Attachment_(4)_Questions_and_Answers.pdf

RFP No. 15JPSS18R00000001 Transcription Services

Vendor Questions and DOJ Responses, Attachment (4) Page 1

No. RFP Section

Vendor Question DOJ Response

1 N/A Could you please help with the following questions:

1. Whether companies from Outside USA can apply for this? (like, from India or Canada)

2. Whether we need to come over there for meetings?

3. Can we perform the tasks (related to the RFP) outside USA? (like, from India or Canada)

4. Can we submit the proposals via email?

1. See H.6.1.2.3

2. Yes.

3. See F.4 and response to Question No. 69

4. See L.6

2 N/A To be clear, is this solicitation in an attempt to store and manage the documents and audio in a secure manner?

No.

3 N/A Please provide the Pricing Table, as per Attachment 1, in each of the three current vendors contracts.

Prices on the current contracts are not releasable.

4 N/A What company currently provides these services?

The major source of transcription services for EOIR is under the existing contracts, DJJ13-C-2424 with Deposition Services, Inc., DJJ13-C-2425 with Free State Reporting, Inc., and DJJ13-C-2426 with National Capitol Contracting, LLC.

5 N/A What is the current pricing schedule? See response to Question No. 3.

6 N/A What was the award amount for the current contract?

The maximum aggregate amount of all task orders issued under all three contracts is a NTE amount of $50,000,000 for the entire term of the contracts, including all option periods.

7 N/A Are there sales to the public associated with this contract?

No.

8 N/A What is the aggregate amount, per year, of each contract value per current contractor?

See B.3

9 N/A How many BPAs will be issued? See L.1 10 N/A What was the total dollar amount spent last This information is available on the Federal

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Vendor Question DOJ Response year on this contract by the Government? Procurement Data System – Next Generation (www.fpds.gov).

11 N/A Who is the current vendor(s) and what are their prices?

See response(s) to Question No. 3 and 4.

12 N/A What are the current rates that contractors charge the government under this contract?

See response to Question No. 3.

13 N/A Who are the current contractors under this contract?

See response to Question No. 4.

14 N/A Historically, how has work been divided amongst the awarded contractors? Has the work been distributed evenly, or does the agency rely on certain vendors more than others? How does the agency determine this distribution of the work?

See H.2.2

15 N/A Are the tapes we will receive “multi-channel” tapes or are there going to be “multiple single channel” tapes.

See C.3.2(e)(1)

16 N/A Is the contractor able to create, provide, and charge for index pages for each transcript?

This is not a requirement.

17 N/A Historically, what has been the frequency of on-site transcription requests?

None in the past five years. However, we have received more documents/media that fall under “classified information” and the availability of cleared transcribers who are fully qualified to transcribe such recording is essential.

18 N/A Historically, what has been the frequency of transcription from cassette tapes?

Estimated less than 15%

19 N/A What is the historical and anticipated volume of classified vs. unclassified audio?

Past contract was 100% unclassified. See C.4 for anticipated volume of audio.

20 N/A What is the average amount of audio assigned to each vendor annually?

Estimated 5000 hours

21 N/A This solicitation notes a significant increase in expected in audio. Can the agency confirm if this increase is based on anticipated future need and/or historical increase in audio volume?

See updates to C.4.

22 C.1.1 What percentage of the work requires hard copies of the transcripts?

Estimated 90% http://www.fpds.gov/

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Vendor Question DOJ Response

23 C.1.1 What percentage of the recordings are on tape?

Estimated 10%

24 C.1.1 What types of tapes are used (standard cassette, micro-cassette, etc.)?

Standard cassette tapes. See C.3.2.(e)(1)

25 C.1.1 Who is responsible for making the recording of the hearing? The Immigration Judge, a clerk, a dedicated monitor of the recording?

This is not applicable to the requirement.

26 C.1.1 What documentation, such as speaker logs, log notes, minutes, docket, exhibit lists, etc., are provided with the audio recordings?

None.

