SOLICITATION NOTICE
R -- Transcription Services.
- Notice Date
- 5/26/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561410
— Document Preparation Services
- Contracting Office
- Contracting Center of Excellence (NCR-CC), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
- ZIP Code
- 20310-5200
- Solicitation Number
- W91WAW-10-R-0123
- Response Due
- 6/11/2010
- Archive Date
- 8/10/2010
- Point of Contact
- James Canady III, 703-428-0776
- E-Mail Address
-
Contracting Center of Excellence (NCR-CC)
(james.canady1@us.army.mil)
- Small Business Set-Aside
- HUBZone
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, 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. Combined Synopsis/Solicitation For Transcription Services For the Office of the Chief of Staff Army In Washington, DC Request-for-Quotation (RFQ): W91WAW-10-R-0123 (1)This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, 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. (2)The solicitation document is issued as a Request-for-Quotation (RFQ). Submit written quotations on RFQ number: W91WAW-10-R-0123. (3)The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-30, effective 15 January 2009. (4)The North American Industry Classification System (NAICS) code is 561410 and the size standard is $7 million. The acquisition is a 100% HUBZone Set-Aside. The Government intends to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract resulting from this combined synopsis/solicitation. (5)This combined synopsis/solicitation is for purchase of the following commercial services: Procure personnel, equipment, tools, material, supervision, and other items and non-personal services necessary to provide support services of speeches, media, and other recorded speaking engagements given by the Chief of Staff Army, Vice Chief of Staff Army, Sergeant Major of the Army, and the Director of the Army Staff at events external to the HQDA. Contractors shall provide the unit price for the requirements listed below: ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT BASE YEAR 0001Transcription Services50 Each0.00 0.00 6) Statement of Work (SOW) BACKGROUND An essential task for the senior leadership staff is to accurately and timely transcribe senior leader remarks. The transcripts are often used as speechwriter and senior leader references to prepare for future senior leader speaking engagements. The finished products are also important to senior leadership and personnel requiring reliable and factual accounts of the Army senior leader comments. The final products provide a reliable starting point for in-depth research and often serve as a definitive reference for simple inquiries. Many transcribed documents are shared with media, students, historians, and researchers. This is a recurring requirement and is best performed under contractual agreement with a single vendor. OBJECTIVE Satisfy the CSAs and other senior leaders specified task for providing timely and accurate transcriptions of their recorded remarks. These written documents are often used as references to prepare for future senior leader speaking engagements and the final versions are an important part of the Armys historical records. SCOPE The primary purpose of this contract is to provide transcription services for the Office of the Chief of Staff Army. The contractor shall provide an estimated 50 transcripts or approximately 875 pages per year. The number of orders will not exceed 200 transcripts or 3000 pages per year. The transcribed documents will be delivered via e-mail to the designated subscriber. The contractor shall provide transcription services for various Army senior leader speaking engagements. The contractor must be available via phone or email seven days a week with the exception of federal holidays. The use of these services may only be requested by the designated COR DELIVERIES OR PERFORMANCE 1.5The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The IDIQ contract will have a minimum order of zero (0) and a maximum order of fifty (50) transcriptions. The Period of Performance reads as follows: Base Year: 1 July 2010 to 30 June 2011 Option Year I: 1 July 2011 to 30 June 2012 Option Year II: 1 July 2012 to 30 June 2013 Option Year III: 1 July 2010 to 30 June 2011 Option Year IV: 1 July 2010 to 30 June 2011 The Government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-9 entitled, Option to Extend the Term of the Contact. QUALITY CONTROL Performance by the contractor is subject to any occurrence that arises out of causes beyond the control and without the fault or negligence of the contractor, and payments shall not be affected by any interruption caused thereby, if the contractor can establish that it was not in default or that failure to perform is excusable. The contractor shall have the capability to enhance poor quality audio to attain the transcription quality needed by the subscriber, and identified in Technical Exhibit 1, Performance Requirements Summary. The contractor shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractors quality control program is the means by which he assures himself that his work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1. After acceptance of the quality control plan the contractor shall receive the contracting officers acceptance in writing of any proposed change to his QC system. The QC Plan will be delivered within one month after acceptance of the contract. The contractor shall be responsible for safeguarding all Government property and personnel using the facility. At the close of each work day the contractor shall secure all materials and equipment. SPECIAL QUALIFICATIONS The