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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 15, 2016 FBO #5410
DOCUMENT

R -- Court Reporting - Attachment

Notice Date: 9/13/2016
Notice Type: Attachment
NAICS: 561492 — Court Reporting and Stenotype Services
Contracting Office: Department of Veterans Affairs;Tuscaloosa VA Medical Center;3701 Loop Road East;Tuscaloosa AL 35404-5088
ZIP Code: 35404-5088
Solicitation Number: VA24716R1090
Response Due: 9/16/2016
Archive Date: 10/16/2016
Point of Contact: PAMELA G. FRAZIER
Small Business Set-Aside: Service-Disabled Veteran-Owned Small Business
Description: STATEMENT OF WORK Court Reporter - Legal Transcription Service I. GENERAL GUIDANCE Scope of Work: The Contractor shall provide all labor, expertise and equipment onsite at Tuscaloosa VA Medical Center (TVAMC) sufficient to produce individual verbatim transcripts of sworn testimony for Administrative Investigative Boards (AIB) or other administrative proceedings and deliver final printed transcripts for legal purposes. Testimony will be taken in one or more days in a question and answer format from the AIB members, or the Administrative Hearing attendees. ID Requirement: Any contractor reporting for work under the scope of this contract must have appropriate current TVAMC identification card. These cards are issued by the Personnel Security Office (PSO) during normal business hours and are the property of the TVAMC. ID cards for contract personnel will be collected by VA staff (Human Resources Management Service [HRMS] or meeting chairperson) at the end of the business day and maintained in HRMS in a secure location. ID card will be returned to the contractor any time they are on station to perform duties under this contract. Work Hours: The Contractor shall be available during normal business hours of 7:30am - 5:00pm Monday - Friday excluding Federal Holidays. The Court Reporter/Transcriptionist will be required to arrive 30 minutes in advance of the start time of the first appearance. Location of Services Provided: Tuscaloosa VA Medical Center, 3701 Loop Road East, Tuscaloosa, Alabama 35404. Contractor will report to HRMS (at least 30 minutes prior to the scheduled hearing time). HRMS will escort contractor to the scheduled meeting location. II. GENERAL REQUIREMENTS: 1.This is an on-demand contract. When requested by the designated Agency Representative of the TVAMC, the Contractor shall provide one Certified Court Reporter/Transcriptionist with as little as one business day notice. To maximum extent practical, the contractor shall assign the same reporter/transcriptionist to any proceeding lasting more than one day. 2.The Contractor agrees that the assigned Court Reporter/Transcriptionist shall perform all work in a business-like manner and according to the best standards of the reporting profession. 3.The Agency Representative will identify the AIB Chairperson or Point of Contact for the proceeding and the location of the first meeting. The Court Reporter/ Transcriptionist will take direction from the Chair or Presiding Official regarding location of testimony, who will provide testimony, and when testimony has ended and in some instances will be directed to mark and number exhibits. 4.It is the responsibility of Contractor personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the Agency Representative. TVAMC does not validate or make reimbursement for parking violations of the Contractor's personnel under any circumstance. 5.Contractor is prohibited from taking any photographs or video of any kind while on TVAMC property. III. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES: The Contractor shall: 1.When contacted, provide the labor, expertise and equipment onsite at the Tuscaloosa VA Medical Center sufficient to produce individual verbatim transcripts of sworn testimony. 2.After obtaining sworn testimony, the Contractor will provide a printed original legal transcript plus one copy of each individual sworn testimony within seven (7) calendar days of the date the last sworn testimony was taken. 3.Formatting: Transcripts will be printed on white bond paper with standard three-hole punch on the left side. Each individual transcript will contain at a minimum: a cover page containing the Agency name and proceeding, name of the testifying individual, and the date and location of testimony; appearances; exhibit listing (if applicable); verbatim testimony; witness certificate; errata page; court reporter/transcriptionist certificate; and word index. 4.Delivery: Transcripts will be delivered via FEDEX or UPS to the Tuscaloosa VA Medical Center, Human Resources Management Service (05S), 3701 Loop Road East, Tuscaloosa, Alabama 35404. The Contractor will cover the cost of delivery. IV. INVOICES 1.The Contractor must submit a properly prepared invoice to the TVAMC Agency Representative via email or regular mail for validation. The TVAMC Contracting Officer's Representative (COR) will forward validated invoices to VA FSC in AUSTIN, TX for payment. Payment will normally be issued within 30 days of receipt of the invoice. 2.A properly prepared invoice will contain: oInvoice Number and Date Services Were Provided oContractor's Name and Address oDate of Final Transcript oTotal amount due oAccurate Purchase Order Number V. SECURITY/CONFIDENTIALITY REQUIREMENTS 1.Information made available to the Contractor/Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. 2.Information from these proceedings is designated as confidential. The Contractor/Subcontractor shall hold in the strictest confidence any and all information which he/she may gain in the performance of his/her duties under this contract. The Contractor nor subcontractor shall not divulge, sell, or distribute, any information obtained at these proceedings. 