A24 Sources Sought Notice.pdf

OFFICE OF ACQUISITION

SERVICES SUPPORT UNIT (FACS)

600 EAST ARMY DR

ARLINGTON VA 22202

Sources Sought Notice 09/25/2025

Title: Court Reporting and Transcript Services Notice Type: Sources Sought NAICS Code: 561492 Response Date: October 3rd, 2025. 12PM EST.

DAC: D-26-CC-0003

Synopsis:

This announcement serves as a Sources Sought Notice and is intended solely for gathering information, conducting market research, and planning purposes. It is not a solicitation, nor does it represent a commitment to issue a Request for Proposal (RFP) or any promise of future contracting opportunities.

The Drug Enforcement Administration (DEA) is currently not soliciting proposals. The objective of this notice is to collect industry insights regarding existing contractors capable of delivering the services outlined below.

Background:

The Office of Chief Counsel, Employment and Defensive Litigation Section, is seeking information from qualified vendors capable of providing verbatim transcription services for formal meetings conducted in accordance with the Administrative Procedure Act (5 U.S.C. § 551, et seq). These meetings are related to employment cases brought to the DEA. The meetings involve formal depositions, conferences, and hearings where court reporters are required to record proceedings, including witness testimonies and cross-examinations. The meetings result in the production of transcripts, which are distributed to the named parties involved in the litigation. Occasionally, transcription services are also required for pre-recorded audio or visual materials.

Scope of Work:

The Contractor will be responsible for providing verbatim transcripts of meetings held by the Office of Chief Counsel. These services are required for coverage in the United States, Puerto Rico, and the Virgin Islands. More detailed information can be found in the Statement of Work (SOW).

Purpose:

The purpose of this Sources Sought Notice is to identify potential sources and to determine the capability of the marketplace to meet the DEA's requirements. This notice will assist the DEA in determining the appropriate acquisition strategy, including whether a small business set-aside is feasible.

Submission Requirements:

Interested parties are requested to submit a capability statement that includes the following information:

1. Company name, address, point of contact, email address, and phone number.

2. Business size and type (e.g., small businesses, veteran-owned, large business, etc.).

3. A brief description of your company’s experience and capabilities in providing similar services.

4. Any relevant past performance information.

5. Any other pertinent information that would enhance the Government’s understanding of your capabilities.

Responses:

Responses to this notice are to be sent via email to Ana.M.Villanueva@dea.gov by October 3rd, 2025 by 12PM Eastern Standard Time (EST). Please include "Sources Sought Response: Court Reporting and Transcript Services, Company Name" in the subject line of your email.

Disclaimer:

This Sources Sought Notice is for informational and planning purposes only and does not constitute a solicitation for bids or proposals. The Government will not reimburse respondents for any costs incurred in responding to this notice. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

DEA Sensitive: Work Product July 2025

Drug Enforcement Administration Statement of Work Office of Chief Counsel Transcript Services

1.0 Background

The Office of Chief Counsel, Employment and Defensive Litigation Section conducts formal depositions, conferences, and hearings (hereinafter “meetings”) in accordance with the Administrative Procedure Act (5 U.S.C. § 551, et seq) in connection with employment cases brought to the Drug Enforcement Administration (DEA).

During these meetings, a court reporter records, witnesses testify and are cross-examined, documents are offered as exhibits, etc. The named parties to the litigation always include the Government and one or more Plaintiffs, Complainants, or Claimants. At the end of the meeting the Office of Chief Counsel sets a date for parties to file proposed corrections to the transcript and briefs. After the meeting, the court reporter sends an original and one copy for each named party to the litigation to the Office of Chief Counsel. The Office of Chief Counsel furnishes a copy to each named party or a counsel of record for each named party.

Occasionally, the Office of Chief Counsel may require transcription services for pre-recorded audio or visual materials that are either in possession of or provided to the Office of Chief Counsel. On these occasions, the Office of Chief Counsel provides a copy of the materials to the court reporter for processing. After completing the transcription(s), the court reporter sends an original to the Office of Chief Counsel.

2.0 Scope

The Contractor provides verbatim transcripts of meetings held by the Office of Chief Counsel for coverage in the United States, Puerto Rico, and the Virgin Islands.

3.0 Requirements/Tasks

The following services shall be provided for each meeting:

3.1 The Contractor shall provide a court reporter to the meeting location at least 30 minutes prior to the designated starting time of the meeting to install any necessary equipment.

The court reporter shall remain assigned to the meeting and stay with the meeting until the conclusion of the meeting. For meetings held at a DEA Facility, the court reporter should allow for a minimum of 15 minutes to clear security in addition to the 30 minutes noted above prior to the designated started time of the meeting.

3.2 The Contractor shall provide as many competent court reporters, in professional attire, as necessary for the prompt furnishings of satisfactory transcripts in all scheduled proceedings. The assigned court reporter shall be proficient in grammar, vocabulary and punctuation, and shall be familiar with legal terminology and formal meeting procedures. The court reporter shall report everything spoken while a meeting is in session, unless the Office of Chief Counsel directs an off-the-record discussion. During the COVID pandemic, court reporters were permitted to take meetings remotely with the use of video teleconference (“VTC”) technology. When the DEA determines that it is safe to do so, meetings will be taken in person at the place of the meeting, without a VTC option.

3.3 When recording devices are used, the devices shall be of such quality as to ensure against error, misinterpretation, or loss of voice. Regardless of the method of recording, it is mandatory that a backup system be operated simultaneously throughout the meeting.

3.4 The Contractor shall be responsible for the transportation and/or lodging for the court reporter, i.e., airfare, hotel, car rental, parking, etc.

