QA 2.pdf

1. Who is the current vendor / what is the contract# / what is the pricing?

DIVERSIFIED REPORTING SERVICES, INC., 15JA05-20-D-00000163,$541,434.00

2. If an award is given to multiple vendors, how will the work be distributed between the awarded vendors?

In this instance for a single location, a multiple award would be made between Grand Jury and then Deposition.

3. In Section 2 Grand Jury Services, in the sentence “Colloquy will not be transcribed unless the USAO requests it” what does the term “Colloquy” refer to? Is this different from a “transcript”? Does it refer to parts of a transcript and if so, does that mean that only portions of a proceeding are being transcribed?

A colloquy is a dialogue between the judge and the defendant in court to ensure their rights and understanding.

4. Is there an estimate on the amount of remote vs in person depositions?

The USAO tries to have all its depositions in person. A remote deposition is used if the USAO needs to save money on travel or if the witness is outside the U.S. If the person being deposed cannot travel to the office, the USAO will try to use a deposition service that is local to the area where the person is being deposed.

5. What percentage of Grand Jury proceedings saw transcripts being ordered?

The USAO requires transcripts for all grand jury proceedings.

6. Attachment 2 Description of Services shows delivery times of 10 business days, 5 business days, next day, and same day. The price schedule does not have line items for 5 business days, and next day. Will you consider adding those line items so they can be priced appropriately?

The RQS has been modded to include with zero quantities.

7. Will in person depositions ever take place out of state? Will they be done virtually?

The USAO preference is to have the reporter in the same room as the person being deposed. The USAO will most likely find a reporting firm that is local to the area where the person is being deposed.

8. Are there any pre-approved or already banned platforms for depositions done virtually? If so, what are they?

The USAO uses Teams for anything that is done virtually. WebEx may be an option. The USAO cannot use Zoom.

9. Can you confirm the process and timeline for gaining USAO approval for each IT device (e.g., laptop, USB, printer) to be used on the contract, including serial number submissions and labeling expectations?

IT equipment being used for the grand jury contract should be inventoried and labeled as per the security clauses in the contract. The equipment inventory should be sent to the District Office Security Manager (DOSM) by e-mail as soon as the item is designated for use in the grand jury. Before IT equipment stores any grand jury material the serial number and model number of the equipment should be sent to the DOSM and the equipment labeled.

The USAO requires an inspection of the facility where the grand jury information will be processed before any grand jury material is stored at the facility. The inspection will include the list of equipment that will be used. The DOSM will provide any labels that is required for the equipment.

10. What constitutes “modification” requiring re-approval? Does reimaging a hard drive, OS updates, or installing antivirus software require prior consent?

Reimaging a hard drive that has already been approved for grand jury material or standard OS updates that enhance the security of the application do not require prior consent. “Modifications” that may change the security of the IT equipment require approval. Any questions concerning modifications should be directed to the DOSM.

11. Is USAO planning to conduct physical inspection of Contractor IT equipment prior to approving them for GJ use, or will a digital inventory and certification process suffice?

The Vendor will self-certify compliance with the IT security clause. See DOJ-5.

12. Will onboarding or technical documentation for the secure file exchange system (e.g., user guide, access instructions) be provided?

The USAO will provide instructions on how to access USAO file exchange to the contractor.

13. Is there a deadline by which the contractor must notify the USAO of any upcoming file transfer using the USAO file exchange system (e.g., 24 hours in advance)?

As soon as the contractor uploads the file in the USAO file exchange system, they should notify the USAO POC by e-mail that the file was just uploaded. Advance notice is not normally required.

14. Are there any other delivery or transfer methods not already mentioned in the RFP that are expressly prohibited?

The USAO prefers the USAO file exchange system for delivery of material. A contractor who is cleared by USAO personnel security may also hand-deliver items to USAO staff.

15. Can you confirm whether this solicitation is open to both stenographic and digital court reporting methods, provided all USAO security and performance requirements are met?

Stenographic and/or digital reporting methods may be used if the security and performance requirements are met. The USAO has no preference on equipment as long as the end product is accurate.

16. Would digital court reporting solutions that utilize encrypted, standalone devices and adhere to FIPS 140-2 standards meet the contract’s security and IT requirements?

The digital court reporting solutions should meet the IT security clause that is in the contract. See DOJ-5.

17. Would the USAO be open to a briefing or demonstration of how digital court reporting can meet or exceed the required levels of compliance, quality control, and turnaround time for GJ materials?

Yes, the USAO would be open to a demonstration.

18. Would USAO consider digital reporting as a backup or failover solution if stenographic reporters are unavailable or insufficiently staffed?

Digital reporting as a failover solution is fine, as long as the end product is accurate.

19. Is there a preference or historical precedent within this USAO district for steno reporting, or has digital reporting been used successfully in the past?

In the past steno graphic reporting was preferred, however current contractors use digital reporting. The USAO currently has no preference on the method used as long as the end product is accurate.

20. Are there any technical restrictions on using high-fidelity digital audio recording equipment in the Grand Jury room or during GJ proceedings, assuming the devices are approved and properly secured?

There is no technical restriction on using hi-fidelity digital recording as long as they are approved and secured. The end product must be accurate.

21. Have other USAO offices used digital court reporting under similar contracts, or has DOJ established guidance or precedent for accepting digital workflows that meet DOJ IT Security Standards?

Yes. Under these contracts digital court reporting is allowable.

22. Would the government consider extending the 9/9 due date to allow offerors adequate time to incorporate the information provided during the Q&A phase into their proposals?

An extension to the 9/9 due date is possible depending on the amount of time the Offeror is requesting to the extent it will not impede the requirements of the government.