Attachment 1 - Statement of Work.pdf

Attachment 1 – Statement of Work

RFQ: 15JA0525Q00000024

Description of Services

The Contractor shall provide Grand Jury and/or Deposition Court Reporting Services for the United States Attorney’s Office for the District of Columbia (USAO-DC). The Government anticipates making one (1) award, but government reserves the right to make multiple.

If multiple, provide rationale: Superior Court Division request transcription for various media, e.g., body worn camera (BWC) footage, law enforcement videotaped interviews, 911 calls, jail calls, etc., requiring contractor to staff three (3) Spanish Transcribers (doesn’t have to be certified as court reporters) fluent in speaking and translating from Spanish to English and vice versa.

There will be no Government Furnished Property for the awardee, unless necessary.

The Contractor shall provide the labor, supervision, and transportation necessary to provide the court reporting services as described herein. Work under this Contract is expected to commence on July 1, 2025.

The Government requires the following for this effort:

1. Regular schedule for Grand Jury and Depositions.

Criminal Court: Under normal circumstances, Grand Jury Hearing occur at 333 Constitution Avenue, NW, Washington, DC Weekly, on Tuesday, Wednesday and Thursday from 9am to 5pm. Each grand jury last roughly 8 hours.

Superior Court: Under normal circumstances, Grand Jury hearing occur at 601 D Street, NW, Washington, DC Monday through Friday. Each session generally lasts about 8 hours.

Civil Court: Monday thru Friday (5 days per week). Each panel generally lasts about 8 hours per day.

AND

Criminal Court: Under normal circumstances, Grand Jury Hearing occur at 333 Constitution Avenue, NW, Washington, DC Weekly, on Tuesday, Wednesday and Thursday from 9am to 5pm. Each grand jury last roughly 8 hours.

Superior Court: Under normal circumstances, Grand Jury hearing occur at 601 D Street, NW, Washington, DC Monday through Friday. Each session generally lasts about 8 hours.

Civil Court: Under normal circumstances, Depositions at U.S. Attorney’s Office 601 D Street NW, Washington D.C. location occurs three times a month. Each session generally lasts about 8 hours.

Please Note: Setup/Breakdown time for each of the above sessions shall not exceed 15 minutes before/after court hours.

2. Remote depositions via Zoom or another video platform: Yes – in some instances

3. Transcriptions submitted:

USAfx X , CDs , Both X .

Other Email pdf directly to attorney and paralegal.

4. Grand Jury Proceedings:

Crime Division: Historically, the average number of Grand Jury proceedings per year for the USAO has been 991.

Civil Division: Historically, the average number of Grand Jury proceedings per year for the USAO has been 845.

Superior Court: Historically, the average number of Grand Jury proceedings per year for the USAO has been 3,945.

5. Deposition Proceedings:

Crime Division: Historically, the average number of Depositions per year has been 50-60.

Civil Division: Historically, the average number of Depositions per year has been 50-60.

6. Court reporters are used by the incumbent contractor(s).

Criminal Court: A minimum of Four (4) court reporters are adequate for the Criminal Division/District Court.

Superior Court: GJ requires a minimum of five (5) court reporters daily

Civil Court: One (1) at a minimum

7. Indicate the minimum and maximum number of key personnel required needed to fulfill your need.

Criminal Court - Four (4) court reporters are adequate for the Criminal Division/District Court and a minimum of three (3) court reporters who are always bilingual and fluent in English and Spanish.

Superior Court - Five (5) Court Reporters daily, with a minimum of three Spanish speaking court reporters always staffed.

Civil Court – One (1)

Minimum number of required court reporters (per location)

Criminal Court – Four (4) Minimum

Superior Court – Five (5) Minimum

Civil Court – One (1) Minimum

Maximum number of court reporters the District will clear through security (per location) 1

Criminal Court - Four (4)

Superior Court - Five (5)

Civil Court – One (1)

Minimum number of required videographers (per location):

Criminal Court - 0

Superior Court - 0

Civil Court – One (1)

8. The Grand Jury reporters will be working in the Federal Courthouse and will use, Government furniture in Grand Jury Rooms, but not the equipment.

The Contractor shall provide all labor (including supervision), materials, equipment, facilities, and other support that may be required to record and transcribe Grand Jury and Deposition testimony, on an "as needed" basis for the USAO specified in Section 1 in accordance with the terms, conditions, and Statement of Work set forth herein.

