REV4 9-2-2022 Questions and Answers.pdf

Solicitation N0016722Q0252 Closed Captioning and Translation Services

Vendor questions and NSWCCD Technical Reponses

Vendor Questions 1:

A. Is this for off-line captioning only?

B. Do you need live human or automated captioning?

C. And if you do need live captioning, will it be for broadcast or on-line meetings or both?

D. Do you have an estimate of how many hours you will need monthly?

NSWCCD Technical Responses 1:

A. Off-line captioning only will be fine.

B. We do not need live services.

C. Just automated captioning is probably fine, there is not a benefit to needing a person doing the work for what we’re doing.

D. Historically we’ve used about 3-4 hours per month, but that’s extrapolating from our yearly dollar expenditure from the last couple years. The occasional rushed jobs have a higher cost, so it’s not a true “3 hours of transcription services per month”.

Vendor Questions 2:

E. Is there a specific amount of captioning per year set in minutes or hours?

F. Will the captioning be required to be encoded into the videos or a sidecar file.

NSWCCD Technical Responses 2:

E. No specific amount of time would be pre-set. Every request would be ad-hoc.

F. As an available option that would be fine, but we typically do our own encodings, so it is not a requirement.

Vendor Questions 3:

G. Could the government provide an estimated value in minutes or hours of audio for closed transcription and captioning services for base year and option year periods in order to provide a more accurate pricing?

H. Are all transcription and captioning services to be provided remotely?

I. What are the expected turnaround times for "regular" and "Rushed" transcription services?

J. What is the expected lead time for captioning requests?

K. Is there an incumbent? If yes, who is it and what is the current contract number?

NSWCCD Technical Responses 3:

G. Yearly estimate would be for 40 hours of service, and that would remain the same for every option year.

H. All work would be remote. We do not need any on-site services.

I. Our current turnaround for a standard job is 4 business days, so ideally future services would be similar. Rushed jobs would need to be completed by close of business the following day. We also currently have an option for same day service, but I don’t think we’ve ever had to use it.

J. Project depending, lead time would anywhere from next day to within a couple of business days.

Every request we make for this contract would be ad-hoc.

K. This is a new contract. There is no historical contract number or pricing data available.

Vendor Questions 4:

L. If awarded the RFP, what will be the process for onboarding?

M. Is the organization open to volume commitments and/or prepayments in order to secure discounted pricing?

N. Is there an Intranet where users will get information about the approved vendor and instructions for accessing services?

O. Are there any additional technologies (if not indicated) that would benefit us to know about?

P. Does your organization have a central department or mechanism for deploying accessibility services across the organization?

Q. What rates are you currently paying for the services requested in this RFP?

NSWCCD Technical Responses 4:

L. After a contract has been awarded, the approved Vendor receiving the award will be notified by the Contracts Office. Then the NSWCCD Technical POC will contact the Vendor for all onboarding and work.

M. No volume commitments or prepayments will be considered. As stated on page 1, para 4, “If awarded, the work is considered Firm Fixed Price.”

N. After a contract has been awarded, the approved Vendor receiving the award will be notified by the Contracts Office. The NSWCCD Technical POC will contact the Vendor for all onboarding and work.

O. No additional technologies. This contract would primarily be used for transcription services.

P. Our branch is not involved with deploying accessibility services. This contract is for services for us to get our in-house videos to be 508 compliant.

Q. This is a new contract. There is no historical contract number or pricing data available.