SOLICITATION NOTICE
R -- BVA - Hearing Transcroption Services
- Notice Date
- 6/10/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561492
— Court Reporting and Stenotype Services
- Contracting Office
- Department of Veterans Affairs, VA Acquisition Operations Service, Department of Veterans Affairs Acquisition Operations Service, Department of Veterans Affairs;VA Central Office;Cntr. for Acquisition Innovation (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-08-RQ-0202
- Response Due
- 6/17/2008
- Archive Date
- 7/2/2008
- Point of Contact
- Gabriel G WrightContract Specialist
- Small Business Set-Aside
- Total Small Business
- Description
- This RFQ VA-101-08-RQ-0202 is intended to procure Hearing Transcription Court Reporting Services. This solicitation will result in multiple awards. The previous RFQ VA-101-08-RQ-0122 is hereby canceled. This is a combined synopsis/solicitation prepared in accordance with the format in Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation document incorporates provisions and clauses in effect through FAC 05-25. This associated NAICS Code shall be performed under is 561492. This acquisition is restricted as a Small Business set aside. The total dollar size standard is $6.0 Million. The provisions at 52.212-1 Instructions to Offerors-Commercial Items, and 52.212-3 Offeror Representations and Certifications-Commercial Items apply to this solicitation. Offerors are responsible for returning a copy of the Representation and Certifications at FAR 52.212-3 with their proposal. A copy of the provision can be obtained at www.arnet.gov. Commercial items FAR clauses 52.212-4 Contract Terms and Conditions-Commercial Items, and 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders - Commercial Items, apply to this acquisition. All Contractors are required to register in the Central Contractor Registration (CCR) database prior to being awarded a contract. Contractors are responsible for the accuracy of information added to CCR. To register go to http://www.ccr.gov/. If you are interested in this acquisition, you may participate by submitting your response in accordance with the following instructions. RFQ DUE DATE: The due date for responses to this RFQ, both technical and price quotes, shall be via email at the addresses specified below, on or before 5:00pm Eastern Time, no later than June 17, 2008. Also, the email submission MUST include an original hard copy at the address specified for receipt of offers below. ADDRESS FOR RECEIPT OF OFFERS Submit your offers electronically to the following email address: Gabriel.Wright@va.gov Hard Copies should be delivered to the following address: Department of Veterans Affairs Attn: Gabriel Wright Acquisition Operations Services 810 Vermont Ave, NW - Room 765II Washington, DC 20420 Vendors shall supply a Technical quote (Volume 1) that goes over the 5 general areas: A Technical Approach B. Security C. Quality Assurance D. Personnel Assigned to Task E. Past Performance Vendors shall also a Price Quote (Volume 2) that provides price quote. The price quote shall include the price per page for a 5 year period. Vendors will be evaluated on the following criteria. Evaluation Criteria factors are listed in descending order of importance A.) Technical Approach - Submit a Project Plan which clearly demonstrates a full understanding of the specification of overall Statement of Work. The plan should define the ability to delivery products within the established time frame, correct format, and accuracy. Provide a comprehensive description of technology capabilities to ensure access to the VA VPN Server along with a maintenance plan which describes a contingency plan to perform required tasks. B.) Security - The quote will state the ability to comply with appropriate certifications such as compliance with National Information Assurance Partnership (NIAP), Certification of Required BVA Training: VA Cyber Security, VA General Employee Privacy Awareness, Rules of Behavior, Disc Image Overwrite Capability and Network Authentication for Scanning. C.) Quality Assurance - The contractor will provide a plan that addresses quality of performance and a plan for ensuring deliverables will be met as identified in the SOW. The plan should describes measures put in place that will ensure quality transcripts, on site review process of completed transcripts prior to delivery, and method of notify customer of inadequate media devices received for transcription. D.) Personnel Assigned to Task - The quote shall plainly express the knowledge, skills, abilities and technical expertise of personnel assigned to perform task. E.) Past Performance - The contractor will provide information regarding past performance as it relates to the probability of success of the required effort. References should also be provided regarding performance of similar tasks within the last 3 years. When all non-price factors are combined they are equal to price. DESCRIPITON OF SERVICES. Overview The