Service Location: Grand Jury proceedings and Depositions will primarily be conducted at the locations below in the Statement of Work (SOW) Section 1. However, on occasion the Contractor may be required to record and transcribe Grand Jury and Deposition testimony at alternative locations upon request. The alternative locations may require local travel or long-distance travel. Local travel is considering travel within a 50-mile radius of either of the sites indicated below and is not eligible for reimbursement in accordance with the Federal Travel Regulations (FTR). Long distance travel is considered travel beyond a 50-mile radius of either of the two sites indicated below and may be eligible for reimbursement provided authorization is obtained in advance of travel and is processed in accordance with the FTR to include all necessary receipts and expenditure documentation.

Travel reimbursement restrictions: Travel exceptions may be considered on a case-by-case basis at the sole discretion of the Contracting Officer’s Representative (COR), or the Contracting Officer and these exceptions will be reimbursed in accordance with the Federal Travel Regulations (FTR). Travel expenses shall be reimbursed in accordance with the FTR, which can be found at this address: https://www.ecfr.gov/current/title-41/subtitle-F. All exceptions made for travel reimbursement must be pre-approved, in writing, by the Contracting Officer or Contracting Officer’s Representative (COR) or the Contractor risks non-reimbursement of travel expenses. The Contractor shall submit an itemized list of all estimated expenses to be claimed for each trip for pre-approval for any exceptions made.

Contract Type The Contract will be an indefinite delivery, indefinite quantity (IDIQ). Orders placed under the IDIQ will be Time-and-Materials (T&M). The Contract shall consist of one (1) one-year Base Period with four (4) one-year Option Periods, for a total contract term not-to-exceed five

(5) years, unless otherwise extended under the authorities at FAR Clause 52.217-8 Option to Extend Services, FAR Clause 52.217-9 Option to Extend the Term of the Contract, or as otherwise permitted in this Contract.

Period of Performance

Base Year 7/1/2025 – 6/30/2026 Option Year 1 7/1/2026 – 6/30/2027 Option Year 2 7/1/2027 – 6/30/2028 Option Year 3 7/1/2028 – 6/30/2029 Option Year 4 7/1/2029 – 6/30/2030

Pricing

All unit prices are fixed unit prices that include ALL costs (including, but not limited to labor (including supervision), material, equipment, facilities, overhead, G&A, and profit) necessary to provide the grand jury and deposition court reporting services required in the Contract.

The Service Contract Labor Standards Act and associated Wage Determination (WD) is applicable to this Contract and all resultant task orders:

Wage Determination #2015-4281

The applicable occupation code and title is 01035 - Court Reporter.

In the event the contract is extended through FAR clause 52.217-8 Option to Extend Services, the price proposed for the final ordering period will apply.

https://www.ecfr.gov/current/title-41/subtitle-F

Statement of Work (SOW)

1. Scope

The Contractor shall provide all labor (including supervision), material, equipment, facilities, and whatever else may be needed to record and transcribe Grand Jury and Deposition testimony, on an "as needed" basis for the USAO specified in the Statement of Work set forth herein.

The location for grand jury is at the following USAO-DC locations:

1. U.S. District Court of the District of Columbia, 333 Constitution Avenue NW, Washington, D.C.

2. Superior Court Grand Jury Proceedings, Patrick Henry Building (PHB), 1st Floor, 601 D Street NW, Washington, D.C.

The location for depositions is at the following USAO-DC locations:

1. U.S. Attorney’s Office, 601 D Street, NW, Washington, DC 20530.

Most depositions can take place by video conferencing, or any other Federal Agency Building located in D.C.

The Contractor, or the duly authorized employee, agent, or representative of the Contractor, shall present himself/herself to the person in charge of the proceedings and he/she shall at all times be governed by the instructions of the Presiding Official in matters affecting the composition of the record, adjournment to other times or places, and matters of like character.

Right to Remove Individual Reporter. It shall be an absolute right of the USAO to inform the Contractor through the Contracting Officer of the unacceptability of specific court reporters for Grand Jury or Deposition work. The failure of the Contractor to provide a court reporter other than one designated unacceptable by the USAO shall provide a basis for the USAO's decision to obtain court reporting services from another source.

Contractor through the Contracting Officer of the unacceptability of specific court reporters for Grand Jury or Deposition work. The failure of the Contractor to provide a court reporter other than one designated unacceptable by the USAO shall provide a basis for the USAO's decision to obtain court reporting services from another source.

2. Grand Jury Services

A. Scheduling of Grand Jury: The USAO will notify the Contractor of the requirements for attendance at a Grand Jury no later than one business day before the scheduled session. Each request will set forth the date, place, and time of the session. The Contractor shall reply stating they have received the work order by returning the signed work order form or other form of written acceptable as may be agreed upon by the USAO and Contractor and communicate the name of the reporter who will be in attendance. Any change will be communicated by the Contractor to the USAO prior to the session. In the event a Grand Jury session is continued for more than one day, the Contractor will make reasonable efforts to assign the same court reporter for each continued segment of that given Grand Jury session. Should the Contractor not be able to provide the same court reporter, it will notify the USAO authorized Point of Contact before the Grand Jury session that another court reporter will be providing the court reporting services.

