Attachment 8 RFP Questions and Answers Transcription.pdf

RFP No. 15JPSS23R00000006 A1

RFP No. 15JPSS23R00000006 Amendment 1 Transcription Services for DOJ/EOIR Transcription IDIQ Questions and Answers- March 1, 2024

Question Number

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Recency Assessment Page 97, Line 1-5 How is the duration of past performance efforts determined for the recency assessment?

See RFP page 96, we will review the last 3 years.

Recency Assessment Page 98, Line 1-4 Can you provide examples of what would be considered "Not Relevant" past performance references?

See RFP Factor D (ii) - Relevancy (page 96), Table 2 (page 97).

Performance Confidence Assessment

Page 98, Line 9-14 In what circumstances would an offeror receive a "Neutral Confidence" rating for past performance?

See Table 3, RFP page 98.

Factor B: Staffing Page 92, Line 1-4 Can you elaborate on the criteria used to assess the quality of proposed employees for staffing?

See RFP page 94, Factor B.

Also, see Attachment 5, 4.1.2, Staffing Qualifications, RFP page 6.

Assigning Performance Confidence Assessment

Page 97, Line 18-24 What criteria are used to determine whether an offeror receives a substantial confidence or satisfactory confidence rating?

See RFP page 97, paragraph on Assigning Performance Confidence Assessment and Table 3 – Rating System.

Factor D: Past Performance

Page 92, Line 38-40 Can you explain how subcontracting arrangements can be considered in evaluating an offeror's past performance?

RFP page 86 Volume V - Past Performance describes the required past performance submission for a prime

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers contractor and any proposed subcontractor(s) as applicable.

RFP page 94 and 96-98 describes how past performance will be evaluated based on past performance received or found.

Is this a new requirement? No. This is follow-on requirement.

Is there an incumbent providing this level of effort (LOE)? If so, could the government please provide the recent contract award number?

Yes, there are incumbents:

15JPSS18D00000097 - CRC

Salomon 15JPSS18D00000099 - Diaz Transcription Services

15JPSS18D00000098 -

Deposition Services

15JPSS18D00000100 -

Escribers 15JPSS18D00000101 - Free State Reporting 15JPSS18D00000102 - Heritage Reporting Corporation 15JPSS18D00000103 - York Stenographic Services

Could the government please provide the total value of the The total ceiling value of the incumbent contracts (all years) is $66M

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers previous contract (base and options)?

Are you contractually satisfied with the incumbent?

This is not relevant to the solicitation.

What scope changes have been made from the old contract to the new contract?

In comparison to the old PWS, this PWS includes the option for court reporting and ad hoc on-site transcription services.

Could the government please provide an estimated Rough Order of Magnitude (ROM)?

Based on historical expenditures and potential use by other DOJ offices, we antiacipate roughly $70M will be used but with a ceiling of up to $100M.

Will the DOJ be involved in sponsoring the Security Clearance applications process to expedite the process?

See DOJ clauses DOJ-03 and DOJ-05 outlining the security personnel processing starting on page 19 of the RFP.

I was NOT able to find the Sony 147-BEC/T 4-channel transcriber available for purchase online, at all, because it is old and no longer for sale. Has the government identified any other makes/model alternatives that are available on the market and perhaps could

PWS Section 4.2(d)page 8 states equivalent equipment may be used.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers provide a direct link for purchasing it online?

4.0 Attachment 1/PG 3 To ensure the government is

getting the best pricing possible, are contractors permitted to submit regional pricing for court reporting services?

No.

4.0 Attachment 1/PG 3 To ensure the government is

getting the best pricing possible, are contractors permitted to price for in-person and remote courtroom proceedings separately?

Yes, a separate set of pricing for remote and in-person court reporting has been added. The IDIQ CLIN Pricing Table has been revised. See RFP Amendment 1 Updated CLIN pricing table

4.0 Attachment 1/PG 3 Is the court reporter required to

be in the courtroom for courtroom reporting or will the reporter be able to attend remotely?

