W81K0420R0033-0004 (Modification).docx

W81K0420R0033

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

Global Changes

CLIN 0001 -- CLIN 3001

The PSC code Q802 has been added.

The PROG code S10 has been added.

The WSC Equipment code 000 has been added.

The MDAP/MAIS Code 000 has been added.

The NAICS code 561110 has been added.

CLIN 0002

The CLIN description has changed from Translation/Interpreter Services to Translation Services.

The CLIN extended description has changed from:

Ordering Period: 1 June 2021 through 31 May 2022.The contractor shall provide Translation/Interpreter services in support of the BAMC in accordance with the PWS.

To:

Ordering Period: 1 June 2021 through 31 May 2022.The contractor shall provide Translation services in support of the BAMC in accordance with the PWS. ****Note: Billing will be done in 15-minute increments.**** The pricing detail quantity has decreased by 500.00 from 1,200.00 to 700.00.

CLIN 0003

This CLIN has been renumbered to CLIN 0004.

CLIN 0004

This CLIN has been renumbered to CLIN 0005.

CLIN 1002

Ordering Period: 1 June 2022 through 31 May 2023.The contractor shall provide Translation/Interpreter services in support of the BAMC in accordance with the PWS.

Ordering Period: 1 June 2022 through 31 May 2023.The contractor shall provide Translation services in support of the BAMC in accordance with the PWS. ****Note: Billing will be done in 15-minute increments.****

CLIN 1003

This CLIN has been renumbered to CLIN 1004.

CLIN 1004

This CLIN has been renumbered to CLIN 1005.

CLIN 2002

Ordering Period: 1 June 2023 through 31 May 2024.The contractor shall provide Translation/Interpreter services in support of the BAMC in accordance with the PWS.

Ordering Period: 1 June 2023 through 31 May 2024.The contractor shall provide Translation services in support of the BAMC in accordance with the PWS. ****Note: Billing will be done in 15-minute increments.****

CLIN 2003

This CLIN has been renumbered to CLIN 2004.

CLIN 2004

This CLIN has been renumbered to CLIN 2005.

CLIN 0003 is added as follows:

Interpreter Services

FFP

Ordering Period: 1 June 2021 through 31 May 2022.The contractor shall provide Interpreter services in support of the BAMC in accordance with the PWS. ****Note: Billing will be done in 15-minute increments.**** FOB: Destination

PSC CD: Q802

MAX

NET AMT

CLIN 1003 is added as follows:

Interpreter Services

Ordering Period: 1 June 2022 through 31 May 2023.The contractor shall provide Interpreter services in support of the BAMC in accordance with the PWS. ****Note: Billing will be done in 15-minute increments.****

MAX

CLIN 2003 is added as follows:

Interpreter Services

Ordering Period: 1 June 2023 through 31 May 2024.The contractor shall provide Interpreter services in support of the BAMC in accordance with the PWS. ****Note: Billing will be done in 15-minute increments.****

MAX

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0002 has been changed from:

POP 01-JUN-2021 TO

31-MAY-2022

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

POP 01-JUN-2021 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule Item has been deleted from CLIN 0003:

POP 01-JUN-2021 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule item has been added to CLIN 0003:

POP 01-JUN-2021 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule Item has been deleted from CLIN 0004:

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule for CLIN 0005 has been added:

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule item for CLIN 1002 has been changed from:

POP 01-JUN-2022 TO

31-MAY-2023

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

POP 01-JUN-2022 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule Item has been deleted from CLIN 1003:

POP 01-JUN-2022 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule item has been added to CLIN 1003:

POP 01-JUN-2022 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule Item has been deleted from CLIN 1004:

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule for CLIN 1005 has been added:

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule item for CLIN 2002 has been changed from:

POP 01-JUN-2023 TO

31-MAY-2024

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

POP 01-JUN-2023 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule Item has been deleted from CLIN 2003:

POP 01-JUN-2023 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule item has been added to CLIN 2003:

POP 01-JUN-2023 TO

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule Item has been deleted from CLIN 2004:

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

The following Delivery Schedule for CLIN 2005 has been added:

W2DN BROOKE ARMY MED CTR

3851 ROGER BROOKE DR

BLDG 3600

JBSA FT SAM HOUSTON TX 78234-6200

210-808-2837

W81NTE

INSPECTION AND ACCEPTANCE

The following Acceptance/Inspection Schedule was added for CLIN 0003:

The following Acceptance/Inspection Schedule was added for CLIN 1003:

The following Acceptance/Inspection Schedule was added for CLIN 2003:

The following have been modified:

ADDENDUM TO 52.212-1

Proposal Submission FAR 52.212-1 is tailored as follows:

Paragraph (c) Period for acceptance of offers. The period of acceptance of offers is changed from 30 days to 120 days. This paragraph now reads: The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

Paragraph (d) is deleted.

