Solicitation_15G1AC19Q00000002.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

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

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

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

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

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

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

15G1AC19Q00000002

Yu-Jin Kim Yu-Jin.Kim@usdoj.gov

Net 30

See schedule. USDOJ, Office of the Inspector General 1425 New York Avenue NW, Suite 13000 Washington, DC 20005 dojoiginvoice@usdoj.gov

Classified and/or unclassified transcription services (and program management of transcription service).

Vendor email address:

TAX ID:

DUNS #:

Yu-Jin Kim 11/19/2018

11/19/2018

12/07/2018 7:00am EST

USDOJ, Office of the Inspector General 1425 New York Avenue NW Suite 13000 Washington, DC 20005

YU-JIN KIM Digitally signed by YU-JIN KIM Date: 2018.11.19 14:05:21 -05'00'

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

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

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

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

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

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

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

Solicitation #15G1AC19Q00000002

SECTION B

SUPPLIES/SERVICES AND PRICES

B.1 General

a. The contractor shall provide classified and/or unclassified transcription services in addition to program management of transcription services to the Department of Justice, Office of the Inspector General (OIG).

b. The resulting award(s) will be an Indefinite Delivery Indefinite Quantity (IDIQ)

Contract(s) with a 60 month ordering period. The contract award date will establish the start of the 60 month ordering period. Contract will be broken out by five one-year ordering periods for pricing purposes.

a. OIG reserves the unilateral right to award:

i. One IDIQ contract for both classified and unclassified work; or

ii. One IDIQ contract for classified work and one IDIQ contract for unclassified work.

c. The Department of Labor Service Contract Act Wage Determination is applicable if the contractor anticipates using more than five (5) service employees (Occupation title:

Word Processor II) to provide services under this procurement over the entire term of the contract. Wage Determination No. 2015-4281, Revision No. 11, dated 07/03/2018 may apply. A different wage determination may apply for unclassified work if the vendor’s place of performance is not covered in the states/counties listed in Wage Determination No. 2015-4281.

d. OIG requires the following key personnel for this effort:

a. A minimum of 3 / maximum of 5 classified transcribers

i. Classified transcribers must, at a minimum, have 2 years of transcription experience, be fluent in English, be proficient in English grammar and have an active Top Secret security clearance with approved access to sensitive compartmented information (SCI).

1. Vendor must also have an active facility security clearance

(FCL) at the Top Secret and SCI level.

b. A minimum of 5 / maximum of 7 unclassified transcribers

i. Unclassified transcribers must, at a minimum, have 1 year of transcription experience, be fluent in English, be proficient in English grammar and have an active public trust background investigation

(moderate risk) or the ability to obtain one.

c. 1 Program Manager (PM)

i. PM must, at a minimum, have 2 years of program management experience, be fluent in English, be proficient in English grammar and have an active public trust background investigation (moderate risk) or the ability to obtain one.

ii. A program manager will be required for all awardees.

B.2 Pricing

a. All line items indicated in Attachment 1 are estimates and will be ordered on an as-needed basis. The estimated order quantities are not a minimum or maximum commitment by the Government. See section B.3 for the IDIQ contract minimum guarantee.

b. All unit prices are fixed that include ALL costs (including, but not limited to: labor (including supervision), material, equipment, software, facilities, fringe benefits, overhead, pickup and delivery fees, travel, G&A, and profit) necessary to provide services required.

c. All program management requirements described in Section C shall be provided within the unit prices contained in Attachment 1 and are not separately billable under this IDIQ or any Task Orders. Per page price shall account for all transcript corrections required. All per page price quoted shall include Government a Microsoft Word file, a text searchable Adobe Acrobat Portable Document Format (PDF) with bookmark and a word index, condensed transcript (four condensed pages per page), and an ASCII TXT file for each transcript that is compatible with E-Discovery software (such as TextMap or Relativity).

d. The average length of a transcript resulting from one recording varies and cannot be estimated. The average recording also varies and cannot be estimated. OIG requires per page price for 1-day, 5-day, 10-day and 20-day turnaround time for unclassified work and a 20-day turnaround time and non-routine days/hours for classified work (all business days). Most of the transcription requests require 10-day or 20-day turnaround time. The business day turnaround time clock starts once a work order (or correction request) is placed by OIG (it is not dependent on OIG media pick up time or any other circumstances). If the Contractor is not able to meet the expected turnaround time, the contractor must immediately notify OIG and adjust the pricing to reflect the next billing rate and is not permitted to bill at the higher rate if the expected turnaround time was not met.

a. Available OIG historical data

i. Unclassified transcript data (average) from Fiscal Year 2018:

1,600 hours/month 225 10-day assignments 30 20-day assignments 10 5-day assignments

ii. Classified transcript data (average) from Fiscal Year 2018:

100+ recorded hours/assignment

e. In the event the IDIQ is extended through FAR clause 52.217-8 Option to Extend Services, the unit prices quoted for the final ordering period will apply to the extended period.