3.5 the Office of Chief Counsel will be responsible for issuing a Blanket Purchase Agreement (“BPA”) call order number for each call placed against the BPA.

3.6 The Office of Chief Counsel Fiscal Management Analyst or the Office of Chief Counsel Fiscal Supervisory Program Manager are authorized BPA callers.

3.7 The Contractor shall be responsible for furnishing complete transcripts which accurately reflect the full and complete verbatim record of the proceeding. Where error(s) attributable to the Contractor’s performance appears in the transcript, the Office of Chief Counsel will require the Contractor to correct the error(s) and furnish the corrected transcript to the Office of Chief Counsel within 5 calendar days after receipt of the notification, without additional cost to the Office of Chief Counsel.

4.0 Deliverables

The transcript of the meeting shall include a title page showing case caption, docket number, the Office of Chief Counsel’s name, date and location of meeting, and appearances of the parties.

The transcript shall include an index of all witnesses and exhibits, showing page numbers where they may be found. The transcript shall be supplied in two formats: (1) “hard” copy; and (2) “electronic” copy that may be furnished via email or compact disc.

4.1 The hard copy shall be on 8-1/2 x 11, 25% cotton fiber bond paper, bound on the left side, prepared in letter quality 12-point Times New Roman font, double spaced, with 25 lines of typing per page, and each line numbered at the left margin.

4.2 The electronic copy shall be prepared in a text-searchable PDF format. The page image of the email or compact disc copy shall be identical to the hard copy in every detail, including page numbers.

4.3 The transcript shall be authenticated by the court reporter by a certificate page.

4.4 Transcripts for Meetings more than one day in duration shall be bound each day separately; however, the page numbering shall continue sequentially, through the volumes, regardless of the number of volumes, such that no page number shall be either skipped or repeated.

4.5 The order can be for an original and up to three copies, with occasional orders for additional copies in rare instances. Although the size estimation is for approximately 250 pages per day, no additional fee will be paid for volumes that exceed 250 pages in a single day of testimony.

4.6 When a meeting is to be continued at a later date, that portion of the transcript of the meeting held prior to such continuance shall be considered a complete meeting for the purpose of delivering a transcript.

4.7 Delivery of transcripts. On or after September 24, 2025, delivery of transcripts shall be made to the DEA Mailing Facility, Office of Office of Chief Counsel, 8701 Morrisette Drive, Springfield, Virginia 22152, Attn: The Office of Chief Counsel Fiscal.

5.0 Invoicing

The Contractor shall submit an itemized invoice for the job ordered within 30 days of the transcript delivery date. The invoice shall show the name of the supplier, order number, date work was performed, description of services, and cost.

In accordance with DEA-2852.242-71 invoicing requirements, all invoices shall be emailed to the following:

Processing Coordinator, Invoice.ChiefCounsel@dea.gov

POC: Shellye.L.Burrow@dea.gov

6.0 Delivery Dates

Delivery of transcript after the close of the meeting shall occur within 10 working days from the last day of the meeting. An expedited delivery of transcript after the close of the meeting for meetings conducted more than thirty (30) miles from Arlington, Virginia shall be delivered within 5 working days.

The Contractor will provide next day delivery of transcripts after the closing of each day of the meeting for those meetings held in at the DEA Meeting Facility. In the absence of prior approval by the Office of Chief Counsel POC, an offset of $75.00 per day will be deducted from the total invoice against the Contractor for transcripts that are not furnished within the timeframes set forth in this SOW (late delivery offset). The late delivery offset will be deducted from the invoice, and may be waived by the Office of Chief Counsel POC upon request and a showing of good cause by the Contractor.

6.1 Requests for Copies. Any requests for copies of meeting transcripts shall be approved through the Office of Chief Counsel POC before release. No release of any transcript from the Contractor may occur without prior clearance from the Office of Chief Counsel POC.

6.2 Contractor Exercised Option Date (Cancellation of Meeting). For billing purposes if there is a cancellation of scheduled meeting, the Contractor shall bill under CLIN for “Cancellation of Meeting” using a cancellation fee for any day a court reporter appears at the scheduled place of meeting and the meeting is cancelled or postponed without the record openings. The Contractor shall be notified in advance of meeting cancellation.

mailto:Invoice.ChiefCounsel@dea.gov mailto:Shellye.L.Burrow@dea.gov

Late Fee can be charged if the court reporter is not canceled 24 hours before the start of the meeting. Maximum Fee Amount: $400.

6.3 Government Closures. Government closures due to inclement weather, budgetary shut-downs, or other circumstances can result in the postponement of previously-scheduled meetings.

7.0 Place of Performance:

The DEA Meeting Facility is currently located at 700 Army Navy Drive, Arlington, Virginia, 22202. The place of meeting is designated “the DEA Courthouse” before and after the relocation.

8.0 Security Requirements

The personnel security access level for this contract is Sensitive But Unclassified (SBU). Only U.S. citizens shall be permitted to perform services on this contract. Under no circumstances shall contractors have access to National Security Information (NSI) or NSI systems. The risk level associated with this contract is “Moderate” and the personnel working on this contract effort must undergo the appropriate background investigation or be issued a waiver by the Office of Security Programs, Personnel Security Section (ISR) prior to commencing work on this contract. ISR will conduct suitability reviews on all contractor personnel requiring access to DEA facilities, information technology systems, or SBU materials.”

9.0 Contract Officer Representative

Primary POC Name: Ana Villanueva Title: Contract Specialist Office: Office of Acquisition & Relocation Management Phone: (571) 647-4603 Email: Ana.M.Villanueva@dea.gov mailto:Ana.M.Villanueva@dea.gov