B. Original Transcripts. Unless otherwise stated, Grand Jury testimony shall be typed in an original and delivered within the turnaround times as set forth below.

All Grand Jury transcripts shall contain (at a minimum) a title page stating the case caption (case name and case number) Seemingly, District Court transcripts include the case caption and case name, however they do not include the case number, please update the transcripts to reflect the case number on the title page. witness's name, Grand Jury date, time of the commencement of the proceeding for that particular witness, name, title, and address of the attorney appearing for the Government. The title page should also include the Grand Jury number of the case, i.e., 07 GJ 999, and the name of the Federal Grand Jury that the witness is appearing before. Transcripts may be ordered by the USAO within the following timeframes. Billing rates for these turnaround times are set forth in the Pricing Schedule.

i. 10 Business Day Transcripts:

Superior Court Grand Transcripts will be ordered daily for regular delivery (ten business days from the date the Document Control Number (DCN#) is assigned by Finance.)

Transcripts will be completed and delivered on or before the 10th business day after the Contractor receives a request from the USAO processed by Finance with an assigned Document Control Number (DCN.). Transcripts shall be delivered to the USAO of each witness’s testimony, only when requested by the USAO (except SCD bulk orders). Colloquy will not be transcribed unless requested by the USAO, in which case the transcript shall be completed and delivered on or before the 10th business day after the Contractor receives a request from USAO.

ii. 5 Business Day Transcripts: (Intermediate Delivery):

Transcripts shall be completed and delivered on or before the 5th business day after the Contractor receives a finance processed (with DCN) request from the USAO. This request will sometimes be made the same day as the proceedings.

iii. 3 Business Day Transcripts (Express Delivery):

Transcripts shall be completed and delivered on or before the 3rd business day after the Contractor receives a request from the USAO. This request will sometimes be made the same day as the proceedings.

iv. Next-Business Day Transcripts:

Transcripts shall be delivered before 9:30am of the following business day after conclusion of each day's proceedings. This may require performance after normal business hours. The Contractor may not be notified in advance of the testimony of this requirement. Transcripts returned for correction to transcripts cover page are not considered received until corrections are made.

v. Same-Business Day Transcripts:

Transcripts shall be delivered by 9:00pm on the same day as the proceedings. The Contractor may not be notified in advance of the testimony of this requirement.

vi. Condensed Transcripts:

All condensed transcripts shall include four original transcript pages in reduced format on a single 8 ½ x 11inch page and shall be delivered in .pdf

or. ptx format. All condensed transcripts shall be completed and delivered to the USAO, as ordered, within the same turnaround times as set forth for delivery of an original transcript.

vii. Key Word Indexing:

The keyword index gives an alphabetical listing of each word within the transcript and provides a page and line reference and shall be delivered in .pdf or. ptx format.

viii. Additional Copies of Transcripts:

Even though the Government has the right to copy and distribute transcripts acquired under this contract, the Government may order additional copies of any transcript. Additional copies of transcripts shall be provided to the USAO, as ordered, within the same turnaround times as set forth above. (free of charge)

ix. Videographer Attendance Fee:

The Contractor is entitled to a Videographer Attendance Fee as set forth in Section B of this contract. This fee is payable for each hour the Contractor's videographer records a scheduled proceeding. The minimum charge for any single day is three (3) hours. The videographer is not paid during a lunch break. This hourly fee shall account for the price of the videotape/recording itself.

x. Attendance Fee:

The Contractor is entitled to an Attendance Fee as set forth in the Price List of this Contract. The fee is payable for each hour the Contractor's reporter appears at a scheduled proceeding. The minimum charge for any single day is three (3) hours. Attendance fees will be paid for each hour the Contractor's reporter appears for a scheduled proceeding.

Proceedings are presently scheduled for 9:00am to 12:00pm and 1:00pm to 5:00pm with a one (1) hour lunch break in between. The Contractor is not paid during this lunch break. These hours are subject to change. The Contractor will generally be asked to report at 9:00am and be dismissed at 5:00pm. A shorter day may be scheduled.

Superior Court Grand Juries do not have established lunch breaks; therefore, the contractor will indicate on each court reporter’s attendance log the lunch period.). The Contractor is not paid during this lunch break. The Contractor is not paid during this lunch break. These hours are subject to change. The Contractor will generally be asked to report at 9:00am and be dismissed at 5:00pm. A shorter day may be scheduled.