Paragraph (e) is deleted.

Paragraph (h) is deleted.

Proposal Preparation Instructions

A. Proposal Submittal and Inquiries.

1. Proposals shall be submitted electronically prior to the closing date and time identified in block 8 of the SF 1449, to the e-mail addresses below. Electronic submission via e-mail is the only acceptable means to submit proposals. The capacity limit for receipt of files via email is 9MB total file size. If the offeror is sending the email submission with more than 9MB, then the offeror shall send the files in separate email submissions.

Contracting Officer: Jenifer Lash, jenifer.lash.civ@mail.mil Contract Specialist: Joe Watson, joe.e.watson2.civ@mail.mil

2. Proposal submissions via mail or facsimile will not be accepted.

3. The point of contact responsible for supplying additional information and answering all inquiries is the Contracting Officer via the Contract Specialist. Address all questions or concerns to the Contract Specialist and Contracting Officer. All questions regarding this solicitation shall be submitted in writing via email not later than 4:00 PM (central time) 19 March 2021 to the Contracting Officer and Contract Specialist identified below:

Contracting Officer: Jenifer Lash, jenifer.lash.civ@mail.mil Contract Specialist: Joe Watson, joe.e.watson2.civ@mail.mil

4. Questions submitted after the specified date/time will not be accepted by the Government. Responses to the questions will be incorporated into an amendment to the solicitation and posted to the beta.SAM.gov website at https://beta.sam/gov for viewing by all potential offerors. Industry questions and answers may or may not have a bearing on the substantive content of the solicitation or the contract requirements, and it should NOT be assumed that the date set for receipt of proposals will be extended.

B. General Instructions

1. The selection of a source for award purposes will be conducted utilizing source selection (negotiated) procedures as delineated in the Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items and FAR Part 15, Contracting by Negotiations and supplemented by the Defense Federal Acquisition Regulations Supplement (DFARS), and the Army Federal Acquisition Regulations Supplement (AFARS). Offers will be evaluated using the criteria under FAR Provision 52.212-2, Evaluation – Commercial Items. Noncompliance with the Request for Proposal (RFP) requirements may hamper the Government’s ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

2. The Offer. The submission of the documentation specified below will constitute the offeror's acceptance of the terms and conditions of the RFP, concurrence with the Performance Work Statement, and contract type.

3. The Government intends to award without discussions. Offerors are encouraged to present their best technical proposal, past performance proposal, and price proposal in the initial proposal submission. However, in accordance with (IAW) FAR Part 15.306, should discussions become necessary, the Government reserves the right to hold discussions. If this occurs, a competitive range will be determined and offerors notified. The competitive range may be limited for purposes of efficiency IAW FAR Part 15.306 (c)(2).

4. Proposal Preparation Instructions outlined in paragraph C below, prescribe the format for the proposal and describe the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

5. If an offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

6. In accordance with FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful proposals.

7. All referenced documents for this solicitation are available on the beta.SAM.gov website at https://beta.sam.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

8. Debriefings. The Contracting Officer will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505 preaward debriefing of offerors. The Contracting Officer will notify offerors who were in the competitive range but were not selected for award in accordance with FAR 15.503(b). Upon such notification, unsuccessful offerors may require and receive a debriefing in accordance with the requirements of FAR 15.506 post-award debriefing of offerors.

C. Proposal Preparation Instructions

1. Exceptions. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors and subfactors. Failure to meet a requirement may result in an offer being ineligible for award. If the offeror finds it necessary to take exception to any of the requirements specified in this solicitation, the offeror shall clearly identify the applicable section and exception(s) with a complete explanation of why the exception was taken, what benefit accrues to the Government (if any), and its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Offerors are cautioned that taking an exception may render the offer ineligible for award. This information shall be provided in the format below.

