QA 15JA0527Q00000001.pdf

Questions & Answers

Solicitation #15JA0527Q00000001

1. For a prime or subcontractor's standalone recording/CAT computers, does the USAO equipment review and written approval include the required ATO, or is a separate ATO process needed? Must that ATO already be in place with the quote or before award, or may the selected contractor obtain it after award but before handling any DOJ data? What approval evidence must be included with the quote?

When an ATO is required, yes, that must be obtained prior to handling DOJ data.

2. Pricing Schedule labels: In Option Years 2, 3, and 4, CLINs 2019, 3019, and 4019 (10 Business Day

Transcript) are labeled “Chattanooga, Tennessee,” which leaves no 10-day transcript CLIN for Greeneville in those years. Should these CLINs read “Greeneville, Tennessee”? Will a corrected Attachment 2 be issued?

This is an error and has been corrected. A new Attachment 2 – Pricing Schedule has been uploaded to the SAM.gov posting reflecting the corrections.

3. Travel CLINs: The travel CLINs (x009, x018, x027) have no quantity, unit, or price fields, and the instructions say to state prices “except travel CLINs.” Should offerors leave these CLINs blank? Will travel be excluded from the evaluated total price?

Yes, travel CLINs are to be left blank.

4. Key personnel per location: Section 1.1(g) requires a minimum of two court reporters. Does this apply to each location quoted, or to the contract as a whole if an offeror quotes all three locations?

Two reporters minimum for each location quoted or as a whole if the offeror quotes all three locations.

5. Security clearance at submission: The resumes must list each reporter’s “security clearance level.”

Must proposed reporters hold an existing clearance or favorable background investigation at the time of quote submission? Or will the Moderate Background Investigation and waiver process described in Section 2.9 and AI-10-1E be completed after award?

A favorable background investigation/security clearance is not required prior to award. It may be attained post-award.

6. Subcontracted reporters and past performance: May the prime contractor propose court reporters employed by an approved subcontractor? If so, will the Government consider the subcontractor’s relevant past performance under Volume II?

Subcontracting is permissible. No, see Solicitation, Section 7, Addendum to 52.212-1 - Instructions, Conditions and Notices to Offerors, Volume II: Past Performance: “The Offeror will be evaluated based on their past performance experience”

7. USAO-provided workspace: AI-10-1E paragraph 3(b) allows the Contractor and CO to agree on using USAO-provided space instead of the Contractor’s own facility. Is USAO space available for processing and storing grand jury material in Knoxville, Chattanooga, and Greeneville? Will a preliminary security review (paragraph 9(a)) be conducted before award?

Government space is not available. A site security review will be conducted annually post-award.

8. Exhibit Copies CLIN: Please clarify what the “Exhibit Copies” CLIN (per page) covers, since Section

2.4(f) states that exhibits are not to be copied unless the Presiding Official directs.

Exhibit copies are exhibits that are included in testimony and may be included in the transcript if the Presiding Official directs so.

9. Minimum order amounts: Section 1.2(b) lists a minimum order of $100.00, while clause 52.216- 19(a) lists $1.00. Which amount governs?

Those minimum amounts apply differently.

10. Incumbent information: Is this a new requirement or a recompete? If a recompete, please provide the incumbent contractor’s name and prior contract number.

There is an incumbent contract. The incumbent contractor is County Court Reporters, Inc.

#15JA0522D00000072

11. If an offeror does not have relevant past performance of similar work and scope within the past three years, will the offeror receive a neutral rating (neither favorable nor unfavorable), consistent with FAR 15.305(a)(2)(iv)?

Although Part 15 does not apply to this procurement, yes, a Neutral rating (neither favorable nor unfavorable) will be assigned if no references are provided.

12. May the minimum required court reporter resumes and credentials be provided by named proposed subcontractor personnel rather than employees of the prime?

Subcontracting is permissible.

13. For the technical/past-performance evaluation, may we identify relevant completed projects performed by those named subcontractors, clearly attributed to each subcontractor, or must the prime itself demonstrate that experience?

The Prime. See Solicitation, Section 7, Addendum to 52.212-1 - Instructions, Conditions and Notices to Offerors, Volume II: Past Performance: “The Offeror will be evaluated based on their past performance experience”

14. May separate qualified reporting partners cover Knoxville, Chattanooga and Greeneville under one prime proposal, provided that the required supervision, security screening and backup coverage are met?