27 C.1.1 Is it still required that hard copies be hand delivered only or can priority mail be used?

Direct delivery only; see C.3.6

28 C.1.1 Tapes - I am unable to pick up the tapes.

Will this preclude me from making a bid?

Pick-ups are required; see C.3.6

29 C.1.1 What is the approximate number of hearings on tape that we should expect as compared to the number of hearings electronically recorded?

Estimated ratio is 1:10.

30 C.2 If DISCO clearance is pending but have not received, at the time of bid, does that prevent us from bidding this job? Any recommendations?

See updates to H.6.1.1(a).

31 C.2 I am unable to go "on site". Will this preclude me from making a bid?

Pick-up and deliveries are a requirement; see C.3.6.

32 C.2 Aside from EOIR, will other activities, offices, or entities in DOJ be able to order services from this contract? If so, what are the quantities of the past orders? Will deliverables and expectations be the same as those in this RFP, or will they be provided separately?

See C.2

33 C.2 Please provide separately the estimated and historical amounts/quantities of classified work.

See response to Question No. 17.

34 C.2 Please describe how the Government issues classified work, i.e., are all classified jobs grouped in the same TO or are they spread out among unclassified jobs?

All classified jobs will be grouped together on the same work order.

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Vendor Question DOJ Response

35 C.3.1.1(c)(6) Please provide a succinct list of Government furnished equipment (GFE) or clarify that the only GFE provided are the tapes and workspace when working at the Government facility.

See C.3.3.

36 C.3.1.2(a) Would the Government list the top 5, 10, 15 challenges with the current contract, scope of work, and incumbent contractors that the Government would want addressed, corrected, or improved by a successful vendor or things the successful vendor should regard so as to improve upon the services and support provided in the incumbent contract?

This is not applicable to the requirement.

37 C.3.1.2(c) Reference the Government's language, "unsuitable or otherwise objectionable."

We request the Government's clarification of this language and provide examples of "unsuitable or otherwise objectionable" persons who the Government would direct the contractor to remove from this contract.

Please list specific causes for which the Government will order removal as such an action without cause could open the contractor to unjustified liabilities.

If the Government insists upon this language, we request the Government's affirmative acceptance of any liabilities for any wrongful removal.

“Unsuitable” or “otherwise objectionable” contractor employees includes, but not limited to, persons who are unsuitable or otherwise determined unfit or unqualified to transcribe the required material.

38 C.3.1.3 What percentage of the workload is classified?

See response to Question No. 17.

39 C.3.1.3 At what level is the work classified (Confidential, Secret, Top Secret)?

Up to the Top Secret level.

40 Page 7 C.3.1.3(a)

How long does it take on average, understanding every situation is different, to obtain clearance to work on material for this contract?

Estimated six to eight weeks.

41 Page 7 Is there a maximum number of people the No maximum limit is stated. However, contractors

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Vendor Question DOJ Response

C.3.1.3(b) contractor can submit for PTI clearance? must be working under the contract. Contractors should not submit clearance applications for contractors not primarily tasked under the contract.

42 C.3.1.3(d)(2) & F.4

Please provide the Level of Effort (LoE) required at the Government's facility, i.e., how much work must the contractor conduct at the Government's location? Please provide the estimated LoE, FTEs, days per week, weeks per year, etc. so offerors can determine the amount of work done at the Government's facility.

This section pertains to classified material. See response to Question No. 17.

43 C.3.1.3(d)(4) Are cleared contractor personnel authorized to work at the Government's facility during non-working hours?

No.

44 C.3.1.3(d)(5) What electronic means might the Government and contractor utilize to facilitate secure delivery of materials by electronic methods? Is the ability of the contractor to provide secure electronic delivery an explicit requirement of this contract or is it something that may be made a requirement in the future?

See C.3.2 and C.3.2(e)(3)

45 C.3.1.3(d)(5) & C.3.2(h)

Who bears the costs of transmission of materials by cleared courier, Defense Courier Service, or authorized government agency courier services?

Contractor.