contractor must know how to transcribe and deliver to the subscriber routine military service briefings, speeches and statements. Unless authorized in writing by the Contracting Officer, the contractor shall not perform any non-routine transcription requests if sufficient funding to cover the request does not remain obligated to this specific line item. POST AWARD CONFERENCE/PERIODIC PROGESS MEETINGS The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. SPECIFIC TASKS Basic Services: The contractor shall provide: (1) The contractor shall provide transcription services of various Army senior leader speaking engagements. The use of these services may only be requested by the designated COR, referred to in Part 5 as the subscriber. (2) The contractor shall obtain from the subscriber digital audio files, digital video files, audio tapes, videotapes, or other media containing information for transcriptions. The digital files, tapes, or other media may be provided via courier, forwarded via FTP, uploaded to web site or emailed depending on file size limitations and contractor capability constraints. (3) The contractor shall completely transcribe the information provided by the subscriber into Microsoft Word 2007 (or higher) format document. (4) The contractor shall provide the completely transcribed documents via e-mail to the designated subscriber. (5) Transcripts of single speaker recordings under 45 minutes will be provided to the subscriber no more than four hours after receiving the original audio or video recording. (6) Transcripts of multiple speaker recordings under 45 minutes will be provided to the subscriber no more than eight hours after receiving the original audio or video recording. (7) Transcripts of single speaker recordings more than 45 minutes in length will be provided to the subscriber no more than twelve hours after receiving the original audio or video recording. (8) Transcripts of multiple speaker recordings more than 45 minutes in length will be provided to the subscriber no more than twenty-four hours after receiving the original audio or video recording. (9) The contractor shall make every effort to enhance the quality of poor audio products, in the cases when the subscriber is unable to. (10) The contractor shall create the requested transcripts in Microsoft Word 2007 or higher format and e-mail them to an e-mail address specified by the subscriber immediately after the transcripts are completed. (11) The contractor must be available via phone or email seven days a week with the exception of federal holidays. (12) Non-routinely, the contractor agrees to urgently transcribe and e-mail to the subscriber speeches and press availabilities given by the Chief of Staff Army, Vice Chief of Staff Army, Sergeant Major of the Army, and the Director of the Army Staff. The subscriber agrees to provide the contractor at least two hours advance notice for the special support and understands urgent requirements may not always be supportable. (13) The contractor shall notify the subscriber of their ability to support urgent requirements for transcription services within one hour of receiving the requirement. (14) The contractor shall meet periodically with the subscriber to discuss performance of services; e.g., accuracy, timeliness, and quality of transcriptions provided. Meeting schedules will be coordinated between the subscriber and the contractor. (15) FAR 52.212-1Instructions to OfferorsCommercial Items, applies to this acquisition. (16) FAR 52.212-2EvaluationCommercial Items, applies to this acquisition. (17) Basis of Award: The following factors shall be used to evaluate offers: 1.Factor 1: Technical Capabilities The Government will evaluate the offerors ability to provide the resources and comply with the requirements as outlined in the Statement of Work (SOW). 2.Factor 2: Price The Government will evaluate the offerors price to determine that prices are fair and reasonable. Price will be evaluated for completeness and reasonableness using the techniques in FAR 15.404-1(b)(2). The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). No adjectival ratings will be used to evaluate price. Factor 1 will be rated using the following Adjectival Scale: AcceptableYellowA proposal that satisfies all of the Governments requirements with minimal detail to indicate feasibility of the approach and shows a minimal understanding of the problems, with an overall moderate to high degree of risk in meeting the Governments requirements. UnacceptableRedA proposal that contains a major error(s), omission(s) or deficiency(ies) that indicates a lack of understanding of the problems or an approach that cannot be expected to meet requirements or involves a very high risk; and none of these conditions can be corrected without a major rewrite or revision of the proposal. (18) FAR 52.212-3, Offeror Representations and CertificationsCommercial Items (incorporated by reference), applies to this acquisition. Therefore, offerors must submit a completed copy of their representation and certification information with this quotation. (19) FAR 52.212-4, Contract Terms and ConditionsCommercial Items (incorporated by reference), applies to this acquisition. (20) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive OrdersCommercial Items (incorporated by full-text), applies to this acquisition. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (APR 2009) _x__ (18) 52.222-3, Convict Labor (JUNE 2003) (E.O. 11755). _x__ (20) 52.222-21, Prohibition of Segregated Facilities (FEB 1999). _x__ (21) 52.222-26, Equal Opportunity (MAR 2007) (E.O. 11246). _x__ (23) 52.222-36, Affirmative Action for Workers with Disabilities (JUN 1998) (29 U.S.C. 793). _x__ (25) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (DEC 2004) (E.O. 13201). _x__ (38) 52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration (OCT 2003) (31 U.S.C. 3332). