PWS_-_25_Jul_14.pdf

Performance Work Statement (PWS) “Senior Official Inquiries Directorate (SAF/IGS) and Complaints Resolution Directorate

(SAF/IGQ) Transcription Services Contract” 25 July 2014

1.0 DESCRIPTION OF SERVICES

The Contractor shall provide as Non-Personal Services all labor, supervision, and travel as necessary to perform the tasks detailed below.

1.1 Mission: The Secretary of the Air Force, Inspector General (SAF/IG) inquiries into and reports upon the discipline, efficiency, and economy of the Air Force. SAF/IGS develops and directs policy, procedures, and processes for the Air Force Senior Official Inquiries Program involving senior official personnel. SAF/IGQ develops and directs policy, procedures, and processes for the Air Force Complaints Resolution Program involving non-senior official personnel for the Air Force. Within the Air Force, the authority to manage the Complaints Program is delegated to Inspectors General (IGs) at all organizational levels.

1.2 Program Objectives: The purpose of this contract is to obtain transcription support services for SAF/IGS and SAF/IGQ. The contractor shall be required to provide support services that generally fall into one or more of the following categories: technical and engineering, planning and policy, resources and budgeting, process engineering, and change management.

1.3 Scope: This agreement provides transcription services in support of the SAF/IGS and SAF/IGQ mission. SAF/IGS and SAF/IGQ are looking for an experienced, competent transcription company to provide transcription services.

1.2 Tasks: This PWS defines the overall requirements to be supported. Tasks performed to support this contract principally include but are not limited to IG investigations. The contractor shall provide tools, equipment, personnel, and supervision necessary to support SAF/IG’s mission as described in future tasks.

1.3 General Information

1.3.1 Non-Personal Services. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contactor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

1.3.2 Contractor Identification. N/A

1.3.3 Hours of Operation. Weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 0700 to 1600 (EST) Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside the daily hours is prohibited, without CO approval.

1.3.4 Government agencies will not be available during scheduled holidays, inclement weather, weekends, after duty hours, or AF down days. All chargeable work will be directly attributable to the task being performed by the individual.

1.3.5 Scheduled Holidays: New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

1.3.6 Place of Performance: All work will be performed off-site (Contractor’s location).

2.0 SUMMARY of REQUIREMENTS

2.1 The contractor shall provide transcription services in support of SAF/IGS and SAF/IGQ.

Services include digital transfers of interviews, resulting transcripts, and non-digital transcription services in varying formats (micro cassette, standard cassette, and video formats). Products are to be typed, proofed, and provided in a uniform format (using Times New Roman font, 12 pitch) with a greater than 99.9% accuracy rate down to and including scripting prompts, which may reflect unusual occurrences in the transcripts (such as “witness upset” or “jets flying over”), when those types of interruptions affect the testimony. Words which the contractor is unsure of (e.g. spelling), shall be clearly identified in the transcripts with square [ ] brackets.

Transcriptions of recorded interviews of 2 hours duration or less are expected to be delivered in 3-5 business days. Transcriptions of recorded interviews greater than 2 hours duration are expected to be delivered in 6-7 business days. Transcriptions of recorded interviews, classified as High Priority, of any duration are expected to be delivered within 24 hours of submission.

2.2 The contractor shall provide a work flow matrix using Microsoft Office Excel format so that the investigating officers and office staff know what stage a transcript is in and when it's likely to be delivered. This tracking system will be utilized for each interview transcribed to assist in preventing double billing.

2.3 The contractor shall provide a single point of contact for files available for questions, status reports, or emergent expedited files during the hours of 0700-1800 (EST), Monday - Friday.

2.4 The contractor shall provide 100% digital capability with a dedicated server used exclusively for IG digital transfers of interviews and resulting transcripts.

2.5 The contractor shall not send any of the IGS or IGQ products to any unauthorized entities.

This ensures security of highly sensitive documents is maintained. Contractor will provide to the contracting officer a signed non-disclosure agreement prior to contract award.

2.6 The contractor shall have a solid confidentiality record of at least ten (10) years and not have any breaches in keeping transcripts and information completely secure.

2.7 The contractor shall have at least 10 years transcription experience working with the Department of Defense (preferably Air Force Inspector General).

2.8 The contractor shall provide offsite storage of all final transcripts, for a period of 6 months from completion of transcript, or upon completion of case, whichever is soonest, to include a search program and filing system of all transcripts so a simple e-mail or phone call request ensures the Government access to its files.

2.9 The Government reserves the right to change the priority of deliverables at any time at no cost to the Government.

2.10 The Government can change deliverables at any time at no cost to the Government.

3.0 TASKS

3.1 The contractor shall charge the Government by the transcribed “word” for all completed transcripts.

3.2 The contractor shall summarize its efforts on the transcript and address any issues.

Transcripts must be submitted according to established timelines as shown above.

4.0 DELIVERABLES

4.1 The contractor shall submit data deliverables to SAF/IGS or SAF/IGQ in specific transcription format as noted above. Requirements for other reports will be coordinated between the customer and contractor as required for each task

4.2 The contractor shall provide a work flow matrix using Microsoft Office Excel format so that the investigating officers and office staff know what stage a transcript is in and when it’s likely to be delivered.

4.3 The contractor shall send completed transcription file via Federal Express when the internet is non-operational.

4.4 Criteria for Acceptance. All deliverables shall be submitted in a draft format for mutual agreement between the contractor and the Government. Products are to be typed, proofed, and provided in a uniform format (using Times New Roman font, 12 pitch) with a greater than 99.9% accuracy rate down to and including scripting prompts, which may reflect unusual occurrences in the transcripts (such as “witness upset” or “jets flying over”), when those types of interruptions affect the testimony. Words which the contractor is unsure of (e.g. spelling), shall be clearly identified in the transcripts with square [ ] brackets.