Court reporting can be remote-based on requirements specified at the task order level.

4.0 Attachment 1/PG 3 Is there a historical volume of the

use of court reporters for courtroom hearings?

There is no historical data as this is a new requirement. DOJ estimates court reporting to be a very small portion of the work with EOIR will be the primary user of this vehicle.

4.4 Attachment 1/PG 12/Par. 4

There isn't a CLIN for "Cancellation Fee-DOJ" within the pricing table.

The cancellation fee has been added to CLIN x –11010. See

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Attachment 2 (DOJ Tab) CLIN pricing Table, Tab labeled “DoJ RFP Amendment 1”

Attachment 2 (DOJ Tab) CLIN 11010 does not have a description. Is this intentional or can you explain what this CLIN is for?

CLIN 11010 has been filled in as the cancellation fee. See CLIN pricing Table, Tab labeled “DoJ RFP Amendment 1”

Attachment 2 and Attachment 6 (EOIR Pricing Tab)

It appears that EOIR Pricing tab in Attachment 6 is only the base year whereas the EOIR Pricing tab in Attachment 2 includes the base year and all option years. How does the redundant data impact the evaluation of each bid? Is it the intent of DOJ for bidders to submit the same pricing for the base years in both spreadsheets?

The pricing of both spreadsheets is required to establish an award and therefore both spreadsheets need to be completed. But as noted in the RFP, the total pricing proposed in Attachment 6 EOIR Task Order 1 CLIN Pricing Table will the used as the basis for the best value award determination.

Attachment 2 and Attachment 6 (EOIR Pricing Tab)

Is the pricing listed in the EOIR Pricing tab in Attachment 6 evaluated differently than the pricing listed in the EOIR Pricing tab in Attachment 2?

All rates will be evaluated for fair and reasonableness.

The pricing proposed for Attachment 6 EOIR Task Order 1 Pricing, which contains pricing for the base year, will the used as the basis for the best value award determination.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Attachment 2 Can you confirm that unit of measurement for the 1200 Series CLINs is per HOUR?

We have decided to change the 12000 Series to pricing by the page.

See RFP Amendment 1 CLIN Pricing Table revised.

Is the government expecting to see the supporting calculation of expenses (labor, direct, indirect, variable, and margin) used to determine the rates?

Yes, we are asking for supporting cost information for the purposes of adjusting prices for any rates effected by the DOL Wage Determination.

The RFP has added a section on page 87 “Price Support Information (Information Other Than Cost or Pricing Data)” Please read that section for explanation. See RFP Amendment 1

VIQ is listed for player access. Is this RFP requiring the use of VIQ's solutions to transcribe?

Only the VIQ solution has been vetted for use when transcribing.

Vendor Security Clearance

Is CJIS certification required?

CJIS certification is not required. However, the same requirements may be necessary under the SPRA which is required.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

27 4.5 On-Site Transcripts Attachment 1 Transcription Service PWS IDIQ/12/4.5

How often does DOJ request an on-site transcriber?

The intent to provide the option to have ad hoc on-site transcription services should it be required. For EOIR, this has been used once in the past ten years. Generally, we estimate this to be an infrequent requirement.

Appearance Fee (Court Reporting Only)

Attachment 1 Transcription Service PWS IDIQ/11/Appearance Fee (Court Reporting Only)

What states will require in-person reporters?

Location for in-person court reporting will be defined at the task order level.

Appearance Fee (Court Reporting Only)

Attachment 1 Transcription Service PWS IDIQ/11/Appearance Fee (Court Reporting Only)

How often are in-person reporters requested?

Generally, we estimate this to be an infrequent requirement.

4.1.3 Security

Clearances

Attachment 1 Transcription Service PWS IDIQ/6/4.1.3

How often is hand-delivery required and to what locations? Is there any historical data for this?

