enterprise Drive, Warren, Michigan, and potentially Detroit Metro area local restaurants, conference centers, or meeting halls.

7. Price List: See CLINs 0001, 1001, 2001, 3001, and 4001.

8. Funding: This BPA does not obligate any funds.

9. Ordering Procedures: Assignments under $2,500 will be made as an oral BPA call in the form of an email and no other approvals are required, assignments over $2,500 will be coordinated through written BPA calls with the contracting office. No work shall be performed for actions exceeding $2,500 until a written order is signed by the contracting officer.

10. Annual Review: A review of the agreement and the pricing will done yearly by the contracting officer and contractor. The ordering year pricing shall be established as fair and reasonable.

11. Invoices: Invoices shall be done monthly in accordance with the Performance Work Statement. Invoices must be itemized with unit prices and extensions. Vendor to invoice only for services rendered. Invoice instructions for contracting officer issued BPA Calls will have specific invoice instructions included in the call.

12. Estimated Quantities: The Government estimates that the need for interpreter services for between 400 and 900 hours each ordering year.

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 N/A N/A N/A Government 0002 N/A…