B.3 Minimum Guaranteed Amount

a. If one IDIQ contract is awarded (for both classified and unclassified work), OIG will order a minimum of $30,000.00 during the life of this contract. The minimum guaranteed amount is NOT re-established with each ordering period.

b. If one IDIQ contract is awarded for classified work and one IDIQ contract is awarded for unclassified work, the following minimum guarantees will apply:

$10,000.00 for classified / $20,000.00 for unclassified during the life of this contract.

The minimum guaranteed amount is NOT re-established with each ordering period.

SECTION C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Work Statement

a. OIG requires classified and unclassified transcription services for the OIG. All subsections in Section C apply to both classified and unclassified work unless otherwise specifically notated.

b. The Contractor shall provide all management, administration, staffing, planning, scheduling, equipment, procurement, storage, etc. (as applicable), necessary to provide the services required by the contract. The Contractor shall provide sufficient equipment (as applicable) and personnel to perform required services in the time frame specified in the contract.

c. The Contractor shall furnish typed transcripts of Government-owned and furnished recordings of investigative and administrative OIG case related matters. The recordings are primarily recorded on OIG owned digital audio/visual recording devices. The Contractor shall primarily provide, the transcript of OIG case related matters in electronic format. The OIG may occasionally request that the Contractor provide a printed copy of the transcript. The Contractor must be willing to transition to electronic transfer of files when, or if, the OIG implements a secure transmission method. OIG is currently testing Kiteworks for electronic submission of unclassified transcription files. Kiteworks requires vendor user ID registration.

d. [Unclassified only] The Contractor is required to deliver the electronic deliverables to the Government primarily by courier service or, occasionally by Federal Express service, on electronic media as provided by the OIG, (e.g., CD, DVD, flash drive, external hard drive).

e. Some of the language spoken on the recording may be in a foreign language. The Contractor shall be responsible for transcribing the English language portions of the recordings. The Contractor shall transcribe verbatim everything that is spoken in English on the recording.

f. The Contractor shall type, edit, and correct all transcriptions in accordance with the contract requirements.

g. [Classified only]- The contractor will use government provided USB foot pedal (Infinity

USB Foot Pedal (IN-USB-2)) to control play back speed of digital audio recordings and Department approved transcription software GearPlayer 4.

h. [Unclassified only] The Contractor shall possess and use in the performance of this contract the following equipment and software:

1. A personal computer (PC) capable of interfacing with digital audio recordings

(e.g., MPEG, WAV, MP4) and have the capability to read digital audio recordings on compact discs. This is for unclassified work only.

2. USB foot pedal (Infinity USB Foot Pedal (IN-USB-2)) to control play back speed of digital audio recordings.

3. All personal computers/laptops must have approved encryption software on the device. Currently OIG uses Microsoft BitLocker. However, approval for Symantec may be approved if requested.

4. Department approved transcription software GearPlayer 4.

i. Management of Transcript and Media

1. [Unclassified only] The Contractor shall, at no additional cost to the Government, make all arrangements for transportation of recordings and transcripts between the Government and Contractor sites. The Contractor shall return all media to the OIG.

2. The Contractor shall deliver the completed transcript directly to the designated Government representative the division that placed the work order and will include a printed and signed copy of the OIG’s transcription request form (Attachment 7).

3. The Contractor shall verify the number of discs on the Government-provided transcript shipment list and check the discs for damage, and whether the digital audio recordings are accessible.

i. The Contractor shall report any damage to media that it finds to the Government within one (1) business day from the date of receipt of the media by the Contractor. The OIG will provide a replacement media within one business day, noting that the turnaround time the OIG requested will remain in place and the expected due date will not be adjusted. OIG recommends checking the provided media upon pick up.

4. All contractor work-products, including transcripts, tapes, CDs, digital audio recordings, and materials or documents resulting from transcription will remain the property of the Government. The Contractor shall secure all such work-products when not in use.