For EOIR, the paper delivery is dependent on the turn-around times of the work released to the vendor which depends on the volume of work. Currently, the vendors are delivery once or twice per week. This could change, if the volume of work increase.

31 1.4d2 Pricing RFP No.

15JPSS23R00000006/3/1.4

d2

What system is used to generate cassette tape audio?

EOIR no longer uses tape cassette to record hearings.

However, there may be a past

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers immigration hearing that used a BM-146/246 SONY court confer-corders (4 track, 4 channel 250-7000 HZ for 4.8 cm/sec)r

Price Adjustments Under the Service Contract Labor Standards/1.4k Pricing

RFP No.

15JPSS23R00000006/4/1.4

k

How should DOL Wage Determination be determined if the transcriber and proofreader are located in different determination areas?

Offerors can apply multiple DOL Wage Determination based on the location.

4.1.3 Security

Clearances

Attachment 1 Transcription Service PWS IDIQ/6/4.1.3

Is there an approved list of "cleared couriers"?

No. Bidders should propose accordingly to meet requirements.

Public courier services are prohibited. Contractors must submit cleared staff to transport deliverables.

What are the various project reporting requirements and frequency?

For EOIR: There is a monthly personnel report for Security.

Production is captured in the invoices. Any reporting requirements will be specified at the task order Level.

Is there any medical transcription involved?

No.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Can a vendor "no bid" any CLIN they are not able to provide?

No. All offerors must be able to perform all requirements.

37 Who is the current vendor(s)?

See Question 8

38 What are the current rates?

The current rates will not be disclosed.

What are the prior year(s) annual expenditures by each CLIN, or as a whole, for the current contract?

Historically for EOIR, the total cumulative obligation across all contracts was approximately $52.2M.

Is there a sample of any department's transcription available for review?

No sample is available.

Is sample audio available for reference/review?

No sample is available.

Was there a previous RFP for these services? If available, please provide it for reference only.

Yes. RFP No.

15JPSS18R00000001

RFP15JPSS23R0000000

Volume VI- Price Proposal,

pg. 87-88

Please confirm that the pricing in Attachment 2 is for the term of the BPA and that the pricing in Attachment 6 is for purposes of creating the initial Task Order under the BPA and that the pricing in Attachment 6 should match the pricing for the base year in Attachment 2?

Yes that is correct. Attachment 6 is pricing for the initial task order (“EOIR Task Order 1”) which is for EOIR work only for the base year. The pricing for EOIR should match on both spreadsheets.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

RFP15JPSS23R0000000

Type of Contract (FAR 52.216-1) (APR 1984), pg.

How will the quantities of work be distributed among the awarded vendors?

See RFP Section 1.8 page 8 Fair Consideration and Selection Criteria

RFP15JPSS23R0000000

PROPOSAL DUE DATE, pg.

Please extend the due date of the proposals to allow vendors to process the Q&A?

The RFP due date has been extended to March 27, 2024 at

2 PM ET.

46 ATTACHMENT 1 Section 4.0, pg. 3 What are the primary locations for DOJ requested court reporting services?

This will be determined at the task order level. It may be anywhere in the CONUS U.S.

47 ATTACHMENT 1 Section 4.5, pg. 12 What is the average number of days requiring onsite transcription?

No average exists.

48 ATTACHMENT 1 Section 4.5, pg. 12 At what locations are onsite transcription required?

This will be determined at the task order level. Ad hoc on-site transcription work, if required may be anywhere across the U.S.

49 ATTACHMENT 1 Section 3.0, pg. 3 What percentage of the work will be from cassette tapes?

For EOIR, it is estimated to be about 30 %.

50 ATTACHMENT 1 Section 4.4, pg. 10 Please clarify "Colloquy will not be transcribed unless requested by the DOJ."?

This will be defined at the task order. This is not an EOIR requirement.