46 C.3.2(b) “The Contractor shall transcribe verbatim everything that is spoken in English during the hearing unless the Immigration Judge directs otherwise.” – Does unless the Immigration Judge directs otherwise mean that there may be portions of the English language audio that we are not to transcribe, or that there may be portions of the foreign language audio that we are to transcribe? If the latter, will vendors have an opportunity to charge separately for foreign language transcription?

There is no foreign language dictation requirement for this award.

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Vendor Question DOJ Response

47 C.3.2(c)(2) We interpret this to mean that computer systems may have an internet connection and may be used to access the internet (which is likely needed to be able to access audio files sent electronically) but that the internet may not be utilized while transcribing or otherwise performing the services of this contract. Is that correct?

Correct.

48 SOW

C.3.2(g)

The RFP states that the contractor is responsible for proofreading 100% of all transcripts in their totality; how does the government measure verbatim accuracy standards?

See C.3.1.4

49 C.3.3 Will the on-site transcriber be transcribing from tapes? Or electronic recording? Or both?

Yes, just tapes.

50 C.3.3 What percentage of the workload is required to be typed on-site at EOIR headquarters?

See response to Question No. 17.

51 C.3.3 Delivery of on site transcriber - I am unable to do this. Will this preclude me from making a bid?

See C.3.6

52 C.3.4 Are there any pages of the transcript for which the vendor may not charge the per-page rate? Or may vendors charge for all transcript pages including the title page and the certificate page?

Vendors can charge for all transcript pages including the cover/title page and certification page.

53 C.3.4 Could you provide a redacted copy of a completed transcript. (Not the entire transcript but possibly the first few pages, some in the middle and the last few pages.)

This is not applicable to the requirement.

54 Page 13 C.3.6(a)

If a tape arrives from the Government damaged is it the responsibility of the contractor to repair the damaged tape?

Yes. See C.3.6(c)(1)-(2)

55 C.3.6(c)(1) & F.6(b)

Please provide additional fidelity to this requirement:

Using 50 weeks per year as a guide: What is the Government's best estimate of the number of pickups and deliveries each

Estimated 5-10 tapes in a pick-up; sometimes none.

Typically, each contractor will have four shipments per week. Two for 5-day TAT and two for 20-day

TAT.

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Vendor Question DOJ Response week, and each day per week?

How many tapes are there in a typical pickup?

Please describe the dimensions and characteristics of the pickups and the carriers that contain the tapes, e.g., each weekly pickup, two (2) pickups per week, will include approximately six (6) standard banker's boxes with 25 tapes per box.

Because the contractor has no control over the "schedule" set by the Government, which is not yet set, would the Government change the notice requirement for broken tapes to at minimum two-business days instead of one day? The rationale: if the schedule pickup time is at 4:00 PM, then contractor would have to inspect an unknown number of tapes in a very short timeframe. A two-business day notification period would ensure the contractor has 24-hours to inventory, compile, and notify the Government.

Tape repairs will have the same TAT as the transcription request. (e.g. If you receive a request that has a tape with any damage, the tape will need to be repaired before transcribing. Report the damaged tape to the COR. If the tape cannot be repaired, no transcribing is required. If it can be repaired, fix the tape and transcribe the recording).

56 C.3.6(c)(1) & F.6(d)

Would the Government provide greater fidelity of the quantities, pickup routine, and delivery of tapes?

Please breakdown the approximate numbers of tapes requiring 20-, 10-, 5-, and 1-day delivery per pickup and the number of pickups each week.

See response to Questions No. 55.

57 C.3.6(c)(1)- (2)

Please clarify: Is the Government requiring reporting of physical damage to the tape only?

Otherwise, is the Government requiring the contractor to determine audio or other damage not readily visible, but can only be determined when the transcriber listens to

Tape repairs will have the same TAT as the transcription request. (e.g. If you receive a request that has a tape with any damage, the tape will need to be repaired before transcribing. Report the damaged tape to the COR. If the tape cannot be repaired, no transcribing is required. If it can be repaired, fix the tape and transcribe the recording).

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Vendor Question DOJ Response the media within one (1) day?