5. [Unclassified only] Records of Proceedings for cases involving sensitive but unclassified (SBU) information may require additional protection. SBU information includes, but is not limited to transcription information, informant and witness information, investigative material, Federal tax and tax return information, Privacy Act information, and information which can cause risk to individuals or be sold for profit. The Contractor shall label or identify SBU information by placing the caveat "Sensitive But Unclassified" on all pages of the transcript. The Contractor must use OIG provided media, which already contains the proper identification. For electronic transcription delivery, the Contractor shall abide by the Department’s approved processes and procedure mechanisms to password encrypt all media. OIG will provide the password that shall be used after award.

6. The Contractor shall shred all draft or excess copies of transcripts disposed of by the Contractor at the place of performance. The Contractor may use commercially available high security cross-cut shredders. Electronic drafts shall also be destroyed in compliance with Section H and J.

7. [Unclassified only] In safekeeping material to be transcribed as well as material that has already been transcribed, the Contractor shall perform the following:

i. Contractor shall ensure that contractor-owed equipment are using

Department approved encryption software, such as Microsoft BitLocker or Symantec. Contractor will work with the Contracting Officer’s Representative (COR) and OIG’s Office of Security Programs to receive approval to use contractor-owned equipment before commencement of work. OIG will not furnish encryption software on non-government laptops.

ii. The Contractor shall provide total redundancy for its word processing/computer system to ensure no loss of data. Contractor word processing/computer systems shall not be used to access the Internet during the performance of services under this contract unless specifically required by the Government for that performance.

iii. The Contractor shall archive all transcripts to removable media (e.g., removable hard drives, diskettes, compact discs, etc.) for a period of one year after the interview has been transcribed. The Contractor shall label the removable media with the appropriate data sensitivity level.

iv. At the end of the contract period (or earlier as requested by the Government), the Contractor shall either destroy, degauss the data on the removable media or preserve and deliver the removable media to the OIG segregated by OIG offices and by year and in accordance with the COR’s instructions.

j. [Unclassified only] Transcribers shall not perform a final proofread or edit of their own work. The Contractor shall use one (1) transcriber per recording; the transcriber shall use one (1) proofreader per recording. Proofreader must have the ability to obtain a public trust background investigation (moderate risk). For unusual situations, such as an extremely long recordings with an expedited (less than 10-day) delivery schedule, the Contractor shall obtain prior written permission from the COR to use more than one (1) transcriber for a recording.

k. The Contractor shall ensure that each transcriber uses a spell check verification word processing software package on every transcript. The contractor must use the OIG’s transcription request form to ascertain the recorded information, including names, places, case number, date of recording, etc. The OIG will not complete the Contractor’s transcription request form. The Contractor must process OIG recordings using the OIG’s transcript request form and complete contractor related sections of said form, as instructed by the OIG. Contractor related sections include completing the number of pages, name of transcriber and certification signature.

l. [Unclassified only] The Contractor shall proofread 100% of each transcript prior to delivery. "Proofreading" is defined as sight reading of the entire transcript for errors or omissions. If the transcript contains errors, the Contractor (Proofreader) shall then audit 100% of the transcript to ensure accuracy. "Auditing" is defined as reading the transcript, line-by-line, while listening to the recording. All new transcribers will have their transcripts audited, until consistent quality is assured. Failure to follow these or like procedures could result in erroneous transcripts which the Government reserves the right to return to the Contractor for retyping, at no expense to the Government.

m. Accuracy of Transcripts- The contractor shall furnish complete and accurate transcripts. The transcripts shall be completely free of typographical and spelling errors and without the omission of any word(s) from the text when it is clearly audible.

If something is inaudible/cannot be deciphered, insert [indiscernible] in its place. If spelling of certain content (such as names, acronyms, city) is uncertain, insert [phonetic] after the typed word. No part of the recording shall be omitted from the transcript. The Government reserves the right to return any transcript(s) that contains errors. The contractor shall furnish the corrected transcript(s) within five (5) business days or the original turnaround time, whichever is less, after notification by the Government, at no additional cost to the Government. The Contractor shall furnish the corrected transcripts in accordance with Section C.4 of this contract.

n. Transcribers shall not make any corrections on hard copies of the transcript. The use of white correction fluid, correction tape, etc., is not permitted.

o. The OIG will provide transcript corrections to the Word document in track changes.