51 ATTACHMENT 1 Section 4.4, pg. 10 What percentage of the work for DOJ is not transcribed?

The question is unclear. All recordings should be transcribed in its entirety according to the PWS. The

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers entire scope of work is for transcripts.

52 ATTACHMENT 1 Section 4.6, pg. 12 Please provide a sample transcript page so vendors can see the format?

A sample has been provided in RFP Amendment 1. See Attachment 7 Case Hearing Template

53 ATTACHMENT 1 Section 4.1.3, pg. 6 What is the average time it takes to get personnel cleared?

6-8 weeks

54 ATTACHMENT 5 Section 1.1(A)(1), pg. 2 Can a vendor bid on just the DAR work and not do any cassette tapes?

No.

55 ATTACHMENT 5 Section 2.0, pg. 3

What percentage of the transcription work for EOIR requires hard copies to be delivered?

60%

56 ATTACHMENT 5 Section 2.0, pg. 3

For the work that requires hard copies what is the estimated breakdown of work that requires one hard copy and work that requires 3 hard copies?

Between .05 - 1% 20-day TAT = .05% difference 5-day TAT = 1.13% difference

Please confirm there is no Attachment 4?

Attachment 4 is the DOL Wage Determination for each bidder’s locale. The attachment 4 DOL WD will be included with the award.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

1.1 Background; and

EOIR Pricing

Attch 5, TO1 p. 2, last par.;

and Attch 2 & 6 1000 - 5000 series, Lines 9-37

Can you explain if there is a discrepancy between the following statement "it is the intention of the Government to explore opportunities to implement a fully electronic process (except for rare circumstances), thus eliminating the need for paper for most work" and the extensive amount of paper copies tied to Electronic Delivery in Pricing?

The intention in that PWS section is for future requirements. However, the current requirement has a need for paper.

4.2 General

Requirements- EOIR, Equipment available for contractor use; and

3.0 VENDOR

PROCESSING OF

TRANSCRIPTION WORK

PACKAGES

Attch 5, p. 7 par. last; p. 21 par. 14; and transcription PWS Append.

1, p.3

Just to reconfirm, all work will be executed on contractor's issued computers, the digital files will be accessible through a secure Justice portal (Secure Shell (SSH) File Transfer Protocol (SFTP)-Server an electronic Portal or Gateway (e.g., via the Internet) or-on electronic media (e.g., a CD, thumb drive, etc.) using contractor's equipment within the Justice Gateway?

Yes, the contractor will be using their own computer to access the file sharing platform using a secure DOJ portal. The SSH server has been enhanced to eTS Portal which use the same file sharing method.

Please see the Attachment 1.

4.2 General

Requirements-EOIR

Attch 5, TO1, p. 8 Is Microsoft Teams / Sharepoint acceptable to provide total digital redundancy?

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

61 3.2.4 VIQ Player eTranscription Tech Specs PWS Append. 1, p.4, last par.

Is the VIQ CapturePro Player what will be use with a Foot Pedal and similar to Start Stop Software, or is the CapturePro Player solely to y mute or unmute individual channels of audio?

VIQ solution is the only vetted player. The foot pedal controls work to start, stop, mute and/or slow the recording.

4.2 General

Requirements-EOIR

Attch 5, TO1, p. 9, par. (d) (3)

Is Start Stop or comparable software acceptable to Justice as the RCplayer© is not a sophisticated transcription platform.

No, VIQ solution is the only vetted player. The foot pedal controls work to start, stop, mute and/or slow the recording.

4.9 Transcription

Requests

Attch 5, TO1, p. 15-16, par.

Last

What is your target number of transcribers vs. proof readers?

Have you determined what ratio of transcribers to editors may be?

We think for your level of effort we will require at heavy periods up to 35 transcribers and up to 7 proofreaders, do you think this is an accurate count for per your 200 hours per week average?

The government is not requiring a minimum or maximum number of staffers.

64 1.1 Background Attch 5, TO1 p. 2-3, par.