2. An Offeror’s proposal shall consist of four (4) Volumes as detailed in the table below. The proposal shall not exceed the stated page limits. If the page limits are exceeded, the pages in excess of the limit will not be evaluated. The Government will not accept any changes to the Offeror’s proposal after the closing date of the solicitation (See FAR 15.208 for further information regarding late proposals). The Government will not accept any changes to an Offeror’s proposal after the closing date of the solicitation (see FAR 15.208 for further information regarding late proposals). If discussions become necessary, page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding ENs to the Offerors.

Copies Page Limits

Price Narrative)

9. Page limit includes all appendices, charts, graphs, diagrams, tables, photographs, drawings.

10. Page limit excludes covers for volumes, tables of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. This page intentionally left blank” will not be counted.

11. Each volume shall be submitted as a separate Adobe PDF, Microsoft Word Document, or Microsoft Excel Spreadsheet file. Proposals shall utilize a font size between 12 and 14, Times New Roman or Arial font, 8.5” X 11” paper, and 1” margins. Each page shall be numbered to eliminate any confusion. In the event an Offeror creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

12. Indexing. Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

13. Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with a definition for each.

Proposal Content.

Volume I – General. Offerors shall submit a completed SF 1449 (Solicitation) (including acknowledgment of Amendments), Pricing Section (CLINS), and any representations and certifications. Failure to follow the below Contract Proposal preparation instructions may cause your proposal to be deemed unacceptable by the Government. The General Volume shall be organized as follows and contain the identified information.

TAB A, Exceptions/Assumptions (if required) - Identification and explanation of any exceptions or deviations. Additionally, any assumptions used in the proposal preparation shall be identified.

TAB B, Solicitation, Offer and Award - The SF 1449 shall be submitted fully completed. The Offeror shall acknowledge any amendments to the RFP in accordance with the instructions on the SF 1449 and with FAR 52.212-1, Instructions to Offerors—Commercial Items. The Offeror shall provide the name, title, email address and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. The Offeror shall identify those individuals authorized to negotiate with the Government. The Offeror shall confirm its small business size. The Offeror shall complete blocks 12, 17a (block 17a shall include company name, address, telephone number, Dun and Bradstreet number(DUNs), Tax Identification Number, Commercial and Government Entity [CAGE] code, and email address), 17b, 30a, 30b, and 30c on the SF 1449.

TAB C, Supplies or Services and Prices/Costs – Pricing Section shall be submitted fully completed and error free. It shall contain the Offeror’s prices (unit price and amount) for the established Contract Line Items Numbers (CLINS). It is the offeror’s responsibility to ensure the information entered into this section is correct and complete.

TAB D, Representation, Certifications, and Other Statements of Offerors. The offeror shall ensure that this section is submitted thoroughly completed with all blocks in each certification/representation completed truthfully and completely. Offerors shall be registered in the System for Award Management (SAM), in accordance with FAR 52.204-7, when submitting an offer, and shall continue to be registered until time of award, during performance, and through final payment of any contract resulting from this solicitation. Offerors shall be registered for the NAICS code applicable to this solicitation, in SAM, in accordance with Representations and Certifications, when submitting an offer.

Volume II –Technical Factor.

1. The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Offeror’s proposal. Legibility, clarity and coherence are very important. Your responses will be evaluated against the Technical factors defined in FAR Part 52.212-2, Evaluation – Commercial Items. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Statements that the offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” will be considered unacceptable. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror's proposal.

2. This Factor is comprised of three subfactors, Management and Technical Approach; Phase-In Plan; and Staffing Plan. This Volume shall contain the information identified below and organized in the order it is listed:

SUB-FACTOR 1A: MANAGEMENT AND TECHNICAL APPROACH. The offeror shall provide a narrative describing their management and technical approach that addresses their method for accomplishing PWS (Section 5) requirements under the basic contract. At a minimum, address the following:

1) Describe management techniques, tools and practices the offeror will use to ensure quality and timeliness performance of all required services throughout the life of the contract.

2) Describe the offeror’s key personnel and their respective positions and how they would be utilized during the performance of a resultant contract.

3) Describe the offeror’s approach to cover unscheduled absences.

4) Describe the offeror’s approach to retain employees (i.e. interpreter services) with minimum turnover.

5) If partnering with another contractor, state the capacity in which this partner will serve in the management of this contract.