The contractor must review the request changes for accuracy and then recertify the transcript with the corrections, if said requested corrections are accurate.

p. [Unclassified only] All costs associated with pick-up and delivery shall be the responsibility of the Contractor. The Contractor shall ensure that both the Program Manager and proofreaders are at the contractor site during the hours of operation specified to make administrative decisions and transcript corrections whenever necessary, and that a "dedicated telephone line" is available to Government during these core hours.

q. Quality Control – The Contractor shall be solely responsible for the quality of services provided. The Contractor shall also be liable for Contractor employee negligence, and any fraud, waste or abuse. The Contractor shall utilize a quality control system to ensure that services are completed in accordance with acceptable principles of internal control and meet specified contract requirements.

r. [Classified only] On-site transcription– The Contractor shall make available a fully qualified transcriber within 5 business days of OIG’s request for transcription services to be performed on-site. The Government will provide the equipment with the appropriate security certification and Department approved transcription software necessary to play and transcribe the recording(s).

C.2 Government Furnished Property and Space

a. For classified work, OIG will provide the space and all equipment/hardware/software (e.g., encryption, transcription software) required for performance.

b. For unclassified work, the contractor shall provide the space and all equipment/hardware/software (e.g., encryption, transcription software) required for performance.

c. The Contractor is responsible for adequate care and safekeeping of all Government furnished materials, including inventorying and tracking, etc. The Contractor shall reimburse the Government for any Government furnished materials lost or stolen while in the Contractor's safekeeping.

C.3 Hours of Operation

a. The Contractor shall have personnel available to respond to Government inquiries Monday through Friday between the hours of 9:00 a.m. and 5:30 p.m., Eastern Standard Time (excluding federal government holidays).

b. [Classified only] Transcribers doing classified work in a cleared government facility shall be available to work Monday through Friday between the hours of 9:00 a.m. and 5:30 p.m., Eastern Standard Time (excluding federal government holidays).

c. Work performed outside of hours of operation, on weekends or federal holidays is not payable at a higher per page rate.

a. Exceptions may be made on a case by case basis for classified work with pre-approval from the CO to work non-routine days/hours. Non-routine hours are defined as any day/time outside of Section C.3(b).

C.4 Transcript Format

a. The Contractor shall adhere to the following format when transcribing material for the Government:

1. Electronic Transcripts

a. The Contractor shall transcribe digital audio files using Microsoft Word and format as follows: Transcripts shall begin with a cover/title page containing the following information (see Attachment 2- OIG Transcript Format Sample):

i. Vendor’s name, address, and phone number

ii. Witness’s full name and title

iii. Interviewer(s) full name(s)

iv. Date and time of interview

v. OIG case number

b. The cover page shall not be numbered. Certification page shall be numbered.

c. The font shall be Courier New, and the font size shall be 12-point, double spaced, beginning 1" from the top of the page and continuing to 1" from the bottom on the page.

d. Text shall begin ten spaces from the left margin and continue to the right margin within ten spaces (allowing for properly hyphenated words). The lines of text shall be aligned with line numbers 1 through 25 on the left margin. All transcripts shall be left-justify.

The transcript must contain a SENSITIVE BUT UNCLASSIFIED header, as noted in the sample (or as appropriate for transcripts classified higher than SBU).

e. The Contractor shall number pages of the transcripts or other documents in consecutive order. The Contractor shall type page numbers at the right top margin of each page of the transcript after the cover page.

f. The last page of the finished transcript shall be the certificate page as provided in the included OIG provided sample (see Attachment 2- OIG Transcript Format Sample).

g. The Contractor shall provide the Government a Microsoft Word file, a text searchable Adobe Acrobat Portable Document Format (PDF) with bookmark and a word index, condensed transcript (four condensed pages per page), and an ASCII TXT file for each transcript that is compatible with E-Discovery software (such as TextMap or Relativity).

C.5 Contractor Personnel

a. The Contractor shall be responsible for providing trained, experienced staff for performing the work ordered under this contract, and for continuously monitoring, managing and controlling the work. The Contractor shall ensure that each transcriber is proficient in grammar, vocabulary and punctuation, and is familiar with legal terminology and legal citation. The Contractor shall make its best efforts to retain staff members who have gained experience on this contract and to minimize staff turnover.

b. The Contractor shall ensure that individuals assigned to work under this contract are knowledgeable of contract-specific issues such as confidentiality and meet all DOJ security requirements. In addition, Contractor managers shall be educated in the terms and conditions of the contract. The COR will meet with the contractor management personnel upon successful award to review these requirements and provide any necessary documentation.

c. Contractor shall provide a program manager (PM) (and a backup PM) who shall be responsible for technical and administrative performance of all services required under this contract. The PM shall be the single point of contact through which all Contractor/Government communications, work, and technical direction shall flow. PM duties include, but are not limited to, the following:

1. Supervision of its contractor personnel and consistent and timely management of the support services to be provided under this contract.