The Government guarantees payment of a minimum of three (3) hours. In the event that there are time periods during the day during which no testimony is taken, and the reporter is required to remain available for testimony later in the day, the Contractor will be paid the hourly Grand Jury Attendance Fee during those time periods. In the event that a reporter's presence is required for a whole day and no testimony is recorded, the Contractor will be paid one (1) cancellation fee or be paid the number of hours the reporter was available (charged at the Grand Jury Attendance Fee hourly rate), whichever is higher.

xi. Cancellation Fee:

The Contractor may wish to charge a cancellation fee. The Government will notify the Contractor by telephone of any cancellations no later than 5:00 pm the day before the scheduled proceedings. If the USAO does not notify the contractor within the designated time, the Contractor may request a cancellation fee.

xii. Other Requirements:

1. A transcript of all witness testimony shall be produced only when the USAO makes a specific request that a transcript be produced. Some witness testimony may never be transcribed.

Colloquy will not be transcribed unless the USAO requests it.

2. Each witness' testimony shall be in a separate transcript.

3. If the USAO does not request that a transcript be produced, charging for estimated pages shall NOT be allowed. Only the Attendance fee will be paid.

4. Grand Jury transcripts may not be sold to anyone other than the Government under any circumstances.

xiii. Delivery:

See Section "EOUSA AI-10-1E Federal Grand Jury Court Reporter Security Requirements (December 2015)." The Assistant U.S. Attorneys (AUSAs) will request that some deliverables be sent electronically through the DOJ platforms USAfx.

USAfx is the Department of Justice's file exchange system provided for internal and external users.

Grand Jury Travel and Per Diem Reimbursement Restrictions:

C. Certification. Each reporter shall attach his/her official certification to the original transcript so recorded as follows:

CERTIFICATE

DISTRICT OF

COLUMBIA

COUNTY OF XXX

(I/We) the undersigned, a duly qualified and commissioned notary public within and for the District of Columbia, do certify that before the giving of (her/his) deposition, (Name) was by me first duly sworn to depose the truth, the whole truth and nothing but the truth; that the foregoing is the deposition given at said time and place by (Name); that I am neither a relative of nor employee of any of the parties or their counsel, and have no interest whatever in the result of the action.

IN WITNESS WHEREOF, I hereunto set my hand and official seal of office at Greensboro, NC, this (Date).

Court Reporter Name Title and Certifications Notary Public – District of Columbia My commission expires (Date)

There shall be no charge for either this certification page or any index page if used.

3. Deposition Services

Depositions shall be taken by a Contractor-furnished reporter who must be a duly authorized notary for the State or District in which the deposition is held. Reporters are required to comply with Rules 28 and 30 of the Federal Rules of Civil Procedure, and specifically Rule 30(e), which provides in pertinent part as follows:

"If requested by the deponent or a party before completion of the deposition, the deponent shall have 30 days after being notified by the officer that the transcript or recording is available in which to review the transcript or recording and, if there are changes in form or substance, to sign a statement reciting such changes and the reasons given by the deponent for making them. The officer shall indicate in the certificate prescribed by subdivision (f)(1) whether any review was requested and, if so, shall append any changes made by the deponent during the period allowed."

The Contractor must give the USAO its copy prior to the witness being presented their testimony. The USAO may choose to present the deposition to the witness. In the event further information is desired, the above referenced volume is a part of the United States Code, Title 28 and may be found at any public library.

Everything spoken pertaining to the subject matter of the deposition shall be reported unless the Presiding Official otherwise directs.

No part of any proceedings, of which notes have been taken as required, shall be omitted from the record, unless the Presiding Official so directs.

All notes, records, documentary exhibits, and any other material which is a part of, or relates to, any action recorded by the Contractor shall be the property of the United States and shall be delivered to the ordering office, together with furnished transcript, unless otherwise instructed.

a. Scheduling of Depositions. The USAO will notify the Contractor of the requirements for attendance at a deposition no later than two business days before the scheduled session. Each request will set forth the date, place, and time of the session. The Contractor shall reply stating they have received the work order by returning the signed work order form or other form of written acceptance as may be agreed upon by the USAO and communicate the name of the reporter who will be in attendance.

Any change will be communicated by the Contractor to the USAO prior to the session.