58 C.3.6(e) Will Records of Proceeding for cases containing SBU information be clearly notated on or in the materials when the contractor receives them or must the contractor make such a determination as they are transcribed?

Only when the contractor is in possession of the ROP, which is very rare.

59 C.3.6(e) Would the Government provide a breakdown of quantity and character of the cases, i.e., would the Government provide the estimated number of cases that contain SBU information and those that contain classified and non-SBU information by year, month, or week?

See response to Question No. 17.

60 C.4 Are the numbers of hours listed in this section the actual estimated total volume of work under this contract?

See updates to C.4

61 C.4 If so, is this the total estimated volume of work which will be divided among the awarded contractors or is this the estimated volume for each of the awarded contractors?

See response to Question No. 60.

62 Page 14 C.4

Does the Government plan on dividing the work evenly between all five contractors?

See response to Question No. 60.

63 Page 14 C.4(a)

Is each contractor required to have the capability of transcribing 1,000 hours of audio per week with a 5-day turn around or is that amount split between the five contractors?

See response to Question No. 60.

64 C.4(a)-(b) Can the agency confirm the total weekly audio capacity requirement listed in C.4(a) & (b) is per contractor, not collectively between contractors?

See response to Question No. 60.

65 C.5 How long is the contract phase-in period?

Will the incoming contractor receive compensation for this period or must the contractor pay for expenses?

Estimated 30-60 days. The Government will not directly reimburse contractors for any phase-in costs.

66 C.5 & I.2 (52.222-17)

How often and how long will incumbent personnel be available for vendors during the phase-in period and in what capacity

This is not applicable.

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Vendor Question DOJ Response will they provide assistance?

67 C.6 Will the Government agree not to recruit, hire, employ, or contract with our personnel, employees, or subcontractors?

If not, will the Government explain any limits to retaining, hiring, or contracting with vendors' employees, if any?

The Government does not currently staff these positions so it is unlikely that we would hire any of the vendors’ employees.

68 C.6 Please provide the Government's current planning and time frame in which the Government may bring the services and requirements in-house. Does the Government expect these services to move in-house during the contract's full period of performance or after Option V?

The Government does not anticipate converting to an in-house Government operation.

69 F.4 Can reports be transcribed by personnel in their home or a remote location other than at the Contractor’s facilities?

Work may be performed off premises. However, please note the security requirements in Section H, especially Section(s) H.6.4 and H.7.

70 F.4 Is the use of subcontractors allowed? Yes.

F.5 Are there any other locations for pickup/delivery other than the Falls Church address?

No.

71 F.6 Is there a cutoff time for receipt of an order after which the delivery period would begin the next business day (e.g., the delivery period for recordings received after 2pm does not start until the next business day)?

See F.6.(b); the schedule will determine the cut-off time.

72 F.6 Will a contractor be required to make more than one trip to EOIR (for pick-up/delivery) on any given day?

Not likely.

73 F.6 On average how many days per week will the contractor need to make a pick-up or delivery at EOIR?

Four per week.

74 F.6 What percentage of the work is 20 day delivery? 10 day delivery? 5 day delivery? 1 day delivery?

Estimated: 20-day TAT is 54%, 5-day TAT is 46% and 1-day less than 1%.

75 F.6 Is the 10:30 AM delivery deadline the latest allowable time for delivery on the date that a transcript is due, or are deliveries not accepted at all after that time? In other words, may we deliver transcripts

See F.6 (b) – The schedule is established by the COR. Transcripts should be returned within the same shipment as it was released. Early shipment returns are acceptable; however, transcripts cannot be return individually or piece-mailed.

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Vendor Question DOJ Response throughout the day if we are delivering them ahead of their due date? Or are transcripts only accepted between 8:00 AM and 10:30 AM regardless of the transcript due date?

76 F.6(e) Reference: "Delivery is considered complete only when the entire delivery process is completed as specified in Section C."

Please clarify: Must the contractor deliver all transcripts to meet the requirement? For example, if the contractor picks up 40 tapes and receives 60 DAR recordings on day-1 with 20-day delivery, and the contractor fails to delivery 5 of 100, does the Government consider the entire 100-count job unmet or only the 5 that are late?