2. Immediate notification to OIG if the expected transcript due date cannot be met.

3. Providing and supervising sufficient numbers of effective transcribers.

4. All activities associated with recruiting and hiring staff, such as advertising, screening applicants (to include security clearance requirements), interviewing, reference checking, etc.

5. Maintaining “in-house” skills, teaming and/or subcontract arrangements as needed to ensure that staff members with the requisite experience, skills and knowledge are available as required by the contract.

6. Assembling billing data and billing back-up materials, including all time and materials needed for preparing any responses to Government rejection letters.

7. Generating, distributing, and tracking invoices, including generating reports and responding to inquiries regarding invoice status and tracking work status (e.g, tracking which deliverables and/or items have been invoiced and which have not).

8. All activities associated with managing subcontractors as needed, such as identifying and qualifying them, negotiating subcontracts, reviewing invoices, ensuring compliance with the security and other requirements of this contract.

9. Implementing and maintaining quality assurance and quality control systems to ensure that all contract and task order requirements are met throughout the term of the contract.

d. Government reserves the right to require the Contractor to reassign from this contract any Contractor employee(s) who is deemed incompetent, careless, unsuitable or otherwise objectionable, or whose continued use under the contract is deemed contrary to the best interests of the Government.

e. The Contractor shall remove any employee from performance of contract work within 5 business days of receiving written notice from the Contracting Officer that the employee's performance is unsatisfactory. The Contractor shall immediately remove any Contractor employee found to represent a threat to the safety of government records, government employees, or other Contractor employees. In instances where the removal of an employee is for substandard performance or behavior negatively impacting delivery of services, the Contractor will be given an opportunity to address the situation prior to removing the employee. Should OIG require a replacement or additional personnel for any reason, the contractor shall propose a new candidate within 3 business days.

C.6 Security Clearances

a. Each employee of the Contractor working under this contract is subject to the security clearance requirements as set forth in Sections H and J. Prior to assigning an employee to the contract, the Contractor must submit for that employee the completed forms as specified in Sections H and J. The Contractor shall comply with the National Industrial Security Program Operating Manual (NISPOM) for all work performed under this contract that involves access to classified materials. In order to work on any classified material, the personnel must have an active Top Secret security clearance with approved access to sensitive compartmented information (SCI), and the vendor must have an active facility security clearance (FCL) at the Top Secret and SCI level.

b. The Contractor is responsible for screening all prospective employees for suitability for work on this contract. This link provides the national security adjudicative guidelines for determining eligibility for access to classified information or eligibility to hold a sensitive position: http://ogc.osd.mil/doha/SEAD4_20170608.pdf

c. The Contractor shall maintain a database of all personnel that have been subject to the security clearance requirements of this contract. At a minimum, the database shall include the full name, position, location, date forms submitted to COR, date clearance granted/denied, and clearance type. All information in the database shall be made available to the COR or CO upon request.

d. [Unclassified only] The Contractor shall ensure that the following procedures are followed:

1. Materials must be stored in a locked, GSA approved security container with proper controls as set forth by the Department of Justice Security Operating Manual. The combination for such storage facilities shall be restricted to those who have a need to know and who possess the requisite public trust background investigation (moderate risk). The combination shall be changed when a person with knowledge of the combination leaves the Contractor's organization, upon compromise of the combination, or periodically as required.

2. During working hours, Contractor employees assigned to areas where DOJ work is being performed must take care to prevent viewing of materials by other persons by covering or turning face down when necessary. When not in use, materials must be stored in a GSA approved locked security container.

The need to know principle shall be adhered to at all times.

3. During non-working hours DOJ materials shall be returned to GSA approved security containers as soon as practicable after use. Government contract-related materials shall not be removed from the Contractor site without permission from the program office and OSP.

4. During non-working hours, entrances and exits to areas where Government contract-related materials are kept shall be securely locked.