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (Contracting Officer check as appropriate.) (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records--Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e) (1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1)in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause (i) 52.222-26, Equal Opportunity (MAR 2007) (E.O. 11246). (ii) 52.222-36, Affirmative Action for Workers with Disabilities (June 1998) (29 U.S.C. 793). (vii) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (DEC 2004) (E.O. 13201). (viii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services--Requirements (FEB 2009) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (Jan 2009). (Not applicable until May 21, 2009.) (xii) DFARS 252.232-7007 Limitation Of Governments Obligation (May 2006). (2) While not required, the contractor May include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) (13) The Government intends to award a Firm-Fixed-Price (FFP) contract resulting from this combined synopsis/solicitation. (14) Questions are due no later than 04 June 2010, 1:00 PM E.S.T. Contractors must submit questions to James Canady III, Contract Specialist, via electronic-mail: james.canady1@us.army.mil. Telephone inquiries will not be accepted. The combined synopsis/solicitation closing date and time are as follows: 11 June 2010; 1:00 PM E.S.T. Quotes shall be submitted to James Canady III via electronic mail: james.canady1@us.army.mil. TECHNICAL EXHIBIT 1 Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Contractor Performance Objective (The Service requiredusually a shall statement)Contractor StandardContractor Performance Threshold (This is the maximum error rate. It could possibly be Zero deviation from standard) COR Method of Evaluation 5.1 BASIC SERVICES. Shall provide timely and accurate written transcriptions of audio or video recordings to the subscriber. Shall be in compliance with all DoD, Army, and CCG guidance; will utilize current tools/processes (Microsoft Word 2007 or higher) and implement new tools/processes as they become available. Transcriptions will include traditional speaker annotations and comments as necessary.No less than 98% accuracy on initial documents transcribed, with 100% accuracy by the 2nd submission. 100 Percent Inspection 5.2 TRANSCRIPTION CAPABILITIES. Must have capabilities to listen to various audio file formats and view various video formats. (e.g.,.wav,.wmv,.mpeg, QuickTime, CD, DVD, audio cassette, microcassette, VHS) Must have the capabilities to enhance poor quality audio to complete transcriptions, and make every effort to attain accuracy of speeches and press availabilities.Shall make every effort to enhance quality of poor audio products, in cases when the subscriber is unable to.No less than 98% accuracy on initial documents transcribed, with 100% accuracy by the 3rd submission.100 Percent Inspection 5.3 TRANSCRIPTION DELIVERY. Must send all transcribed documents within the specified time to the designated subscriber. Must send all associated invoices via email to the COR.Shall use e-mail to deliver transcribed documents to the subscriber.Non-routinely support urgent transcription requirements to be provided to the subscriber in four hours or less. The subscriber will provide the contractor at least two hours advance notice for the unique support and understands urgent requirements may not always be supportable. Transcripts of single speaker recordings under 45 minutes will be provided to the subscriber no more than four hours after receiving the original audio or video recording. Transcripts of multiple speaker recordings under 45 minutes will be provided to the subscriber no more than eight hours after receiving the original audio or video recording. Transcripts of single speaker recordings more than 45 minutes in length will be provided to the subscriber no more than twelve hours after receiving the original audio or video recording. Transcripts of multiple speaker recordings more than 45 minutes in length will be provided to the subscriber no more than twenty-four hours after receiving the original audio or video recording.100 Percent Inspection TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE (A deliverable is anything that can be physically delivered but may include non-physical things such as meetings). DeliverableFrequency# of CopiesMedium/FormatSubmit To 5.2.1 Transcribed Documents. The contractor shall deliver via e-mail a transcription of speeches and press availabilities provided by the subscriber. Upon subscriber request 1Microsoft Word (2007 or higher)Subscriber of the transcription service TECHNICAL EXHIBIT 3 ESTIMATED WORKLOAD DATA (Sample for the PWS Part 5 above) ITEM NAMEESTIMATED QUANTITY 1Speeches and press availabilities50 min200 max 2Number of words/speech875 min3000 max 3Number of pages transcribed________15 4________ 5________ (NOTE: ADD OTHER WORKLOAD DATA AS CONSIDERED APPROPRIATE.)
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FBO.gov Permalink
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- Place of Performance
- Address: Contracting Center of Excellence (NCR-CC) ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245 Washington DC
- Zip Code: 20310-5200
- Zip Code: 20310-5200
- Record
- SN02160713-W 20100528/100526234940-1ea2967cc64c53502d1869a32311f536 (fbodaily.com)
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