2,4; 1

Do you have any current stats on paper delivery, how many per week? Is there a time frame where the gov will cease to require paper copies and become almost 100% distributed electronically?

60% of the transcripts require paper delivery.

No, we do not have a time frame to stop paper copies.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

4.2 General

Requirements-EOIR

Attch 5, TO1 p.8, par. 1

What percentage of DAR recordings will be on compact disks/thumbdrives etc. as opposed to retrieving them via SFTP software, Gateway/Portal?

DAR is not provided on thumb drives or any external device, at this moment. The percentage is zero.

66 4.10 Contract Phase-In Attch 5, TO1 p. 16, par. 3

What are your current pain points with incumbent staff and do you intend to retain any transcribers for re-training?

The contract does not require the Government to retain any transcribers. Transcribers are employed by the vendors.

EOIR Pricing , Excel Sheets

Attach C, 6 - CLIN Pricing, 8000 Series, Lines 47-51

Can you please explain more about the Dictated Decision in electronic medium, does this come from the Judge in Electronic format on the secure portal or digital file?

Yes, the dictated decision are digital audio files.

4.4 Original Transcripts

viii. Key Word Indexing

Attch 5, TO1 p. 11, par. 3

Can you please provide an example of keyword indexing?

This is understood to be similar to hastags for easy refernce but I would like to see to what extent keywords are refernced.

This is not an EOIR requirement. If key indexing is required, it will be specified at the Task Order level. We don’t have a sample.

4.2 General

Requirements-EOIR

Attch 5, TO1, p. 8, par.(a) Transcribers are to transcribe Verbatim (with ums and hmms) and not Clean Verbatim, correct?

Yes, this is correct.

70 (Process) N/A

With DHS RAIO Asylum Merits interview cases, the PM downloaded and distributed all recording files on Teams with a

Question is unclear. EOIR cannot ascertain DHS’s requirements to compare with this RFP.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers sample word file for document input, then assigned to the next available transcriber, once that transcriber finished the file, the proofreader enters SharePoint where both audio files and case files reside, proofreads/edits and then uploads the completed file to the Global Portal. Will this process be acceptable to Justice?

(additional rational can be provided)

71 (Process) N/A

Will the contract team of transcribers, proofreaders and PM be issued Justice.gov email addresses?

When do you anticipate making the awards?

We anticipate award by June 30, 2024 but no Later than July 31, 2024.

What is the ramp up process from award to start date?

The ramp up process will be determined by COR. However, the workload release in the PWS will be enforced, when the workload allows.

If a contractor does not currently meet your Security and Privacy Risk Assessment needs, is there an allowance to bring a system up-to-

90 days

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers date in order to perform the work? If so, what is that process and timeline?

What is the process and allotted time for the public trust level clearance process for submitting new employees and transcribers to do this work?

6-8 weeks

There is mention of court reporting and also of on-site transcription. Are those one and the same?

On-site transcription refers to ad hoc transcription services that the government may require on short notice to a location specified by the government.

How frequent is the need for court reporting on a weekly basis?

This is unknown. If court reporting is required, a task order will be issued outlining the scope of work. Generally we estimate court reporting to be an infrequent requirement.

How frequent is the need for on-site transcription on a weekly basis?

This is unknown and will be determined at the task order level. Any on-site transcription is expected to be ad hoc.

EOIR has not needed this requirement in the past 10 years.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Can the Contractor utilize AI for transcription, with a human proofreader?

Can we offer a bid on transcription, without a court reporting/on-site component?

What are the security needs for someone to come into your office for court reporting/transcription on-site?

We expect that the staffer has already been cleared at the Public Trust Level before work will begin. Otherwise the security requirements are specified in RFP and will be defined by the task order. This not an EOIR requirement.

What is the expectation that the court reporter/ transcriber brings in for equipment or will the equipment be provided on-site?

This is unknown and will be defined by the task order. This not an EOIR requirement.