SUB-FACTOR 1B: PHASE-IN PLAN. The offeror shall provide a phase-in, in narrative format, describing their technical approach on how they intend to execute a timely and effective phase-in period within 14 days in order to meet PWS requirements by the contract start date. At a minimum, the plan shall address the following:

Describe how the offeror proposes to execute the phase-in transition from the incumbent to the offeror. Include at a minimum the plans for recruitment and hiring of personnel, functional training of personnel, acquisition of supplies and equipment, your paperwork processing procedure for background check, etc., so that full service will be provided on the period of performance start date.

SUB-FACTOR 1C: STAFFING PLAN. The offeror shall provide a staffing plan, in narrative format, describing on how they intend to staff in order to meet or exceed the PWS requirements. At a minimum, the plan shall address the following:

(a) Describe the offeror’s proposed staffing plan and ensure that it demonstrates your compliance and understanding of the solicitation. At a minimum, provide a proposed schedule with employee shift hours.

(b) Describe the offeror’s staffing plan by addressing each type of labor category for general clerks II and III, translation and interpreter services (i.e. desk clerk, translators, shift supervisor, etc.) and including the number of employees (Full-Time Equivalent (FTE)) proposed by labor category.

Describe in the offeror’s staffing plan details of the basis of estimate (BOE) to include the offeror’s processes and methodologies used in determining number of FTEs and estimating the number of productive and non-productive hours.

Volume III – Past Performance Factor.

1. The Government will perform an assessment on the offeror’s Past Performance to arrive at an overall rating. The assessment represents the evaluation of an offeror's past work record to assess the Government's confidence in the offeror's probability of successfully performing as proposed. The Past Performance evaluation will be accomplished by reviewing an Offeror's recent and relevant Past Performance (as defined in FAR 52.212-2 Evaluation- Commercial Items), focusing on and targeting performance which is relevant to the effort.

2. Past Performance information described herein is required on the offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform 20% of the proposed effort based on the total proposed price. The offeror shall submit, along with the information required in this paragraph, a consent letter, executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information. For each identified effort for a commercial customer, the offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the offeror's performance.

· The offeror shall include documentation regarding their relevant past performance as it directly relates to the work being procured under this solicitation. The offeror SHALL NOT go back any farther than the past 3 years for the submitted data. The past performance data shall document a successful history of past contract performance.

· In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the offeror’s Past Performance Volume and information obtained from other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems, Defense Contract Management Agency (DCMA) and commercial sources. Offerors are reminded that both independent data and data provided by offerors in their proposals may be used by the Government to evaluate offeror past performance. However, the burden of providing thorough, complete, and current past performance information as requested in this paragraph remains with the offerors. Proposals that do not contain the information requested by this paragraph risk rejection or a less than acceptable performance rating by the Government. All past performance comments received will be taken into account and could affect the overall rating. The overall past performance evaluation is a subjective decision based on the whole of all data received. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

3. Submission Requirements for the Past Performance Volume. The offeror shall submit a Past Performance Volume containing the information identified below and organized in the order it is listed:

Table of Contents.

· Summary Page. The Offeror shall describe the role of the Offeror and each subcontractor, teaming partner, and joint venture partner that are associated with the three largest relevant efforts. The Offeror shall provide the DUNS and CAGE code for each submission.

· Consent Letters executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information so the offeror can respond to such information.

· Three Largest Relevant Efforts. Sheets are limited to 3 pages per reference. The Offeror shall list the contract numbers for the three largest, in terms of scope (nature of work, complexity, magnitude), relevant efforts and the point of contact information for each contract. Offerors with less than three relevant efforts shall complete this requirement for the maximum number of relevant efforts. The offeror shall provide information on problems encountered on the identified contracts and the offeror’s corrective actions.

· Client Authorization Letters, if applicable. The offeror shall provide, for each identified effort for a commercial customer, a client authorization letter authorizing release to the Government of the requested information on the offeror’s performance.

· Organization Structure Change History. Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant present or past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is applicable to this acquisition and/or the Offeror. Therefore, the offeror shall include in this Volume a "roadmap" describing all such changes to the organization. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation. Since the Government intends to consider present and past performance information provided by other sources as well as that provided by the offeror, your "roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

Volume IV – Price Factor.

1. The offeror shall complete Pricing Section of the solicitation.

2. In addition to the solicitation data requirements detailed thus far, the Contracting Officer may require the offeror to submit additional information after receipt of the offeror’s proposal to support the offeror’s proposed price in accordance with FAR 15.403-3. The specific nature and details of this information will be specified at the time it is requested.

