Attachment 1 - SOW (REV 4) Eclipse Hardware and Software OTJAG.pdf

Statement of Work (SOW) Eclipse Hardware and Software Support

Court Reporting System U.S. Army Office of the Judge Advocate General (OTJAG)

1. General. The U.S. Army Office of the Judge Advocate General (OTJAG) is in need to replace their current court reporting system with a system that offers equal physical, functional, and performance characteristics to those shared by the Eclipse Vox. The Contractor shall provide the hardware integrated with the software which shall include standard and extended warranties for additional related technical support services. The court reporting system is required to record and translate Army courts-martial, Article 32 hearings, and other hearings/investigations on all of OTJAG’s courtrooms worldwide.

2. Court Reporting System Objective: OTJAG requires a court reporting system that has the capabilities to produce legal transcripts in a complete, end-to-end solution that converts speech to text in real-time with or without continuous commercial Internet connection. OTJAG is need of an integrated solution that shall unify all hardware and software components necessary to deliver a complete and turnkey court reporting system.

3. System Functions and Performance Characteristics:

a. The system shall be designed with mobile laptops that will allow for the easy transportation of equipment to different locations. The laptops shall be integrated and configured to with legal transcription software equal to Eclipse Vox.

b. The system shall include and be able to interface with multi-channel audio components and unidirectional wireless digital microphones for the purpose of automated legal transcription.

c. The system shall have a 1-for-1 transcription time. For every hour recorded the system should take one hour to edit the rough draft. The system shall have the capability of producing near real-time transcripts of recorded audio with a 90-95% accuracy rate.

d. The system shall also have the capability to generate hyperlinked indexes in PDF and HTML formats which will allow users to easily generate a complete index for each transcript or a volume of transcripts.

e. The system shall have the capabilities to be integrated with a speech engine to produce the following speech results: speaker identification, punctuation, number processing, capitalization variations, accounting for specialized vocabulary and resolving common speech recognition errors.

f. The system shall have the capability of redacting audio recordings and text transcripts simultaneously and provide high-quality audio for each speaker while synchronizing precisely with the text.

g. The system shall have the capability of applying custom dictionaries (add new entries to the system’s default dictionaries) in real-time and be able to replace mistranscribed words and add punctuation, change case, and alter the format and spelling of contiguous words.

h. The system shall have the capability to utilize a local area network (LAN) to allow the sharing of transcripts being generated in the courtroom by an editing team comprised of more than one user. Each team editor shall be able to hear the audio and see the text onscreen as it is being created by the ongoing testimony in the courtroom. Each team editor shall also be able to make corrections, add or remove text, add entries to dictionaries in real-time.

i. The system shall also have the capability of operating locally, utilizing on-premises speech engine or remotely, using an internet connection. The system’s on-premises speech to text generation shall have the same performance or accuracy compared to when using internet connection.

4. System Physical Hardware and Software Specifications:

Item Description Quantity

Transcript Laptop with Eclipse Vox Software or equal. An external audio control shall also be included with each of these laptops. Additional Laptop specifications are as follows:

- Operating System: Windows 10

- Processor Type: Core i7 Processor

- Memory: 8 GB RAM or higher

- Storage: 256GB SSD or higher

- Screen: 15 to 16 inches in size with a 1920 x 1080p resolution

Edit Laptop with Eclipse Vox Software or equal. Additional Laptop specifications are as follows:

- Operating System: Windows 10

- Processor Type: Core i7 Processor

- Memory: 8 GB RAM or higher

- Storage: 256GB SSD or higher

- Screen: 15 to 16 inches in size with a 1920 x 1080p resolution

10-microphones:

The 10-mic size microphones shall be digital, mono-directional and wireless with 16-channel audio interface. The microphones shall be configured and integrated with the rest of the system equipment and ready to use.

4-microphones:

The 4-mic size microphones shall be digital, mono-directional and wireless with 16-channel audio interface. The microphones shall be configured and integrated with the rest of the system equipment and ready to use.

Court Reporting Equipment Traveling Cases:

The storage cases shall have a minimum of 1.75” thick walls and gasket-sealed caps and lids. Cases shall be hardcover and extremely durable, waterproof, flush-mount and easy-pull handles with wheels. The cases shall allow for items to be organized and carefully rack-mounted within the case. The cases shall have an additional smaller single case for each of the system’s microphones. Cases shall come with a lifetime warranty.

1st year standard warranty included in the base year (hardware & software) 1

2nd year extended warranty to be provided in option year 1 (hardware & Software) 1

5. Scope of Work. The Contractor shall provide customer service support to (approximately 116) Army-wide Eclipse users as outlined by the OTJAG court reporter program manager.

Provide remote, telephonic, and email customer service support. The support shall be available 24 hours, 7 days a week, 365 days a year.

Provide first year and second year software warranties for technical support, maintenance and updates. These shall be long term software licenses to be used indefinitely once purchased by the Government. The Contractor shall provide a copy of their software agreement.

Provide a first year and second year hardware warranties that will provide technical support and repair or replace obsolete or defective audio components and/or computer hardware.

Provide hardware with integrated Eclipse Vox software or equal. Software shall be prepared, configured and installed prior to hardware shipment.

Provide shipping for all equipment (See Attachment 1(a) for shipping addresses and the quantity to be shipped to each location).

5.1. Period of Performance: 12 month base year with a 1 (12) month option year. Refer to the contract for specific dates.

5.2 Location of Support Services: Customer support will mainly be provided from a remote basis through telephone, e-mail, or online customer service assistance, and as a last resort provide on-site technical support if determined to be necessary. On-site technical support will only be provided in DoD installations CONUS locations and will be arranged and coordinated between the Government and Contractor.

5.3. User Training. The Contractor shall perform knowledge transfer and comprehensive training to all Government end users regarding the operation and functionality of the hardware and software at several Department of Defense (DoD) installations. The training will be at a minimum 2.5 days for each location.

The Contractor shall provide training in 10 Continental United States (CONUS) locations and 3 Outside Continental United States (OCONUS) locations. (See Attachment 1(b) for list of locations). The Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR).

6. Government Responsibilities: The Government will provide access to OTJAG’s buildings and escort to the Contractor staff during the user training sessions.

7. Hours of operation. Customer support will be rendered during normal working hours, Monday through Friday (except weekends and Federal Holidays), between the hours of 7:30 am to 5:00 pm.

however, the contractor may be required to provide customer support outside of these hours.

7.1 Federal Holidays:

New Year’s Day 1st day of January Martin Luther King Jr. Day 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September

Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

8. Delivery Period: Delivery date for completion, to include CONUS and OCONUS shipping, all installation, testing, user training, and final acceptance by the Government shall be no later than 60 Calendar Days after contract award.

9. Security Requirements: For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative); or, at OCONUS locations, in accordance with status-of-forces agreements and other theater regulations.

9.1 Contractor Identification: Contractor personnel providing on-site technical support on a military installation shall posses a valid state driver’s license, proof of vehicle insurance and carry a company identification badge in front of exterior clothing where it is visible. The badge shall be easily readable and include the employee name, company name, and a color photograph.