In the event a deposition is continued for more than one day, the Contractor will make reasonable efforts to assign the same court reporter for each continued segment of that given deposition. Should the Contractor not be able to provide the same court reporter, it will notify the USAO before the scheduled session that another court reporter will be providing the court reporting services.

b. Original Transcripts. Unless otherwise stated, depositions shall be typed in an original and delivered within the turnaround times as set forth below. Transcripts may be ordered by the USAO within the following timeframes. Billing rates for these turnaround times are set forth in the Pricing Schedule.

i. 10 Business Day Transcripts:

Transcripts will be completed and delivered on or before the 10th business day after the Contractor receives a request from the USAO. Transcripts shall be delivered to the USAO of each witness’s testimony, only when requested by the USAO. Colloquy will not be transcribed unless requested by the USAO, in which case the transcript shall be completed and delivered on or before the 10th business day after the Contractor receives a request from USAO.

ii. 5 Business Day Transcripts:

Transcripts shall be completed and delivered on or before the 5th business

iii. 3 Business Day Transcripts:

Transcripts shall be completed and delivered on or before the 3rd business

iv. Next-Business Day Transcripts:

Transcripts shall be delivered before 9:30am of the following business day after conclusion of each day's proceedings. This may require performance after normal business hours. The Contractor may not be notified in advance of the testimony of this requirement.

v. Same-Business Day Transcripts:

Transcripts shall be delivered by 9:00pm on the same day as the proceedings. The Contractor may not be notified in advance of the testimony of this requirement.

vi. Condensed Transcripts:

All condensed transcripts shall include four original transcript pages in reduced format on a single 8 ½ x 11inch page and shall be delivered in .pdf

or. ptx format. All condensed transcripts shall be completed and delivered to the USAO, as ordered, within the same turnaround times as set forth for delivery of an original transcript.

vii. Key Word Indexing:

The keyword index gives an alphabetical listing of each word within the transcript and provides a page and line reference and shall be delivered in .pdf or. ptx format.

viii. Additional Copies of Transcripts:

Even though the Government has the right to copy and distribute transcripts acquired under this contract, the Government may order additional copies of any transcript. Additional copies of transcripts shall be provided to the USAO, as ordered, within the same turnaround times as set forth above.

ix. Videographer Attendance Fee.

The Contractor is entitled to a Videographer Attendance Fee as set forth in the Price List of this Contract. This fee is payable for each hour the Contractor's videographer records a scheduled proceeding. The minimum charge for any single day is three (3) hours. The videographer is not paid during a lunch break. This hourly fee shall account for the price of the videotape/recording itself.

x. Attendance Fee.

The Contractor is entitled to an Attendance Fee in the amount set forth in the Price List of this Contract. The minimum charge for any single day is three (3) hours. Attendance fees will be paid for each hour the Contractor's reporter appears for a scheduled proceeding. Proceedings are presently scheduled between 9:00am to12:00pm and 1:00pm to 5:00pm with a 30-minute to one (1) hour lunch break in between. The Contractor is not paid during this lunch break. These hours are subject to change. A shorter day may be scheduled.

The Government guarantees payment of a minimum of three (3) hours. In the event that there are time periods during the day during which no testimony is taken, and the reporter is required to remain available for testimony later in the day, the Contractor will be paid the hourly Deposition Attendance Fee during those time periods. In the event that a reporter's presence is required for a whole day and no testimony is recorded, the Contractor will be paid either one (1) cancellation fee or be paid the number of hours the reporter was available (charged at the Deposition Attendance Fee hourly rate), whichever is higher. The Contractor shall allow the Government ten (10) working days to request proceedings transcript before assessing an attendance fee.

xi. Cancellation Fee.

The Contractor may wish to charge a cancellation fee. The Government will notify the Contractor by telephone of any cancellations no later than 5:00pm the day before the scheduled proceedings. If the Government does not notify the Contractor within the designated time, the Contractor may request a cancellation fee.

xii. Other Requirements:

1. A transcript of all witness testimony shall be produced only when the USAO makes a specific request that a transcript be produced.

Colloquy outside the presence of the witness will not be transcribed unless requested by the USAO.

2. Each witness' testimony shall be in a separate transcript.

xvi. Delivery. Deposition transcripts shall be delivered as instructed by the individual Assistant U.S. Attorney.

xvii. Certification. Each reporter shall attach his/her official certification to the original transcript so recorded as follows:

CERTIFICATE

DISTRICT OF

COLUMBIA

COUNTY OF XXX

(I/We) the undersigned, a duly qualified and commissioned notary public within and for the District of Columbia, do certify that before the giving of (her/his) deposition, (Name) was by me first duly sworn to depose the truth, the whole truth and nothing but the truth; that the foregoing is the deposition given at said time and place by (Name); that I am neither a relative of nor employee of any of the parties or their counsel, and have no interest whatever in the result of the action.

IN WITNESS WHEREOF, I hereunto set my hand and official seal of office at Washington, D.C. this (Date).

Court Reporter Name Title and Certifications Notary Public – District of Columbia My commission expires (Date)

There shall be no charge for either this certification page or any index page if used.