5. Government materials must be transmitted by approved electronic means or contract personnel or approved electronic means or an authorized government agency courier service.

C.7 Ordering Procedures

a. The Contracting Officer (CO) will provide funding at the Task Order level on Optional Form 347 or Standard Form 1449. Each Task Order will state the amount of funding available for a specific ordering period (usually a period of one year). The issue date of the Task Order by the CO will determine the prices to be charged for that entire ordering period stated on the task order.

b. Services to be furnished will subsequently be ordered by the issuance of Work Orders by the Authorized Government Individuals. All work orders issued hereunder are subject to the terms and conditions of this contract, which shall control in the event of conflict. See Section C.1(r) for scheduling turnaround time for an on-site transcription request.

c. Authorized Government Individual to place work orders:

Brandy Hamilton- Director, Investigative Support, Oversight and Review Division, 202-305-9395

Sharon Mitrothanasis, Transcription Specialist, Oversight and Review Division, 202-514-8566

Christine Lopez- Administrative Officer, Investigations Division, 202-616-4543

Atlee Ahern Marrie, Support Specialist, Investigations Division, 202-616-4759

Charlotte Dick-Shannon, Gen Admin & Office Support, Investigations Division, 202-616-4764

C.8 Contract Phase-In

a. The continuing provision of transcription services covered is essential to continuity of the program. Therefore, it is critical that the transition from the current operation to a new contract be accomplished in a well-planned, orderly and efficient manner. The Contractor shall be responsible for the phase-in of Contractor personnel and the assumption of ongoing tasks. Phase-in activities will include, but not be limited to, placement of any necessary subcontracts, mobilization of staff and other resources, obtaining of necessary clearances, execution of the Confidentiality Agreement, and any other activities required to put the Contractor in a position to accept and perform requirements for transcription services. Certain current staff of the incumbent contractor or OIG personnel will be available during this period to provide administrative and technical orientation to new Contractor personnel, familiarize the Contractor with required services, and provide other guidance and assistance as mutually determined by the Government and the Contractor.

C.9 Contract Phase-Out

a. At the conclusion of the contract, the functions performed under this contract may convert to an in-house Government operation or may be awarded to another contractor. In either case, the Contractor may be required to assist in the phase-out of this contract. The price and terms of the assistance required will be negotiated as a separately priced purchase order.

SECTION F

DELIVERIES OR PERFORMANCE

F.1 Period of Performance:

a. Ordering period will be a 60 month period that starts on the contract award date.

b. If FAR 52.217-8 is exercised, the performance period will be extended to the date that is established by the Contracting Officer at that time.

F.2 Place of Performance:

a. Classified work shall be performed on-site of a DOJ cleared government facility within the Washington D.C. Metro Area. Classified work is not authorized to be performed at the Contractor’s site.

b. Unclassified work shall be performed in the contracted company’s controlled space/facility that meets Department security requirements. Contractor personnel may NOT work on unclassified work at any other place, such as the key personnel’s home. Site visit security requirement information is available in Attachment 9.

F.3 Performance Standards

a. Evaluation of the Contractor's overall performance in accordance with the performance standards set forth in this Statement of Work will be conducted jointly by the COR and the Contracting Officer and shall form the basis of the Contractor's permanent performance record with regard to this contract.

SECTION G

CONTRACT ADMINISTRATION DATA

G.1 Justice Acquisition Regulation (JAR) 2852.201-70 Contracting Officer's Representative (COR) – (modified, March 2014)

(a) Ms. Taylor Young, Office of Administrative Services, Tel 202-305-1961, Email Taylor.Young@usdoj.gov, is hereby designated to act as Contracting Officer's Representative (COR) under this contract.

(b) The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work;

evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

(c) The COR does not have the authority to alter the contractor's obligations under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If as a result of technical discussions it is desirable to alter/change contractual obligations or the Scope of Work, the Contracting Officer shall issue such changes.

(End of Clause)

G.2 Payment/Invoice Requirements

Invoices shall be submitted on a consolidated monthly basis to DOJOIGINVOICE@usdoj.gov and Taylor Young (Taylor.Young@usdoj.gov).

Payments must be made in accordance with the Federal Acquisition Regulation (FAR) and 5 CFR 1315, more commonly known as the Prompt Payment Act. The timeliness of a payment is contingent upon the quality and timeliness of the invoices and receiving reports submitted. An invoice must contain the critical elements identified in the FAR and 5 CFR 1315 to be considered proper. Invoices that do not contain the required elements are considered improper and will be returned to the vendor for correction. By following these guidelines, your invoice will be accepted with the first submission, thereby increasing the timeliness of your payment. Below are the elements required for a proper invoice. Please note that prior to making a payment, the OIG must ascertain that the goods/services were received and accepted by an authorized Government official.