3.Contractor/subcontractor officials need to work with the COR and ISO to determine the security impact of the IT system as High, Moderate, or Low per 6500 Handbook, Information Security Program. Ensure Contractor understanding of the IT security requirements for certification and accreditation (authorization) (C&A) of the contractor system. See VA Handbook 6500.3, Certification and Accreditation. Ensure that the proper VA Management Official is appointed by the Certification Program Office to formally authorize operation of the system in accordance with VA Handbook 6500 and 6500.3. Enforce contractor performance (timely submission of deliverables, compliance with personnel screening requirements, maintenance of secure system configurations and participation in annual IT Federal Information Security Management Act (FISMA) assessments to ensure compliance with FISMA. Ensure yearly FISMA assessments are completed and uploaded into SMART 4.VA information should be co-mingled, if possible, with any other data on the Contractors/ Subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the Contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. If immediate return or destruction of all data is not possible, Contractor shall notify TVAMC point of contact (COR or other HRMS representative) and assure that all VA information retained will be safeguarded to prevent unauthorized uses or disclosures. 5.Prior to termination or completion of this contract, Contractor/Subcontractor must not destroy information received from VA, or gathered/created by the Contractor in the course of performing this contract without prior written approval by the VA. Self-certification by the Contractor that the data destruction has been accomplished in a manner that will ensure confidentiality must be sent to the Agency Representative within 30 days of such destruction. 6.The Contractor/Subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if National Institute of Standards and Technology (NIST) issues or updates applicable Federal Information Processing Standard (FIPS) or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the changes to information confidentiality and security laws, regulations and policies in this contract (see National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization). 7.The Contractor/Subcontractor shall not make copies of VA information (other than those indicated in paragraph III. 2, above) under any circumstances unless requested to provide such copies by the Agency Representative in HRMS. Such copies will be submitted following requirements set forth in paragraph III. 3, above. 8.If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. 9.If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. 10.The Contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met prior to the Contractor performing work under this contract. The Contractor/Subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. 11.The Contractor or Subcontractor must successfully complete the VA Privacy and Information Security Awareness and sign the Rules of Behavior and other required privacy or security training on an annual basis. Training is available at the following link: https://www.tms.va.gov/plateau/user/login.jsp. Instructions for accessing the site and setting up a user account are attached to this Statement of Work. Documentation of completion of training must be provided to the Agency Representative or COR. Failure to complete the training and sign the Rules of Behavior within the timeframe required is grounds for suspension or termination from work on the contract until such time as the training and documents are complete. 12.Within 30 days of award of contract, a Contractor Security Control Assessment (CSCA) must be completed by the contractor and provided to Agency Representative. This document must be updated and submitted yearly by the renewal date of the contract. COR or Agency Representative will ensure that the CSCA is sent to the ISO and the OCS Certification Program Office for review to confirm that appropriate security controls are being implemented in service contracts. A copy of the CSCA will be maintained in the Security Management and Reporting Tool (SMART) database. COR will provide a copy of the completed CSCA to ISO for uploading into SMART database. 13.The Contractor/Subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA for response. Under no circumstances should any such copies be produced or provided to any entity other than the Agency Representative in HRMS. 14.The Contractor/Subcontractor shall immediately notify the Agency Representative and COR and simultaneously, the designated Information Security Officer (ISO) and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. 15.To the extent known by the Contractor/Subcontractor, the Contractor/Subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the VA considers relevant. 16.In instances of theft or break-in or other criminal activity, the Contractor/Subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The Contractor, its employees, and its Subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor/Subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC679/TuVAMC679/VA24716R1090/listing.html)
Document(s): Attachment; File Name: VA247-16-R-1090 VA247-16-R-1090_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3002233&FileName=VA247-16-R-1090-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3002233&FileName=VA247-16-R-1090-000.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: Department of Veterans Affairs;Tuscaloosa VA Medical Center;3701 Loop Road East;Tuscaloosa AL 35404-5088; Zip Code: 35404
Record: SN04268299-W 20160915/160913234532-2d45ffa1381ce16647c0bf69ade233d3 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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R -- Court Reporting - Attachment