4. Remote Depositions

An ever-increasing number of depositions are conducted remotely. The District of Columbia reserves the right to require performance of remote depositions under the included itemized lines in the Schedule when these services are required. The Contractor shall be ready and equipped to fully support all facets of remote depositions the same as if the depositions were to occur in person.

Stipulations for remote depositions. [Fed. R. Civ. P.] Rule 30(b)(4) allows parties to stipulate that a deposition be taken by “telephone or other remote means.” If everyone is not in the same room, put an appropriate stipulation on the record at the beginning of the deposition, indicating that the deposition is being taken remotely and indicating where each participant is located. The deposition is considered to be taking place where the deponent is located, and if the deponent is not in the same room as the court reporter, there is an issue about the court reporter’s administration of the oath to the witness. A sample stipulation may include the following language:

We understand that notary laws may not permit the court reporter to administer an oath to the witness if they are not in the same location. [As such, counsel agree that the reporter will not administer the oath. Instead] or [In addition to the oath given by the court reporter], the witness will verbally acknowledge the following:

“Do you solemnly swear or affirm under penalties of perjury that the testimony you will give in this matter will be the truth, the whole truth, and nothing but the truth?” The parties agree that nothing about this process will impair in any way the use of this deposition as otherwise permitted by the Federal Rules of Civil Procedure. Prior to administering of the oath, the court reporter is required to positively verify the identity of the witness. The witness should be required to have positive identification (s)he can produce or have opposing counsel verify and stipulate to the identity of the witness.

Remote depositions can be conducted in two ways—Coordinated with other U.S.

Attorney’s offices where the person is being deposed, using DOJ’s VTC systems, or Platform(s) offered by the Contractor (if approved by the Government).

Remote depositions use a variety of tools, including but not limited to video conference calls, audio conferences, and software-based communication tools. Different court reporting agencies provide different options for remote depositions.

Nothing in this Solicitation endorses one remote deposition method, product, or tool over another. EOUSA and the USAO will check with the Systems Manager and/or Office of the Chief Information Officer to ensure that the court reporting firm's remote deposition software will not be blocked by the USAO security firewall. Furthermore, the USAO – DC cannot download a court reporting firm's remote deposition application or software, but instead must participate via a web-based link.

When the Contractor hosts the remote depositions—

1. Shall provide a secure upload site to receive exhibits before the deposition and load them to the presentation application before the deposition. The process for exhibit numbering, delivering, and presenting exhibits to the witness and counsel should be discussed with the court reporter well in advance of the deposition, and it may depend upon the application(s)/tool(s) used for remote deposition.

The court reporter should also take custody of the introduced exhibits for the final transcript.

2. Shall conduct a test session with all the parties a few days before the deposition.

This helps ensure that all parties have the appropriate bandwidth, cameras, microphones, and lighting, as well as the opportunity to ask technical questions before the deposition.

3. The court reporter should be the meeting host and send links to all parties. The court reporter will also swear in the witness and control the proceeding.

4. Separate from the role of the court reporter, a videographer is required to manage the live video streaming and record the video. The videographer can also ensure that the deponent remains in full screen during the deposition, pause the recording for off-the record discussions, and may add timestamps and/or transcript syncing to the final product.

5. Provide technical support to assist with issues during the deposition.

6. Upon request, provide synchronized video with the transcript.

Remote Notarization. Each state’s notarization laws are different and may only apply to specific proceedings. The Contractor must check with the State Notary, Secretary of State, or other regulatory agency for the state’s specific remote notarization or oath administration laws. Court Reporters shall have State or National Certification as required to swear in witnesses for sworn testimony.

5. Transcript Format

A separate transcript shall be provided for each witness/deponent and delivered in .pdf or.

ptx format. The title page shall show the name of the witness/deponent, Grand Jury date, time of the commencement of the proceeding for that particular witness, docket number, the date of proceedings, the name, title and address of the attorney appearing for the Government, caption of matter, the authority for taking the deposition, etc. and shall be followed by a page of distinctive color indexing the exhibits where applicable.

The paging of the transcripts shall be in a single series by consecutive numbers regardless of the number of days consumed in the hearings, proceeding, etc., and the paging of the transcript in a hearing shall follow consecutively the paging of the last previous hearing in the same case.

Exhibits admitted in evidence, identified in a deposition, or in Grand Jury proceedings, when requested by the Government attorney shall be stamped, marked, numbered by the Contractor, and arranged in numerical order, as directed by the individual Assistant U.S.

Attorney (AUSA) and shall be annexed to the deposition transcript. The marking shall indicate clearly whether the exhibit is offered by the complainant, protestant, intervener, defendant, respondent, applicant, the ordering office, or other party of record.