Board of Veterans' Appeals (Board/BVA) is an appellate judicial organization, charged with adjudicating appeals from Department of Veterans Affairs (VA) Regional Offices and Medical Centers. The BVA reviews all appeals for entitlement to veterans' benefits. The subject matter adjudicated by BVA encompasses the entire range of veterans' benefits, including claims of entitlement to service connection, increased disability ratings, total disability ratings, pensions, insurance benefits, educational benefits, home loan guaranties, vocational rehabilitation, dependence and indemnity compensation, etc. About 90 percent of the appeals before the BVA involve medical subject matter. The mission of the BVA is to conduct hearings and issue timely, consistent, quality decisions. The BVA has a continuing need for transcription services in support of this mission. Companies interested in performing transcription services for BVA may review the Statement of Work (SOW) and submit a quotation. GENERAL REQUIREMENTS Title of Project: BVA Hearing and Decision Transcription Background: Hearings before a Veterans Law Judge of the BVA are for the purpose of receiving testimony and evidence in support of an appellant's claim. Generally, the appellant and representative appear and present argument in support of an appeal. In some circumstances a witness or witnesses may also be present. Hearings are informal and non-adversarial. Parties are permitted to ask questions, including follow-up questions of all witnesses but cross-examination is not permitted. The majority of hearings are less than 60 minutes in length and are recorded on audiocassette tape or digital media. The Board's projection for transcription contract services for fiscal year 2008 is 13,235 hearings, at approximately 1103 per month as needed. Decisions by a Veterans Law Judge are on behalf of the Secretary of Veterans Affairs on appeals from decisions of local VA offices. In general, automation software is used when drafting decisions. In some situations decisions are dictated on audiocassette tape or digital media. The majority of decisions are less than 60 minutes in length. The Board's projection for transcription contract services for fiscal year 2008 is 706 decisions, at approximately 59 per month as needed. Types of Hearings: "Central Office Hearings are where all the parties are present in a BVA hearing room located in Washington, DC. "Travel Board Hearings are where all the parties are present in a hearing room located in a VA Regional Office throughout the United States; Manila, the Phillipines; and San Juan, Puerto Rico. "Video Conference Hearings are where the appellant and representative are present in a VA Regional Office and the Veterans Law Judge is located in Washington, DC. The hearing is conducted using videoconference equipment with the recording of the hearing occurring in Washington, DC. Scope: Contractor(s) shall provide all resources necessary to accomplish the deliverables described in this SOW. The scope includes, but is not limited to, the accurate transcription of BVA hearings and decisions. Work Orders: Upon request by authorized BVA personnel, the Contractor shall accurately transcribe each hearing or decision in MS Word 2000 format and provide one paper copy, a corresponding 3.5" diskette, and return the original audiocassette tapes. All hearings and decisions per work order will be transcribed and returned in the same bundle as received. Type of Contract: Each Contractor will be on a firm-fixed price, performance-based service work order. Offers should indicate pricing. Pricing: The price per page will be a firm-fixed price. Period of Service: The period of performance is for 5 years. Data Rights: BVA reserves the right to make additional printed and electronic copies, or portions thereof, of all transcriptions as it deems necessary and the Contractor(s) shall have no claim for additional copies. DELIVERABLES Delivery of tapes, transcripts, decisions, and diskettes shall be by overnight delivery (or through the VA computer network where applicable) with the ability to track by a tracking number. The Government will provide postage paid mailing labels and, unless otherwise requested, the deliverables should be sent to the address provided by the Government. Each Contractor shall provide the specific deliverables described below within 14 calendar days of BVA issuing of a work order. All deliverables per work order will be returned in the same bundle as received. The Contractor should identify the maximum number of hearing transcripts and decisions they are able to complete within the 14 calendar day time period. "Deliverable One - Printed Hearing Transcript or Decision: Transcripts and decisions shall be prepared and delivered in a manner that would be acceptable to BVA. Accurately transcribed paper copy of each hearing in MS Word 2000 format. Transcripts and decisions shall be prepared and delivered on 8 " x 11" white bond paper. An electronic template