Attachment 11 Responses to Questions from Industry.pdf

Department of Justice (DOJ)

15JPSS25R00000088

# RFP Section, Page Question / Comments DOJ Answers / Responses

1 Workload Estimates Question: The solicitation notes 225–300 hours of audio per week and a $75M ceiling. Can DOJ confirm if this weekly workload estimate is expected to remain steady, or should vendors anticipate significant spikes/surges? There are ebbs and flows.

2 Turnaround Expectations Question: The CLIN structure assigns delivery by business days (e.g., 20, 10, expedited). Can DOJ provide historical data on what percentage of orders fall into expedited categories (1–5 business days) versus routine? Expedited categories are estimated to be about a third of the caseload.

3 Media Format Question: The solicitation still references cassette tapes and electronic media. What is the expected split between legacy tape-based transcription and digital audio starting in 2026? Less than 1%

4 Quality & Rework Question: The solicitation includes strict inspection/acceptance terms and penalties. Will EOIR allow an initial learning/grace period at contract start for new vendors, or will deductions apply immediately? Contractor must met requirements.

5 Technical & Process

Question:

• Are there file size limitations on the Vendor Portal for uploading large batches of transcripts?

• If a bulk upload fails due to one error, will the entire batch be rejected or only the problematic file?

• Does DOJ intend to phase out cassette tapes entirely during this IDIQ, and if so, when?

1. No

2. No

3. Yes, the courts are no longer using the cassette tapes to record hearings.

6 Performance & Penalties

Question:

• If transcripts are rejected for minor formatting issues, will there be an opportunity to correct without financial penalties?

• Will DOJ use a performance metrics threshold (e.g., allowable % of rejections per month) before penalties kick in?

• Is there a plan for a phase-in learning curve where new contractors can adjust before being held to full rejection/liquidated damages standards?

1. Yes

2. No

3. No, contractor must met requirements.

7 Incumbent Question: Is there an incumbent contractor currently performing these services? If so, will incumbent personnel be available for transition and knowledge transfer?

The current vendors are CRC Salomon, Heritage Reporting, Free State Reporting, and Diaz Data Services. No incumbent personnel are expected to transition.

8 Pricing Sheet

Question: On Attachment 1 CLIN Pricing Table (IDIQ) file, under the DOJ tab, the Grand Total formulas in cells D44, G44, and J44:R44 appear to be incorrect, as they omit rows 11–19 (Court Reporting by Delivery Turn-Around Times). Can offerors update these totals to ensure they capture the quantity and price from rows 11-43?

See revised Attachment 1 Pricing CLINs

# RFP Section, Page Question / Comments DOJ Answers / Responses

9 Incumbent Question: Who are the current vendors and what is the estimated value of their contracts (through completion)?

The current vendors are CRC Salomon, Heritage Reporting, Free State Reporting, and Diaz Data Services. The Government is not at liberty to discuss proprietary pricing information.

10 Workload Estimates Question: How will the quantities of work be distributed among the awarded vendors? Initially, per request. Afterwards, as needed.

11 Pricing Sheet Question: To ensure the government is getting the best pricing possible, are contractors permitted to price for in-person and remote courtroom proceedings separately? There is no remote courtroom reporting.

12 Pricing Sheet Question: Please add a CLIN for the defined Cancellation Fee? See CLIN, CLIN 8003

13 Pricing Sheet Question: Please change the Unit in the 1200 Series CLINs to "Pages" and not "Hours"? See revised Attachment 1 Pricing CLINs

14 Workload Estimates Question: How often doe DOJ require an on-site transcriber? None at this time.

15 Pricing Sheet Question: Please provide a range of the current vendor's page rates for the 20 day [CLIN x-1002 and x-1004] deliveries? The Government is not at liberty to discuss proprietary pricing information.

16 Pricing Sheet Question: Please provide a range of the current vendor's page rates for the 5 day [CLIN x-3002 and x-3003] deliveries? The Government is not at liberty to discuss proprietary pricing information.

17 Court Reporting Question: What are the primary locations for DOJ requested court reporting services? DOJ locations will be local to Washington, DC.

18 Media Format Question: What percentage of the work will be from cassette tapes? Less than 1%

19 Media Format Question: Please clarify "Colloquy will not be transcribed unless requested by the DOJ."? The transcriptionist should only transcribed "on record" dialogue.

20 Media Format Question: Please provide a sample transcript page so vendors can see the format? The Government is providing this information in person during the Site Visit.

21 Clearances Question: What is the average time it takes to get personnel cleared? Six weeks

22 Media Format Question: Can a vendor bid on just the DAR work and not do any cassette tapes? Points will be deducted for not having the required equipment.