This information is generally documented and submitted in the form of a receiving report.

For any questions regarding outstanding payment of an invoice, please call the Vendor Payment Hotline at (202) 305-0250.

If the vendor does not have access to e-mail, invoices should be mailed to DOJ Office of the Inspector General/Attn: Office of Financial Management/1425 New York Ave NW

Suite 7000/Washington, DC 20005. Items sent via U.S. Postal Service go through an irradiation process at DOJ mail receiving facilities. It can take up to 3 weeks for the mail to be received at the Office of the Inspector General (OIG) office. The OIG has up to 30 days from the time they receive a proper invoice through the mail to pay.

Elements of a Proper Invoice:

1. Name and Address of vendor.

2. Invoice date/number. All Final Invoices must be marked as FINAL.

3. Contract and/or Purchase Order number.

4. Description of Goods or Services, Quantity, Unit Price, and Total Amount Invoice should match the corresponding Purchase Order.

5. The service performance period must be clearly identified. If a Contract contains multiple contract line items, the invoice must specify which contract line items are being billed.

6. Taxpayer Identification number (TIN) and Data Universal Number System number (DUNS).

7. If the preferred method of payment is through EFT, provide banking Information, i.e., Account Number and Routing Number. This is our fastest means of payment and should be used as a preferable option.

8. If not already required in the contract, it is preferable to have a consolidated invoice. This will assist in expediting invoice payments.

9. Shipping and payment terms such as shipment number, date of shipment, and prompt payment discount terms.

10. Name and address of contractor official (the vendor) to whom payment is to be sent. This must be the same as that in the contract or on a proper notice of assignment. In addition, the vendor must be properly registered in the System for Award Management (SAM). To register, renew, or update a previous registration, access https://www.sam.gov/portal/SAM/# on the Internet.

11. Any other information or documentation required by the contract such as evidence of shipment.

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 Information Technology

Information Technology Equipment refers to computers, steno machines, transcription devices, printers, scanners, and all other technological devices used to electronically process transcription information for the OIG.

When transcriptionist process transcription information outside the OIG while utilizing Information Technology equipment that is not the property of the OIG, the equipment will be used in a dedicated, stand-alone, single user mode (no network capability). The information must be unclassified. All processing must be done on removable storage media (floppy disks, CDs, removable hard drives, cartridges). Removable storage media must be marked with the proper classification. When marking the media, no acronyms should be used.

In addition, any Information Technology equipment used to process OIG information may be subject to certification/accreditation and/or disk-based sanitization to protect transcription information. Transcribers may not use personally-owned PCs and equipment to process transcription information. Personally-owned PCs and equipment are those devices the transcriber uses to conduct personal projects related to obligations, affairs, assets, or life of the operator.

When non-Government furnished PCs are used, and/or have fixed hard drives, and the PC is also used for transcription work outside of the OIG, the equipment must have the ability to download to OIG equipment or storage media. In addition, temporary files must be deleted from the transcriber’s equipment using approved OIG sanitization method.

Access to information technology equipment must be controlled and restricted to personnel authorized to handle transcription information and having appropriate access approval. Unauthorized personnel must not be permitted to view any transcription information. The equipment must be turned off, or otherwise disabled, when not in use.

All printed output material must be protected.

[Unclassified only] At a minimum, transcription information shall be backed up on a daily basis. Transcription information may not be processed by individuals outside of those contracted and granted security approval.

H.2 Disposition

(a) During the contract performance period, if any removable hard drives or cartridges used in conjunction with this contract become defective, this (these) removable hard drive(s) or cartridge(s) shall be removed and turned over to the OIG for destruction. The Government will not compensate the Contractor for costs of any defective drives.

(b) At the conclusion of the contract period, all media materials used in conjunction with this contract (i.e. floppy disks, removable hard drives or cartridges, cassette/magnetic tape, stenographic and hand-written notes, typewriter ribbons, etc.) shall be turned in to the OIG for destruction. Any of the media materials, which become defective during the contract performance period, shall be immediately turned in to the OIG for destruction.

The Government will not compensate the Contractor for the costs of these media materials.