cover page and a sample hearing transcript and decision will be provided to the Contractor (Attachments A1 - A5). The word Attachment (A1 - A5) will not appear on the deliverable transcript or decision. Complete all inserts on the cover page, or leave blank if information is not provided. oThe Specifications of Page Layout for the Cover Pages are: "Central Office Hearings, use electronic template (Attachment A1) "Travel Board Hearings, use electronic template (Attachment A2) "Video Conference Hearing, use electronic template (Attachment A3) "BVA Remand Order, use electronic template (Attachment A4) "BVA Decision, use electronic template (Attachment A5) oThe Transcript Specifications of Page Layout for Text Pages are: "Font - Times New Roman regular font size 13 "Top margin - 1.5 inches from the top of page "Left and right margins - 1 inch each "Bottom margin - 1 inch from the bottom of page "Footer - page numbering, starting at the center,.5 inches from the bottom of the page starting on the first page "Footer - starting at the right, Veteran's Last Name, First Name, MI, and Veteran's Claim No. "Line spacing - typing shall be 1.5 line-spacing "There will be no line numbering on the transcripts oThe Decision Specifications of Page Layout for Text Pages are: "Font - Times New Roman regular font size 13 "Top margin -.5 inches from the top of page "Left and right margins - 1 inch each "Bottom margin - 1 inch from the bottom of page "Footer - page numbering, starting at the center,.5 inches from the bottom of the page starting on the second page "Line spacing - typing shall be 1.5 line-spacing "There will be no line numbering on the decisions "Deliverable Two - Electronic Hearing Transcript and Decision: Corresponding electronic copy of the transcript and decision, stored on a 3.5 " double sided, high density diskette in MS Word 2000 format shall be prepared and delivered with the paper copy of the transcript and decision. In lieu of a 3.5" diskette, where applicable, an electronic copy can be submitted by means of the VA virtual private network utilizing the hearing transcript and decision management software in use at the Board. The Contractor(s) shall be responsible for their connectivity to the VA computer network and ensure that any connected computer equipment meets VA standards relating to security. "Deliverable Three - Electronic Work Order: The Government will provide an electronic copy of each work order to the Contractor (Attachment B). Upon completion of the requirements associated with the work order, the Contractor will update the electronic work order and return the updated work order with all other deliverables. The BVA reserves the right to make additional copies, or portions thereof, as it deems necessary and the Contractor shall have no claim for additional copies. INSPECTION AND ACCEPTANCE OF DELIVERABLES The Government will review finalized deliverables within 7 calendar days of receipt and will notify the Contractor of acceptance or rejection. The Government will not issue notice of acceptance until all required deliverables associated with the work order are received. In the event of rejection of any deliverables, the Contractor(s) shall be notified in writing and shall have up to 14 calendar days to correct the deficiencies at no cost to the Government. The Government shall have 7 calendar days to review subsequent submissions of the same deliverables. All deliverables shall be forwarded to the BVA, Chief, Hearing Unit, or his/her designee. Upon written acceptance of the Chief or his/her designee the Contractor shall issue invoice(s) for payment. No payment will be made until the services or products are accepted as conforming to the requirements of the work order. Deliverables should be sent to: Department of Veterans Affairs Board of Veterans' Appeals - Rm. 116 Attn: Chief, Hearing Unit 811 Vermont Ave., NW Washington, DC 20420 E-mail address: bvahearingteamhotline@mail.va.gov (202) 565-5616 Fax: 202-565-4652 PENALTIES If the Contractor(s) fails to furnish to the BVA, an accurately transcribed paper copy of each hearing or decision in MS Word 2000 format, the corresponding 3.5" diskette (where applicable, an electronic copy can be submitted by means of the VA virtual private network utilizing the hearing transcript and decision management software in use at the Board), and the original audiocassette tapes or digital media for the entire work order within the specified time limit, the payment shall be reduced by 3% for each calendar day of delay in receipt. If it is necessary to have the hearing(s) transcribed by another Contractor, the original Contractor will have no claim for payment for the transcription of the unsatisfactory hearing(s) or decision(s). INVOICE REQUIREMENTS Invoices shall be submitted per work order for services performed under this agreement. Invoices received prior to the receipt of all associated deliverables shall be returned to the Contractor(s) with no action taken by the