See F.7.1

77 F.6(f) Please provide additional information about the total size, broken-down quantity, character, and frequency of one-day delivery requirements per week, month, etc.

See response to Question No. 74.

78 Page 22 F.7.1 (b)

Are all proper noun spellings spoken throughout a hearing provided to the contractor in order to be able to produce an error-free transcript?

No, phonetic spelling is allowed.

79 Page 22 F.7.1 (b)

Do proper noun spellings count as errors if not provided to the contractor?

No.

80 H.6.1.1 Does a contractor need to have a DISCO issued facility clearance in order to be considered for an award?

See updates to H.6.1.1(a)

81 H.6.1.1 If so, at what security level (Secret, Top Secret, etc.)?

Not applicable.

82 H.6.3(c) How many PC's, hard drives, servers, etc.

has the Government sanitized or degaussed as related to the incumbent contract for each incumbent contractor?

This is not applicable to the requirement.

83 I.2 (52.204- 4)

Does the Government require one- or two-sided hard copies?

One-sided hard copies are required. See C.3.4

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84 I.2 (52.222- 17)

How will the Government facilitate and provide incumbent employee information for incoming contractors to fulfill its obligations under FAR 52.222-17?

The duties are detailed within FAR 52.222-17

85 I.2 (52.222- 17 and -41)

This contract is subject to FAR 52.222-17 and -41: Accordingly, to accurately compute labor costs, please provide each incumbents number of personnel, including its subcontractors, performing under the incumbent contract, with job descriptions, anniversary dates

If applicable, this information will be made available.

86 Pricing Table

What is the current price being paid for each of the CLIN/Item Descriptions listed on the Pricing Table?

See response to Question No. 3.

87 Pricing Table

Just to clarify, on the Pricing Table, is the Annual Qty/Amt for each category the number of hearings? If so, then the total number of hearings in Category 4000 requiring One (1) Business Day Delivery each year would be about 13090 – (395 + 40 + 375 + 12,300) Is that correct?

No. The annual quantity/amount for the CLIN 1000 through 7000 series is the number of pages. The annual quantity/amount for the CLIN(s) 8000 through 9000 series is the number of tapes.

These quantities are for evaluation purposes and do not necessarily represent actual, or budgeted/funded needs. There is no guarantee that the quantities for each CLIN/contract period as contained in the solicitation will accurately reflect actual quantities ordered.

88 Pricing Table

What type of work requires the three paper copies?

See B.2(d)(1)

89 Pricing Table

Of all the work that requires paper copies, what percentage requires three paper copies?

Estimated 97%

90 3.5.1 of Technical Specs

“It is the intent of EOIR to receive transcripts in the PDF/A-1a format.” Can you please confirm that files may also be submitted in a subsequent (more advanced) version of PDF/A (e.g., PDF/A- 3), assuming that they are accessible to the EOIR in that format?

PDF/A-1a is the only acceptable format.

91 L.1 In the event that an award is made to more than one vendor, how does the EOIR anticipate splitting the work between vendors? Will work be split evenly?

See response to Question No. 14.

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Allocated by price or by some other determining factor?

92 L.2 Can you please confirm that a small business that is part of and/or controlled by a larger conglomerate (one that with all of its subsidiaries exceeds the small business size standard in K.1) would be ineligible to participate in this RFP?

In order to submit an offer, the prime contractor must be a small business under the size standard that corresponds to the NAICS code assigned to this solicitation.

93 L.4 Does the Government require Resumes and Letters of Commitment? Are these positions Key Personnel? If so, please identify the area of the RFP that explains the requirement and the positions that require them?

See L.4.2.2(6) and L.4.2.3(c)

94 M.1.2 Will the Government consider an enhanced evaluation preference or set-aside for qualified HUBZone or SDVOSB small businesses?

No.

95 M.1.2 Will the Government accept HUBZone 10% price evaluation preference?

If so, please describe how the Government's procurement authority wants the offeror to submit its proposal.

No.