H.3 Protection of Transcription Information

(a) OIG recordings and transcription testimony is sensitive Limited Official Use information, which must be protected against disclosure to unauthorized personnel.

(b) It shall be the duty of the Transcriptionist to safeguard all materials relating to OIG recordings, which are in his/her possession and/or under his/her custody. The OIG may at its discretion retain custody of the material, including notes, tapes, drafts, etc.

(c) The Contractor shall hold inviolate and in the strictest confidence any and all information of an official character which he/she may gain in the performance of his/her duties under this agreement. The Contractor shall not divulge, sell, or distribute any information gained from an OIG recording, except as authorized by the presiding official.

H.4 Notice to Proceed

Within ten (10) calendar days after the contract award, the Government will furnish the Contractor with personnel security application forms. The Contractor shall complete and return to the COR all personnel security application forms within seven (7) calendar days after receipt. After a sufficient number of Contractor Personnel are cleared by the Government, a notice to proceed will be issued by the Contracting Officer specifying a performance start date.

H.5 Contractor Employee Residency Requirement

All contractor employees assigned to this contract and business within the United States shall meet the DOJ Residency Requirement. The Residency Requirement states that, for three of the five years immediately prior to applying for a position, the individual must have: 1) resided in the United States; 2) worked for the United States overseas in a Federal or military capacity; or 3) be a dependent of a Federal or military employee serving overseas.

H.6 Prohibition on Use of Non-US Citizens

The Department of Justice does not permit the use of Non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ IT system. By signing the contract or commitment document or commencing work there under, the contractor agrees to this restriction. In those instances where other non-IT requirements contained in the contract or commitment can be met by using Non-U.S. citizens, those requirements shall be clearly described.

H.7 Consent of Subcontractors

The term subcontractor, as used in this contract, includes any contractor business on behalf of the prime contractor. Subcontracting is not restricted under this contract if, in the judgment of the Government, it does not adversely affect the quality or delivery of the final product or service. The Contracting Officer shall have the right to restrict subcontracting if it is determined that such an action is in the best interest of the Government. Subcontractors named and described in the Contractor’s successful proposal are considered authorized to perform work under this contract without further written consent from the Contracting Officer, unless such consent is revoked by the Contracting Officer. If the prime contractor recommends additional subcontractors, the Contracting Officer must provide consent prior to the subcontractor performing any work or having access to any relevant information.

H.8 Key Personnel

(a) The personnel are considered to be essential to the work being performed hereunder.

Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and COR reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement of personnel shall be made by the Contractor without the written consent of the Contracting Officer.

H.9 Information Resellers or Data Brokers

Under this contract, the Department obtains personally identifiable information about individuals from the contractor. The contractor hereby certifies that it has a security policy in place which contains procedures to promptly notify any individual whose personally identifiable information (as defined by OMB) was, or is reasonably believed to have been, lost or acquired by an unauthorized person while the data is under the control of the contractor. In any case in which the data that was lost or improperly acquired reflects or consists of data that originated with the Department, or reflects sensitive law enforcement or national security interest in the data, the contractor shall notify the Department contracting officer so that the Department may determine whether notification would impede a law enforcement investigation or jeopardize national security. In such cases, the contractor shall not notify the individuals until it receives further instruction from the Department.

H.10 [Unclassified only] Certification/Accreditation of Contractor IT equipment

The C&A process involves a risk assessment on an information systems against National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53 security controls while cycling the information system through the Risk Management Framework (RMF) to obtain an Authority-To-Operate (ATO).

SECTION I

CONTRACT CLAUSES

52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/

(End of Clause)

Clauses Incorporated by Reference

52.204-2 Security Requirements (Aug. 1996)

52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Jun 2016)

52.212-4 Contract Terms and Conditions -- Commercial Items (Oct 2018)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (Oct 2018)

52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note).

52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015) (31 U.S.C. 6101 note).

52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer)(15 U.S.C. 657a).

52.219-8, Utilization of Small Business Concerns (Oct 2018) (15 U.S.C.

637(d)(2) and (3)).

52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).

52.222-3, Convict Labor (June 2003) (E.O. 11755).

52.222-21, Prohibition of Segregated Facilities (Apr 2015).

52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246).

52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212).

52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C.

793).

52.222-37, Employment Reports on Veterans (Feb 2016) (38 U.S.C. 4212).

52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. chapter 78 and E.O. 13627).

52.223-18,…