Wage Determination 2015-5254 (Rev.12), dated 06/27/2020 (Exhibit B) applies to this solicitation.

All proposals submitted in response to this solicitation shall propose no less than the applicable minimum wages and fringe benefits required.

ATTACHMENTS

Attachment 1 - Quality Assurance Surveillance Plan

Quality Assurance Surveillance Plan (QASP) For General Clerks II and III, and Translation /Interpreter Services Brooke Army Medical Center (BAMC)

1. Purpose.

This Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to provide a standard of surveillance for contract service provider of General Clerks II and III, and Translation /Interpreter Services in support of the Brooke Army Medical Center (BAMC). It provides the strategy and process that the government will use to conduct surveillance of the performance elements of the contract. The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents, and modifications necessitated by policy changes, so as to ensure that the government receives the quality of services specified in the contract, and that the government only pays for the acceptable level of services received.

2. Scope.

The QASP is established to provide government surveillance oversight of the contractor’s quality control efforts to assure execution and reporting timeliness, accuracy and effectiveness, resulting in service being performed as specified in the contract. The QASP is not a part of the resulting contract nor is it intended to duplicate the contractor’s internal quality management efforts.

3. Government Roles and Responsibilities.

The following personnel shall oversee and coordinate surveillance activities.

3.1. Contracting Officer (KO). The KO is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the contractor. The KO will designate a COR as the government representative for performance management. The number of additional government representatives serving as inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the KO. The government will assign an alternate COR, approved and designated by the KO, in order to provide uniterupted monitoring/survailance and performance management during times where the primary COR is unavalable.

3.2. COR. The COR is designated in writing by the KO to act as his or her authorized representative. The COR will assist the KO with the technical administration of the contract to ensure proper government surveillance of the contractor’s performance. Any COR limitations will be identified with the designation letter. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR is responsible for Quality Assurance (QA) monitoring and completion of forms/reports used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the terms and conditions of the contract for inspection.

3.3. Other Key Government Personnel. Upon award, the government may enter performance monitors, etc., who may provide input to the COR for reporting purposes. We anticipate identifing specific MTF personnel as points of contact for General Clerks II and III, and Translation /Interpreter functions.

3.4. The following contract service provider will serve as the contractor’s representative for this contract: (Upon award, government will enter name(s)).

4. Inspection Instructions.

4.1. The contractor shall develop and maintain an inspection plan acceptable to the government that encompasses all functions of the contract. Complete records of all inspection work performed by the contractor will be maintained and made available to the government during contract performance. Contractor will act upon request for records of inspection in a reasonable and timely manner.

4.2. If any of the services do not conform to contract requirements, the government may require the contractor to perform the services again in conformity with contract requirements, at no additional cost to the government. When the defects in services cannot be corrected by re-performance, the government may require the contractor to take necessary action to ensure that future performance conforms to contract requirements and reduce the contract price to reflect the reduced value of the services performed.

4.3. The government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The government shall perform inspections and tests in a manner that will not unduly delay the work.

4.4. If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the government may, by contract or otherwise, perform the services and charge to the contractor any cost incurred by the government that is directly related to the performance of such service; or terminate the contract for default.

4.5. If the government performs inspections or tests on the premises of the contractor or a subcontractor, the contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities, and assistance for the safe and convenient performance of these duties.

5. Methods of Inspection. (The method of inspection and the level of surveillance used will be reflected in the PRS under the “Method of Inspection” column and must match what is selected in Enclosure 1 to QASP, QASP Checklist.)

5.1. The below listed methods of surveillance may be used in the administration of this QASP. They can occur quarterly, monthly, or as needed:

a. 100% Inspection. The COR may conduct 100% inspections of the work defined in the performance work statement (PWS). The COR will also review information submitted in the required reports defined in the PWS (if applicable).

b. Periodic Inspection. The government may conduct periodic inspections weekly, monthly, quarterly, or on an as-needed basis. The periodic inspection shall be conducted by the COR, the alternate COR or a designated representative of the COR as designated by the Chief,Provost Marshal Office, BAMC.

c. Random Inspection. The government may conduct random monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR, the alternate COR or a designated representative of the COR as designated by the Chief,Provost Marshal Office, BAMC.

d. Performance Evaluation Meetings. The contractor and the COR will meet as often as necessary, to review the contractor’s performance and address any contract discrepancy reports (CDRs) issued during the period; BAMC Chief Provost Marshal staff, and MTF stakeholders may participate at the discretion of the COR. A mutual effort will be made to resolve identified issues.

e. Customer Feedback – The COR may provide and collect customer surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.

