B08_Solicitation_Attachment_1_SOW.docx

Tribal Interior Budget Council (TIBC) Statement of Work (SOW) Transcription Services for November 2026 TIBC Meeting

1. Background The Tribal Interior Budget Council (TIBC) holds regular meetings with Tribal and Federal leadership to discuss budget priorities, policy matters, and program issues. To support documentation, transparency, and record‑keeping, Indian Affairs (IA) requires professional transcription services for the TIBC meeting scheduled for November 19–20, 2026, at Okana Resort, 639 First Americans Blvd., Oklahoma City, OK 73129. The meeting will include presentations, facilitated discussions, and open Tribal participation.

Although sessions will be livestreamed, IA prefers onsite transcription to ensure accuracy and minimize technical disruptions.

To support preparation, the draft agenda for the November 2026 TIBC meeting is available at the following link: https://www.bia.gov/sites/default/files/media_document/tibc_agenda_nov_2026_draft.pdf

2. Scope The Contractor shall provide comprehensive transcription services for both meeting days, including onsite attendance, capture of all spoken content, and production of a final 508‑compliant transcript. Services include setup, monitoring audio quality, and accurate documentation of Tribal and Federal comments.

3. Objectives The objective of this requirement is to obtain complete, accurate, and accessible written transcripts of all discussions occurring during the two‑day TIBC meeting. These transcripts support IA’s records, program accountability, and communication with Tribal governments.

4. Requirements

4.1. Task Requirements

The Contractor shall:

· Attend all scheduled sessions in person unless otherwise approved by the IA Point of Contact (POC).

· Transcribe all meeting discussions, including comments from Tribal leaders, Federal representatives, and participating attendees.

· Capture accurate speaker identification. Participants will state their name and Tribal affiliation when addressing the Co‑Chairs.

· If a Tribal leader or participant speaks in the Native language, the Contractor shall record this as “[spoken in Native language]” in the transcript.

· Monitor audio quality and notify IA staff immediately of any issues affecting transcription accuracy.

4.2. Onsite Support

· Contractor personnel shall arrive at least 30 minutes prior to start time to allow for equipment setup and sound checks.

· IA will provide access to available audio/visual equipment to support transcription needs.

4.3. Schedule

· Day 1 (Thursday, November 19, 2026): 8:30 AM – 5:00 PM Includes a 60‑minute lunch and two 15‑minute breaks.

Note: Discussions may run long and adjust break times.

· Day 2 (Friday, November 20, 2026): 9:00 AM – 3:30 PM Includes a 60‑minute lunch and one 15‑minute break.

Note: Extended discussion may shift schedule or adjournment time.

4.4. Standards and Compliance

· Transcripts must be formatted in clear, readable structure, capturing spoken content verbatim with proper speaker identification.

· Final documents must conform to Section 508 accessibility standards.

· Accuracy should meet or exceed commonly accepted professional thresholds (95–98%).

5. Deliverables The Contractor shall deliver:

1. Final Full Transcript

· Delivered electronically in PDF format.

· Delivered within 15–20 business days after event completion.

· Must meet Section 508 compliance standards.

· Transcript shall be produced in a cleaned-up (edited) style. Filler words, repeated words, false starts, and unnecessary verbal clutter shall be removed while preserving the full meaning and intent of each speaker.

· Where Native language are spoken, include a notation “[spoken in Native language]”.

2. No condensed transcripts are required.

IA staff will assist with confirming proper spelling of names and Tribal affiliations using event registration logs.

6. Period of Performance The period of performance is November 19, 2026 – December 21, 2026, which includes onsite support during the meeting and with final deliverables due no later than 20 business days after the event.

7. Government‑Furnished Information and Onsite Support IA will provide the following to the Contractor during the period of performance:

· Seating and workspace adequate for transcription activities.

· Access to the venue’s audio/visual system for the purpose of connecting Contractor provided transcription equipment.

· Name spelling and Tribal affiliation verification support.

IA will not furnish computers, audio recording devices, transcription hardware, or any other equipment. The Contractor is responsible for providing all equipment necessary to perform transcription services and for ensuring compatibility with the venue’s A/V system.

8. Contractor Qualifications Contractor personnel should possess:

· Demonstrated experience transcribing government or Tribal meetings.

· Experience with multi‑speaker public forums.

· Capability to produce 508‑compliant documents.

· Adequate equipment to support accurate onsite transcription.

9. Place of Performance Okana Resort 639 First Americans Blvd.

Oklahoma City, OK 73129

10. Security and Confidentiality Requirements All meeting content, audio, and transcripts are considered official communication of Indian Affairs. The Contractor shall:

· Protect all information from unauthorized disclosure.

· Transmit files securely.

· Destroy all working materials (audio copies, drafts) after acceptance of the final transcript unless otherwise directed by IA.

11. Travel If required, the Contractor shall include the cost of travel, lodging, and per diem in accordance with federal travel regulations unless otherwise addressed in the acquisition instrument.