Government. Invoices will only be accepted from the Contractor(s). Requests for payment for any work performed by a subcontractor(s) must be billed to the Contractor(s) for payment. The Contractor(s) will then be responsible for billing the BVA in accordance with the above. The Contractor shall submit an original and one copy of all invoices to the following address for payment: Department of Veterans Affairs Board of Veterans' Appeals - Rm. 116 Attn: Chief, BVA Hearing Unit 811 Vermont Ave., NW Washington, DC 20420 E-mail address: bvahearingteamhotline@mail.va.gov (202) 565-5616 Fax: 202-565-4652 The Contractor's invoice shall include: Contractor's name, address, and telephone number; invoice date, Federal ID number, GSA number, and a copy of the associated work order. CONFIDENTIALITY AND NONDISCLOSURE All audiocassette tapes will be returned to the BVA. Once a transcript or decision is accepted by BVA, the Contractor(s) will purge all paper and electronic systems of the hearing transcript or decision. The Contractor(s) will not retain any information or personal identifiers that are subject to the Privacy Act. Confidentiality: The transcriber shall hold inviolate and in the strictest confidence all information relating to the individuals and issues involved in the BVA proceeding that he/she may gain in the performance of his/her services. The Contractor(s) will ensure that contract personnel have met VA training requirements pertaining to the Privacy Act and VA Cyber Security Awareness, which are available via the VA virtual private network and can be completed in approximately one hour each. Clauses FAR 52.217-8 Option to Extend Services (Nov. 1999): The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days before the end of the Task Order. (End of Clause) FAR 52.204-9 Personal Identity Verification of Contractor Personnel. (NOV 2006). The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201, as amended. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system. (End of clause) VAAR 852.203-70 Commercial advertising (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) VAAR 852.203-71 Display of Department of Veterans Affairs hotline poster (DEC 1992) (a) Except as provided in paragraph (c) below, the Contractor shall display prominently, in common work areas within business segments performing work under VA contracts, Department of Veterans Affairs Hotline posters prepared by the VA Office of Inspector General. (b) Department of Veterans Affairs Hotline posters may be obtained from the VA Office of Inspector General (53E), P.O. Box 34647, Washington, DC 20043-4647. (c) The Contractor need not comply with paragraph (a)>a above if the Contractor has established a mechanism, such as a hotline, by which employees may report suspected instances of improper conduct, and instructions that encourage employees to make such reports. (End of Clause) VAAR 852.237-70 Contractor Responsibilities (Apr 1984): The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the District of Columbia. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) Provision VAAR 852.233-70 Protest content (JAN 1998) a. Any protest filed by an interested party shall: 1. Include the name, address, fax number, and telephone number of the protester; 2. Identify the solicitation and/or contract number; 3. Include an original signed by the protester or the protester's representative and at least one copy; 4. Set forth a detailed statement of the legal and factual grounds of the protest, including a description of resulting prejudice to the protester, and provide copies of relevant documents; 5. Specifically request a ruling of the individual upon whom the protest is served; 6. State the form of relief requested; and 7. Provide all information establishing the timeliness of the protest. b. Failure to comply with the above may result in dismissal of the protest without further consideration. (End of Provision) VAAR 852.233-71 Alternate Protest Procedure (JAN 1998) As an alternative to filing a protest with the contracting officer, an interested party may file a protest with the Deputy Assistant Secretary for Acquisition and Materil Management, Acquisition Administration Team, Department of Veterans Affairs, 810 Vermont Avenue, NW, Washington, DC 20420, or, for solicitations issued by the Office of Facilities Management, the Chief Facilities Management Officer, Office of Facilities Management, 810 Vermont Avenue, NW, Washington, DC 20420. The protest will not be considered if the interested party has a protest on the same or similar issues pending with the contracting officer. (End of Provision) VAAR 852.270-1 Representatives of contracting officers (JAN 2008) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished to the contractor. (End of Provision)
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- Place of Performance
- Address: 811 Vermont Ave. NW;Washington, DC 20420
- Zip Code: 20420
- Zip Code: 20420
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