Subcontracting is permissible.

15. Pricing Schedule: We have been unable to download Attachment 2 Pricing Schedule from the notice. Could you please provide an accessible copy or update the download link?

We have tested the download link and it appears to be working. Please let us know if you are still having trouble.

16. Past Performance: How will a newly established prime contractor without comparable corporate past performance be evaluated under Volume II? May relevant experience gained by proposed key personnel while working for other organizations, or relevant subcontractor past performance, be considered? If so, what supporting documentation and proposed participation would be required?

See Solicitation, Section 7, Addendum to 52.212-1 - Instructions, Conditions and Notices to Offerors, Volume II: Past Performance for information.

17. Personnel Qualifications: Are any specific professional certifications or Tennessee court-reporting licenses required for the proposed reporters beyond the qualifications described in the solicitation?

See Solicitation, Section 7, Addendum to 52.212-1 - Instructions, Conditions and Notices to Offerors, Volume I for information.

18. Security and Facilities: At quotation submission, what evidence is required to demonstrate compliance with personnel and facility security requirements? Must the processing and storage facilities already be established and approved, or may approval be completed after award and before performance begins?

See Solicitation, Section 8, clause EOUSA AI-10-1E Federal Grand Jury Court Reporter Security Requirements (December 2015).

19. Estimated Workload and Contract Ceiling: Could you clarify the anticipated contract ceiling, maximum order limit, and estimated annual transcription volume by location, including expected expedited requests? We understand that the stated historical workload is not guaranteed and that the minimum guarantee is $1,000 over the life of the contract.

The contract ceiling and maximum order limits will be determined at award based on the awarded contract pricing. Estimated transcription pages and attendance is in Attachment 2 - Pricing Schedule.

20. Approximately what percentage of grand jury witness testimony is ordered for transcription versus testimony that is recorded but never transcribed? Could the Government provide this percentage separately for each of the three locations: Knoxville, Chattanooga, and Greeneville? Could the Government provide the approximate total number of transcript pages ordered annually during the current contract, broken down by Knoxville, Chattanooga, and Greeneville? Approximately how many witnesses testify during a typical grand jury session at each of the three locations?

Additionally, what is the average length of testimony per witness? Could the Government provide the approximate number of grand jury sessions canceled annually at each location, including cancellations occurring with less than 24 hours' notice? Although the solicitation indicates that grand jury sessions generally last approximately five hours, could the Government provide the average number of billable court reporter attendance hours per session for each location? Could the Government provide the approximate total number of transcript pages ordered annually during the current contract, broken down by Knoxville, Chattanooga, and Greeneville?

The anticipated estimated quantities are provided in Attachment 2 – Pricing Schedule and broken down by each location. These quantities are based off historical actuals. Actuals will not be provided.

21. Existing Security Clearances: Our proposed subcontractor has court reporters who previously performed DOJ depositions and possess federal courthouse clearances. Can existing DOJ background investigations or security approvals be recognized for this contract, provided they meet the required investigation level and recency requirements?

Reciprocity may be granted depending on the type of Background Investigation and/or security clearance currently held. Security programs office will make the determination.

22. Attachment 4 – Security Checklists: Please confirm whether the security inspection and review checklists must be completed and submitted with the quotation or whether they are intended primarily for the government-led security review process after award. If any forms are required at proposal submission, please identify them.

They are intended for Government security review process post-award. It is not required to be submitted in quotes.

23. USAPP 3-15.120.004: This document is referenced in Attachment 4 but was not separately included in our solicitation documents. Could you please provide the applicable policy or advise where it can be obtained?

It will be provided post-award.

24. Attachment 3 – Wage Determinations: Could you please confirm where Attachment 3 can be obtained so that we can ensure our pricing complies with the applicable wage requirements?

It is in the attachments section of the SAM.gov Posting.

25. Section 1.1(d) allows award by location, but Attachment 2 has only a single Grand Total. Will price be evaluated and awarded by location? Or will this be a single award?

See Solicitation, Section 1(d).

26. The bid due date is Veteran’s Day, a federal holiday. Please confirm that is correct.

Correct.