# RFP Section, Page Question / Comments DOJ Answers / Responses

23 Media Format Question: What percentage of the transcription work for EOIR requires hard copies to be delivered? 26%

24 Media Format Question: 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? See Attachment 1 Pricing CLINs

25 Clearances Question: 15JPSS25R00000088+Transcription+Support+Services: (Pg 12 - Sec G4 A): This paragraph does not reference a requirement for fingerprinting and undergoing a background investigation. Have those been eliminated?

No, the public trust investigation and approval is still required.

26 Clearances Question: Attachment 9 "Highest Security Clerance Level" (Column H): Should the response be for only active clearances or clearances held by the individual at any time? Active clearances only at this time.

27 Employees Question: Attachment 9 "List of Employees and Contractors" (Document): Is the government looking for the vendor to include the names of it transcribers and proofreaders in this document or just the administrative personnel?

The Government wants a list of the committed transcribers, proofreaders and administrative personnel.

28 Media Format Question: Court Reporter (Pg 13 - Sec 4.5 A) : Are there transcript specifications for a court reporter's transcript? Will the DOJ expect the vendor to comply with FRCP's formatting requirements?

Court reporting will comply with industry standards. Transcript specification will be provided. However, the specification Yes, the format will be provided.

Court reporting Industry standards will

29 Court Reporting

Question: Court Reporter: (Pg 12 - Sec G4 A, Page 42 - Sec F) Generally, scheduling notifications are not timely enough to permit court reporters and their support team to be approved prior to a deposition, nor allow time for the required training to be implemented, . Are court reporters and their support team exempt from security clearance requirements?

No, no one is exempt.

30 Court Reporting

Question: Court Reporter (Pg 12 - Sec J - Para 4): Court reporters who take depositions, EUOs, and other sworn testimony are required by the FRCP offer transcripts to the parties involved in a litigation. Are court reporters, in this limited circumstance, exempt from "Transcripts may not be sold to anyone other than the Government under any circumstances."?

Under this circumstance, yes - the court reporters would supply transcripts to those parties as ordered by the Judge. Transcripts are NOT to be sold.

31 Pricing Sheet Question: Attachment 1: Pricing (Tabs: EOIR Pricing and DOJ): Does the DOJ need a detailed breakdown of support information to justify a contractor's pricing? This is not required at this time.

# RFP Section, Page Question / Comments DOJ Answers / Responses

32 Pricing Sheet Question: Attachment 1: Pricing (Tab: DOJ): There are wide pricing ranges across the country. If the government used regional pricing, it could result in significant cost savings. Will the government consider regional pricing for court reporters?

This is not required at this time.

33 Pricing Sheet Question: Attachment 1: Pricing (Tab: DOJ): The 12000 CLIN series units are "Hour." Is this unit "per hour of audio" or "per labor hour"? See revised Attachment 1 Pricing CLINs. Changed to page.

34 Pricing Sheet Question: Attachment 1: Pricing (Tab: DOJ): The 12000 CLIN series includes "Weekends and Evenings" as well as "Holidays." Can you clarify the expectations of the vendor for these CLINs or provide an example as to when these CLINs would be used?

Court Reporting is on an as needed basis; the expectation is detailed at PWS, pg 12, section 4.3, K . Weekend requests will be on an as needed basis.

35 QASP Question:. Attachment 7: "QASP" ( Pg 3 - Sec 1- Para 1; Pg 3 - Sec 1.2.1 Para 1) : The QASP references USTP. Please confirm whether this QASP template applies as written to EOIR transcription? See revised Attachment 7 QASP

36 Past Performance Question: Attachment 6: "Past Performance Questionnaire Sheet" : Is the COR for existing EOIR contracts allowed to complete the "Past Performance Questionnaire Sheet"? Yes

37 Site Walk Question: Is the Site Visit mandatory to attend?

It is not mandatory. However, there is important information shared during this presentation. If a company does not attend, the technical score is affected IAW M.2 52.212-2 Volume II Technical, pg 80 of the Solicitation.

38 Past Performance Question: Will quality issues in past performance affect ratings? Yes, the quality of deliverables will be considered during the past performance evaluation especially timeliness and repeat issues.

39 Past Performance Question: In case of a teaming agreement, would past performance from subcontractors be taken into consideration?

Yes, a subcontractors past performance may be used to demonstrate past performance.

40 Clearances Question: Should you have facility clearance or the ability to process public trust qualifications? Yes, the contractor is expected to be equipped to process their own staff before submitting to the government.

# RFP Section, Page Question / Comments DOJ Answers / Responses

41 Identification Question: Is it required to have a REAL ID for identification purposes? Yes, REAL ID is a requirement for all contract staff to be federally compliant.