There are two pricing spreadsheets, Attachments 2 and

6. Are we to complete both spreadsheets for this submission?

Yes.

On Attachment 2 there are two tabs (EOIR pricing and DOJ pricing). Can you elaborate on the differences between them?

Attachment 2 Tab 1 is pricing requirements specific to EOIR and Tab 2 is pricing for DOJ in general.

Solicitation Section Document/Page/ Paragraph/Line Number

What is the volume/frequency of audio cassettes versus digital (DAR) files on a weekly basis?

30/70

What is your requirement/recommendation for equipment to convert the audio cassettes to digital files?

SONY 147-BECT/T 4-channel transcriber or equivalent

There is mention of transitioning from paper delivery to electronic delivery. Do you have a date for when you anticipate being electronic delivery only?

What is the volume/frequency of cases that require Paper (Three Copies) and Electronic delivery versus Paper (One Copy) versus one electronic delivery on a weekly basis?

The difference between three copies and one copy is under 2%.

Can the DAR files be played with Express Scribe?

No. VIQ is the vetted resource.

Can the DAR files be played with FTR Player?

No. VIQ is the vetted resource.

We see the average is 200 audio hours per week. Are we able to select more than that? Are we able to select less than that?

The work will be distributed evenly amongst the vendors.

However, a request for more hours will be considered, upon request.

Solicitation Section Document/Page/ Paragraph/Line Number

Who is the incumbent?

See Question 8

How many awards do you anticipate giving?

See RFP page 78

It looks like most of the work is 20-day, and the balance is 5-day.

How often are the other delivery schedules of Same, Next, 1-4, 5, and 10 needed on a weekly basis?

In what volume on a weekly basis?

EOIR: The majority of transcript request will be 5-day and 20-day TAT. The number of cases release depends on the level of priority and volume of appeals.

The aforementioned TATs are released to the vendors weekly.

Are the files marked with the language and interpreter in such a way that we would know that when receiving the work, prior to listening? Do you have estimates for the page counts per audio hour, as it varies with each language (i.e. Spanish, Farsi, etc.)?

EOIR: Language interpretation is not required. The average proceeding has 200 pages.

This is an English only transcription contact.

95 1.1 PWS page 2 (a) (1)

"..the tapes used must be picked up at the Government site."

Is this at the Springfield, VA location only or are there multiple locations where tapes must be picked up?

EOIR: There is only one site to pick-up tapes and deliver transcripts; this is at the Springfield, VA site. See RFP for address.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

96 1.1 PWS page 2 (a)(2)

"…Even if a case has tapes associated with it, the EOIR DAR and work packages are sent electronically."

Does this seems to contradict (a) (1)? Or does this mean the final transcript is sent electronically? If so, what does the contractor do with the tapes that were picked up?

Tapes are government property. All government property must be returned to the same place it was received.

97 2.0 PWS page 3 Paragraph 2 Who decides whether hard copy, electronic format, or both are to be delivered?

The COR will make these technical decisions. This will be provided using eTranscription.

98 3.0 PWS page 3 Paragraph 2

Will contractors be required to VPN into a DOJ server?

How will contractors access EOIR's Transcription application?

Contractors will need to access DOJ servers by obtaining the Security Privacy and Risk Assessment certification

99 4.0 PWS page 3 Paragraph 3 Will awarded contractors bid on each task order?

See RFP Section 1.8.

100 4.1.1 PWS page 5 Paragraph 2

Will DOJ provide contractors the DOJ Rules of Behavior and DOJ privacy and security training links/packages?

Yes.

101 4.1.3 PWS page 6 paragraph 1

Will DOJ sponsor PTI clearance process for contractors' management, transcribers, reporters?

Yes, DOJ will clear contractors at the Public Trust Level.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

If not, how does contractor obtain PTI clearances without an agency sponsor?

See DOJ-03 and DOJ-05 referenced starting on RFP page 19.