The numbering of exhibits shall be in a single series of consecutive numbers, regardless of the number of days consumed in the hearing, unless otherwise directed by the Presiding Official. The number of exhibits introduced at a hearing or in a reopened case shall follow consecutively the number on the last previous exhibit introduced by such party. Exhibits shall not be copied into the record nor shall photo static copies of exhibits for inclusion in the record be made by the reporter unless the Presiding Official so directs.

6. Recording Requisites

Recording hereunder shall be taken by reporters qualified in the operation of Steno-type equipment, Real Time recording, Computer Aided Transcription (CAT), Shorthand and/or monitored Multi-Microphone recording systems, and when permitted by the Presiding Official, by Steno mask. At the request of the USAO, recording shall also be taken by videotape. Regardless of the type of equipment used, it is mandatory that there be an accurate read back capability and that a back-up system be utilized. It is also mandatory that tape recording devices shall have a separate monitor head which shall allow the reporter to monitor the recorded tape.

a. Monitored Multi-Microphone Recording Systems. The mandatory requirements follow:

i. The Contractor's personnel shall operate and monitor the recording equipment at all times.

ii. Vendor will be required to provide a certificate stating the recording equipment is operational daily. Certificate shall be emailed with the GJ daily log.

iii. Vendor shall index, box recordings and notes every six months (or less) which shall be return to USAO-DC for storage.

iv. The operating personnel shall provide to the USAO, prior to the commencement of each proceeding, a certification that the equipment is turned on and operating.

v. The recording equipment utilized shall provide for the instant playback of testimony.

vi. The equipment shall be capable of recording as many as twenty-three grand jurors together in one room with the prosecutor and the witness.

vii. The system utilized shall have a back-up system to allow continuous recording of speakers. The Grand Jury hearings shall not be stopped for any reason such as the changing of a tape.

viii. The tapes shall be of such quality that there shall be no instances of inaudibility because of accents or words used by the speakers.

ix. The system shall be portable to allow for transportation of tapes to another location when an immediate decision is required by a Federal District Court Judge.

x. The recording monitor shall be able to identify speakers.

xi. A back-up system shall be available so as not to delay the proceedings.

xii. The equipment utilized shall not pose any safety hazards due to exposed wires, cords, or for any other reason.

b. Steno mask Recording. The mandatory requirements in the event steno mask recording is permitted are as follows:

i. The respective systems shall be of such quality as to ensure against error, misinterpretation, or loss of voice.

ii. The equipment shall contain simultaneous playback, listening, and pre-amplification.

c. Real Time Recording. The steno machine is attached to the computer. As the steno types the strikes/words are translated into English onto the screen.

d. Computer Aided Transcription (CAT). With this type of system, the steno strikes a key which is written onto a disk. The disk is inserted into an attachment to the computer and the information is brought up on the computer screen. A back-up voice tape is made also so that a re-verification can be made of the transcript.

e. Video Recording. The USAO will determine video formatting: USAfx

The Contractor must give the Government its copy prior to the witness being presented their testimony. The Government may choose to present the deposition to the witness. In the event further information is desired, the above referenced volume is a part of the United States Code, Title 28 and may be found at any public library.

(a) Everything spoken pertaining to the subject matter of the deposition shall be reported, unless the Presiding Official otherwise directs. No part of any proceedings, of which notes have been taken as required, shall be omitted from the record, unless the Presiding Official so directs.

(b) All notes, records, documentary exhibits, and any other material which is a part of, or relates to, any action recorded by the Contractor shall be the property of the United States and shall be delivered to the ordering office, together with furnished transcript, unless otherwise instructed.

7. Reports

The Contractor shall submit immediately, in writing, to the Contracting Officer and the USAO the following reports:

a. Unauthorized Entry - a report on any information coming to his attention concerning unauthorized entry (actual, attempted, or threatened) at his facilities where work for the USAO is performed.

b. Loss, Compromise or Suspected Compromise - a report on any loss, compromise, or suspected compromise of transcripts, notes or other related material.

c. Any change of ownership, including stock transfers that affect the control of the corporation.

d. A report of any change in the storage capability which would affect the information which the Contractor is required to safeguard.

e. The Contractor shall also maintain and keep available for review by the USAO a master index of the Grand Jury sessions, including the date, name of Grand Jury, name of case, name of AUSA(s), case number, name of witnesses and pages from those witnesses, and the name of the court reporter.

8. Orders

The Contracting Officer will provide funding at the Task Order level on SF1449, which will state the amount of funding available for each ordering period. Services to be furnished will subsequently be ordered by the issuance of work orders signed by Contracting Officer’s Representative or Authorized Individuals of the USAO. All work orders issued hereunder are subject to the terms and conditions of this contract which shall control in the event of conflict with any work order.