5.2. Level of surveillance may be conducted on a weekly, monthly, quarterly or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not meet the standards identified in the PWS/contract.

6. Performance Requirements Summary (PRS).

complaints and/or reported in Interactive Customer Evaluation complaint monthly.

A. 100 % Inspection: One Hundred Percent Inspection is exactly what the title implies – inspecting a requirement every time it occurs.

B. Customer Complaint: A customer complaint is a valid complaint when the Quality Assurance Plan (QAP), after a thorough investigation, determines that 100% of Medical Standards of Care have not been met.

C. Other Primary Surveillance Methods – Random sampling, customer complaints, 100% surveillance, inspections, reports, etc.

7. Successful Performance.

7.1. Successful performance can be incentivized with favorable past performance ratings and award of follow-on opportunities.

7.2. Acceptable services for performance is demonstrated by an accepted and executed certified invoice and receiving report, as applicable.

7.3. The acceptable quality level (AQL) consists of the performance standards established for the services required by the government to meet contract requirements. The AQL will be measurable and structured to permit an assessment of the contractor’s performance.

8. Documentation of Surveillance.

8.1. Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the contractor’s quality control program. The COR will report discrepancies to the contractor for timely resolution. Survelliance may consist of periodic reports, and customer feedback and timeliness of contract deliverables/reports.

8.2. The COR will maintain a complete QA file which will be retained by the COR for the life of the contract. Information in the QA file will be considered when completing the annual CPARS report.

8.3. Documented surveillance will consist of inspections performed by the COR. Examples of documentation that supports contract surveillance consist of details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support inspection paperwork, to include quality assurance surveillance reports. If performance is deemed unacceptable, the COR will inform the contractor about possible re-performance solutions. Disagreements or disputes will be referred to the KO for review.

8.4. All documentation resulting from surveillance will be made a part of the contract file. The COR must keep the QA files during the surveillance period, but at the conclusion of the contract, and as directed by the KO, the COR must give the files to the KO for inclusion in the official contract file.

9. Corrective Actions.

9.1. The contractor will be provided the opportunity to submit proposed corrective action to resolve the discrepancy. The COR will review proposed corrective action and determine whether or not it is acceptable and whether or not the discrepancy has been corrected. If the discrepancy has been resolved, the COR will notify the contractor and document the quality assurance surveillance checklist.

9.2. The COR will notify the contracting officer of unacceptable performance if any services do not conform to contract requirements. The contracting officer may require the contractor to re-perform the services to conform with contract requirements at no additional cost to the government.

9.3. When unacceptable performance cannot be corrected by re-performance, the government may require the contractor to take action necessary to ensure future performance conforms with contract requirements.

9.4. The government may, by separate contract or otherwise, perform the services and charge the contractor any cost incurred that is directly related to the performance of such service, or issue:

9.4.1. Cure Notice

9.4.2. Show Cause

9.4.3. Terminate the contract for convenience of the government

9.4.4. Terminate the contract for cause

10. Certification of Services. Certification of services is performed by the COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, the contractor inputs invoice information into WAWF system. WAWF automatically notifies the appropriate COR via email of pending invoice. COR accesses WAWF and verifies the accuracy of services provided by the contractor. The COR will certifiy the invoice and payment is conducted by the Defense Finance Accounting System (DFAS). If the COR encounters errors in the contractor’s invoice, the COR will reject the invoice, state the reason for rejection and WAWF will send the invoice back to the contractor. If the contractor disagrees with the COR, the issue will be forwarded to the KO for resolution.

11. QASP Checklist, Enclosure 1 to QASP

12. Contract Discrepancy Report (CDR), Enclosure 2 to QASP

Enclosure 1 to QASP QASP Checklist Service or Standard:

Survey Period: ___________________________________________________________ Surveillance Method: (Check) (The method of inspection and the level of surveillance selected must match what is reflected in the PRS under the “Method of Inspection” column.)