102 4.2 PWS page 8 (b) (2)

"… word processing/computer systems shall not be used to access the Internet during the performance of services of this contract…" Does this apply to contractors' office space and work stations or does this apply only to when a reporter is on site at a DOJ space?

This applies when the court reporter is working during performance.

103 PWS

Does the transcription work have to be done from contractors' office space or can transcribers work from home office space?

No, contractors can work remotely.

104 4.2 PWS page 7 Is the EOIR portion transcription services only? No reporting required?

Correct. No court reporting required for EOIR.

105 4.3 PWS page 11 Is the DOJ portion both transcription services *and* reporting?

Yes, DOJ requires transcription from recording services and court reporting. There is a need for transcription services but the need for court reporting is likely very small.

106 4.0 PWS page 3 What DOJ locations will reporters be required to appear?

See Question 47

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

107 4.4 PWS page 10 iii

Premium Category: 1-4 Business Day Transcripts Does this include 1, 2, 3, and 4 Business Day or is the "1" a typo?

No, the TATs are 1, 3, 5, 10, and 20 days.

108 4.4 PWS page 10, 11

Historically, how many pages have been ordered in the:

a. Premium Category?

b. Rush Category?

c. Same-Business Day Category?

10-, 5-, 1- day TATs

– 407,230 pages

109 4.4 PWS page 11 vi; vii

Are condensed transcripts and keyword indexing a separate order or are they automatically included with an order?

The contractor can assume it is separate. If Key Indexing is required, it will be specified in the task order.

110 PWS

Can contractor bill for additional copies of transcripts to government?

Yes.

111 4.4 PWS 11 ix. Other Requirements

a. Subsection 4 mentions Grand Jury transcripts. Does this RFP cover Grand Jury reporting and transcription services?

b. Will contractors be required to report Grand Jury proceedings?

c. At what locations will Grand Jury proceedings be required?

A. Yes, the requirement includes the option for grand jury transcription. Although it should be noted that we anticipate this to be a very small portion of the contract if used at all.

b. yes.

c. It can be anywhere in the

112 4.4 PWS page 11,12 How many reporters are required each day at each location to report DOJ proceedings?

If the requirement arises, this will be defined at the task order level.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

113 4.4 PWS page 11 ix. Other Requirements

Is the DOJ portion Grand Jury?

It is expected that some DOJ components will use this contracting vehicle to fullfil their need for transcription of recordings. The court reporting include Grand Jury requirement is expected to be a very small portion of the work.

114 4.5 PWS pag2 12 onsite transcripts

a. What locations will contractor be expected to provide an on-site transcriber?

b. Will contractor be required to provide an on-site reporter as well?

c. What clearance is required for on-site transcription and/or reporting?

d. Historically, how often has this service been requested?

a. See Question 47, if on-site transcribing is required, the location will be determined at the task order level. Locations may be anywhere in the CONUS U.S. but likely in Washington, DC.

b. Yes, the PWS requires the option for ad hoc on-site transcription and court reporting.

c. Clearances for on-site transcribers and or court reporters will be defined at the task order level.

d. There is no historical data available. But we estimate this

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers to be a very small portion of the work if used at all.

115 PWS

Can you provide a redacted sample transcript?

No.

116 4.9 PWS page 16 Transcription Requests

"The Contractors should be able to accept 200 hours per week."

Is the 200 hours per week total hours to be split among awarded contractors, i.e. if five awarded contractors total then each should be able to accept 40 hours)? Or should *each* contractor be able to accept 200 hours per week?

The answer is the second statement, each contractor should be able to accept the 200 hours.

117 PWS

Does the contract allow for any remote services, such as transcription services?

Yes.

118 PWS

Is all transcription work to be done on site at DOJ locations, EOIR and/or contractors office?

It is anticipated that it will be mostly done at contractor’s site.

119 PWS

What was the total value of the most recent contract?

The total ceiling value of all current contracts is $66M.

120 PWS

Who are/is the incumbent/s on most recent contract?