All work orders placed under this contract must contain the following information:

Date of Order Order Number Description of Service Place of Performance Primary Point of Contact of the work order

IAW FAR 52.212-4 Alt I (i), the Contractor shall provide requisite notification in the event expenditures are expected to exceed 85% of current funding ceiling.

9. Key Personnel

Contractor Security Clearances – A minimum of one (1) Court Reporter and one (1) Transcriptionist position shall successfully complete a Tier 5 Investigation and be granted a Top Secret (TS) clearance. The Court Reporter and Transcriptionist will provide court reporter and transcription services for National Security cases requiring access to information up to and including TS security level.

Remaining contractor personnel shall successfully pass a Minimum Tier 4 High Risk Public Trust Background Investigation prior to starting work on-site. Security requirements and forms are described in Local Clause AI-10-1f, Security Requirements for Classified Contract (May 2016).

The key personnel whom the Contractor shall furnish for the performance of this contract are as follows:

Name: Title:

Name: Title:

The persons specified above are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and COR reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program.

No replacement of personnel shall be made by the Contractor without the written consent of the Contracting Officer.

10. Notice To Proceed

Within ten (10) calendar days after the contract award, the USAO will furnish the Contractor with personnel security application forms. The Contractor shall complete and return to the COR all personnel security application forms within seven (7) calendar days after receipt. After a sufficient number of Contractor Personnel are cleared by the Government, a notice to proceed will be issued by the Contracting Officer or the Contracting Officer’s Representative specifying a performance start date.

11. Government Personnel

Contracting Officer Jonathan Mayfield Executive Office for U.S. Attorneys Deputy Director Acquisitions Desk: 202-252-5403 Jonathan.Mayfield@usdoj.gov

Contracting Officer's Representative (COR) Perla McKay Executive Office for U.S. Attorneys Acquisitions Staff mailto:Jonathan.Mayfield@usdoj.gov

Desk: 202-252-5417 Perla.McKay@usdoj.gov

The COR is appointed to act as an authorized representative in the monitoring and administration of this task order. This individual is designated in writing as a COR, with a copy given to the Contractor. An individual designated as a COR is authorized to perform the following functions in accordance with the COR appointment letter:

Responsible, as applicable, for: receiving all deliverables, inspecting, and accepting the supplies or services provided hereunder in accordance with the terms and conditions of the contract; providing direction to the contractor which clarifies the contract effort; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

12. Payment/Invoice Requirement

Payment for actual work and services rendered under this contract will be made in accordance with the Prompt Payment Act. Invoices shall be submitted monthly and received no later than the 10th day for the previous month. To constitute a proper invoice, the invoice must be submitted in accordance with FAR 52.212-4 Alt. I (g). In addition, the following information must appear on the invoice:

Date service was performed Location service was performed Attorney’s Name Grand Jury Number (for Grand Jury only) Name of witness Number of pages Cost per page Call Number Identify from the Price List which service was performed.

Invoices shall be submitted electronically to the invoicing mailbox to Financial Division at USADC.acctspayable@usdoj.gov.

All follow-up invoices shall be marked “Duplicate of Original.” Contractor questions regarding payment information or check identification should be directed to DOJ Vendor Assistance Hotline on (202) 616-6260.

Accounting and Appropriation Data is assigned with each task order.

mailto:Perla.McKay@usdoj.gov

EOUSA Contract Requirements

1. Minimum Dollar Guarantee and Maximum Contract Ceiling

Pursuant to FAR 16.504(a), Indefinite-quantity contracts, the minimum order for the contract is stated as a dollar value and represents the total guaranteed minimum.

The total minimum dollar guarantee is $3,000 and shall only apply to the initial Base Period.

2. Maximum Contract Ceiling.

Pursuant to FAR 16.504(a), Indefinite-quantity contracts, the maximum order for the Contract may be stated as either dollar values or number of units. The number of units (daily transcripts, etc.) for each item identified on the associated Price List are provided as estimated quantities only and shall not be relied upon for purposes of establishing maximum Contract ceiling limitations.

The maximum contract ceiling for the life of the Contract (including Base and any exercised Option Periods), as stated in estimated maximum dollar value, is $1,342,962.60.

3. Compliance with Standards and Security

The Contractor’s personnel and any subcontractor personnel performing work under this contract shall comply with all applicable standards and security requirements at all times.

Please refer to EOUSA Local Clauses for Federal Grand Jury, Contractor Privacy Requirements and Personnel Security Clearance.

Only personnel handling grand jury material need to be cleared.

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.