_____ 100% Inspection

_____ Performance Evaluation Meetings _____Customer Feedback

Level of Surveillance: (Check): _____ Monthly

Analysis of Results:

Contract Service Provider’s Performance (Check):

_____ Meets Standards _____ Does Not Meet Standards Narrative of Performance during Survey Period:

Prepared by____________________________________________ Date_____________________ Enclosure 2 to QASP Contract Discrepancy Report

CONTRACT DISCREPANCY REPORT

5. DATES (YYYYMMDD)

6. DISCREPANCY OR PROBLEM (Describe in detail. Include reference to PWS Directive; attach continuation sheet if necessary.)

7. SIGNATURE OF CONTRACTING OFFICER

9. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE.(Cite applicable Q.C. program procedures or new Q.C. procedures. Attach continuation sheet(s) if necessary.)

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, reflection. Attach continuation sheet(s) if necessary)

12. GOVERNMENT ACTIONS (Reduced payment, cure notice, show cause, other)

13. CLOSE OUT

(4)

a. CONTRACTOR NOTIFIED

b. QAE

c. ACO

DD FORM 2772, SEP 1998 REPLACES MT FORM 352-R, WHICH IS OBSOLETE. Adobe Professional 8.0

(End of Attachment 1)

Attachment 2 - VRI Summary by Language Report (See attached .pdf)

Attachment 3 - Interpreter Report (See attached .pdf)

DESCRIPTION OF SERVICES

1. This is an Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract under which Firm-Fixed-Price (FFP) task orders will be issued. The IDIQ contract will have a three one-year ordering periods from: 1 June 2021 through 31 May 2024.

2. The Contract Line Item Numbers (CLINs) for the IDIQ contract are identified below:

0002 1 June 2021 through 31 May 2022 Translation Services

0003 1 June 2021 through 31 May 2022 Interpreter Services

0004 1 June 2021 through 31 May 2022 Surge Overtime

0005 31 October 2021 Contractor Manpower Report

1001 1 June 2022 through 31 May 2023 General Clerks II and III

1002 1 June 2022 through 31 May 2023 Translation Services

1003 1 June 2022 through 31 May 2023 Interpreter Services

1004 1 June 2022 through 31 May 2023 Surge Overtime

1005 31 October 2022 Contractor Manpower Report

2001 1 June 2023 through 31 May 2024 General Clerks II and III

2002 1 June 2023 through 31 May 2024 Translation Services

2003 1 June 2023 through 31 May 2024 Interpreter Services

2004 1 June 2023 through 31 May 2024 Surge Overtime

2005 31 October 2023 Contractor Manpower Report

3001 31 October 2024 Contractor Manpower Report

3. The MINIMUM guaranteed amount to be ordered under this solicitation is $2,500 for each order during the 12-month base period.

The estimated MAXIMUM value for all orders issued shall not exceed $7,200,000.00 during the total contract period.

4. SCHEDULE OF ORDERING

a. Orders may be placed by any warranted contracting officer serving at the Regional Health Contracting Office –Central (RHCO-C) or the Health Readiness Contracting Office (HRCO).

b. Orders against this contract may be placed by mail, facsimile, or through electronic commerce including e-mail IAW terms and conditions of the contract.

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

Brooke Army Medical Center General Clerk II and III Translation and Interpreter Services

Part 1

General Information

1. GENERAL: This is a non-personal services contract for general clerks II and III, translation, and interpreter services at Brooke Army Medical Center (BAMC). The government shall not exercise any supervision or control over the contract service providers (CSPs) performing the services herein. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services.

1.1. Description of Services/Introduction: The contractor shall provide general clerks, medical and legal interpreter and translation services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: Brooke Army Medical Center (BAMC), located at Joint Base San Antonio, Fort Sam Houston, Texas, has a mission to provide safe, quality care to military service members, their families, veterans and civilian emergency patients as the most robust and productive healthcare organization within the Military Health System (MHS). Both inpatient and outpatient services are provided by approximately 8,500 staff members, including active duty military personnel from each of our uniformed services, Public Health personnel, federal civilians, contract employees, and volunteers. Our medical center provides safe, quality, evidence-based care for up over 400 military and civilian inpatients. As the sole verified Level I Trauma Center within the Department of Defense (DoD), BAMC simultaneously provides emergency services during 80,000 Emergency Department visits annually and serves as the premier medical readiness training platform for both the Army, Air Force, and Navy.

1.3. Objectives: Provide the following service:

· High level of clerk service

· Comply with specific tasks

· Meet required manning

1.4. Scope: The contractor shall provide non-personal services necessary to perform general clerk services, interpreters, and…