See Question 8.

Attachment 2 CLIN

PRICING TABLE

In Attachment 2 is each CLIN all originals or is the one line original and everything else is copies?

The pricing of CLIN provided specifies the type and form of transcription by turn-around time requirements.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

How many original pages in each category?

Attachment 2 CLIN

PRICING TABLE

In Attachment 2 what is the total number of original pages? For example, for 1000 Series, does this indicate 1,255,500 pages will be billed as original transcript? Or do any of these line items represent additional copies?

For pricing purposes, estimated quantities have been included for all CLINs including original and for copies. The CLIN details the turn-around time and transcript form requirements.

Estimate page counts were given for each CLIN. If the transcript is 100 pages and the requirement is 1004. it would be invoiced as 100 pages under the 1004 CLIN. The CLIN should include the cost of transcribing the audio and three copies.

Attachment 2 CLIN

PRICING TABLE

For 1003, EOIR is estimating that 500K pages will be delivered. The question is, do you count for both Elec + Paper?

So, if the transcript is 100 pages, is that 100 or 200 (100 elec + 100 paper)?

For 1004, is a 100-page transcript counted as 100 or 400 (100 Elec + 100 Paper1 + 100 P2 + 100 P3)?

If the transcript is 100 pages and the requirement is 1004. it would be invoiced as 100 pages under the 1004 CLIN. The CLIN should include the cost of transcribing the audio and three paper copies.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Attachment 2 CLIN

PRICING TABLE, EOIR TAB

What is the yearly (or average monthly) breakdown/percentage for each delivery category?

20 Day delivery: ?% 10 Day delivery: ?% 5 Day delivery: ?% 3 Day delivery: ?% 1 Day delivery: ?% Same Day delivery: ?% Total: 100%

20 day

– 2,011,415 pages 10, 5, 1 days

– 407,230 pages 3-day - new requirement

Attachment 2 CLIN PRICING TABLE for DOJ tab

Why are the Court Reporting CLINS in pages instead of hours?

Why are the Transcription from Recordings in hours instead of pages?

Court Reporting is priced by the page to follow the most common industry practice.

The CLIN for transcription from recordings has been revised to be priced by the page, also to follow industry practice.

See revisions per RFP Amendment 1 CLIN Pricing Table.

While reviewing the documentation for the RFP, we believe we may have found a typo in document 1449, attached

This is 100% Total Small Business Set-aside. The 1449 is corrected in RFP Amendment 1

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers above. In section 10, both "small business" and "unrestricted" are checked. Could you please confirm that this is intended to come out unrestricted?

to reflect the Small Business set-aside.

Are subcontractors allowed to participate in fulfilling the requirements of this contract? If so, what criteria must subcontractors meet? What percentage of work can be allocated to subcontractors?

Bidders may use subcontractors. There is no subcontracting plan requirement.

Are there specific guidelines or limitations on the proportion of work that can be subcontracted under individual Task Orders?

No. Subcontractors plans do not apply to Small Business concerns.

Are there specific performance metrics or key performance indicators (KPIs) that contractors will be evaluated against?

See Addendum to FAR 52.212- 2 Evaluation –Commercial Items RFP Page 92

How will the Department address potential challenges related to workforce availability, technology failures, or other operational risks?

Question isn’t clear as to how it the vendor’s concern with DOJ’s potential challenges or the vendor’s challenges to perform relates to the RFP.

The vendor must comply to the terms in the RFP.

Solicitation Section Document/Page/ Paragraph/Line Number

Comment/Question Government Answers

Can you provide insight into the evaluation criteria that will be used to assess proposals and determine contract awards?

See Addendum to FAR 52.212- 2 Evaluation –Commercial Items, RFP Page 92

How much weight will be given to factors such as technical capabilities, past performance, pricing, and proposed teaming arrangements?

See Addendum to FAR 52.212- 2 Evaluation –Commercial Items RFP Page 92