27. Will the Government provide approved laptops for court reporting and transcript preparation, or is the contractor responsible for supplying equipment that meets the applicable security requirements?

See Solicitation, Section 1.1(e), “No Government Furnished Property shall be provided.”

28. Are there specific court reporting software programs approved for use on Government-approved laptops? One of our proposed court reporters currently uses Case CATalyst. Would this software be permitted on an approved laptop, or could it undergo a separate security review and approval process?

See Solicitation, Section 1.1(e), “No Government Furnished Property shall be provided.”

29. Would the Government permit the use of a Government-approved secure storage safe located at the court reporter’s residence for authorized transcript and document storage? If permitted, what approval, inspection, or security requirements would apply before implementation?

See Solicitation, Section 8, Clause EOUSA AI-10-1E Federal Grand Jury Court Reporter Security Requirements (December 2015) and Attachment 4 – Security Checklists.

30. Please confirm: (a) whether the Government can provide an estimated aggregate ceiling and/or maximum order value for base plus all options; (b) whether the anticipated aggregate value is expected to exceed the Simplified Acquisition Threshold; and (c) how offerors should treat the "TBD" fields when completing Attachment 2 and related order-limitation clauses (e.g., FAR 52.216- 19).

The contract ceiling and maximum order limits will be determined at award based on the awarded contract pricing. The Government’s Independent Cost Estimate is not estimated to exceed the Simplified Acquisition Threshold.

31. Please confirm: (a) whether FAR 52.219-14 and/or 13 CFR 125.6 apply to awards under this solicitation; and (b) if applicability depends on aggregate value relative to the SAT, which value the Government will use for that determination.

FAR Clause FAR 52.219-14 does not apply to this acquisition. The Government’s Independent Cost Estimate is not estimated to exceed the Simplified Acquisition Threshold.

32. Please confirm: (a) the investigation risk category expected for Grand Jury court reporters (e.g., Moderate/Tier 2); (b) the expected typical timeline from a complete security package to favorable adjudication; (c) whether base-period performance (beginning 03/01/2027) starts only after NTP based on cleared personnel, and whether clearances are anticipated before that date if award occurs sufficiently in advance; and (d) whether current, favorably adjudicated reciprocal investigations meeting DOJ requirements will be accepted without a new full investigation.

Personnel will require a minimum Tier 2 Moderate Risk Public Trust background investigation or higher. Estimated time varies by candidate. Personnel are required to have a favorable background investigation or waiver prior to performance.

33. Condensed transcripts without a priced CLIN (Section 2.4(e); Attachment 2). Section 2.4(e) describes condensed (reduced-page) transcripts, but Attachment 2 has no corresponding CLIN.

Please clarify (a) whether condensed transcripts will be ordered; (b) if so, how offerors should price them; and (c) whether any other SOW deliverable format is intended to be ordered without a corresponding Attachment 2 line item.

Condensed transcript pages are not required.

34. Videotape recording without a priced CLIN (Section 2.3(a); Attachment 2). Section 2.3(a) provides for videotape recording at the USAO's request, but Attachment 2 contains no video CLIN. Please clarify (a) whether videotape recording is an anticipated ordered service; (b) if so, how it should be priced given that no additional line items or charges will be considered post-award (Volume III);

and (c) whether offerors must demonstrate videotape capability in the technical volume.

Videotaping is not required.

35. Please confirm how offerors should complete each Travel CLIN so the price volume is considered complete and responsive (for example, leave blank for FTR reimbursement, enter N/C, or another prescribed entry).

Travel CLINs are to be left blank. Travel will be reimbursed in accordance with the FTR.

36. Please confirm that Attachment 2 quantities are estimates for evaluation and planning only, are not guaranteed beyond the $1,000.00 minimum guarantee in Section 1.2(a), and that unit prices apply to actual ordered quantities.

The CLIN quantities in Attachment 2 – Pricing Schedule are the ceiling quantity amounts that the Government estimates using for the applicable period of performance.

37. Please confirm that offerors must be prepared to meet Same Business Day and Next Business Day transcript delivery when ordered, even when session notice is only one business day in advance and the expedited requirement is not identified in advance.

See Solicitation, Section 2.2(b) for transcription requirements.