Combined_Synopsis_Solicitation.docx

N0018918QZ342

The NAVSUP Fleet Logistics Center, Norfolk, Contracting Department, intends to acquire Transcription Services to support Commander Naval Installations Command located in Washington, DC.

This is a combined synopsis/solicitation for commercial services for which the Government intends to solicit and negotiate under the authority of FAR Part 13, as supplemented with additional information included in this notice. Solicitation number N0018918QZ342 is being issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (05-81).

This requirement is being competed as a 100% small business set-aside. The NAICS code is 561410 –Transcription Services. The small business size standard is $15 M Dollards.

The Philadelphia Division, Contracting Department of NAVSUP Fleet Logistics Center Norfolk intends to solicit and award a Firm Fixed Price contract for this requirement.

REQUIREMENT:

The Department of Navy requires contractor support for accurate, verbatim Transcription Services, to support CNIC IG in meeting investigation requirements mandated by DoD and SECNAV. Transcription services ensure that interviews are transcribed accurately and in a timely manner to support investigation timelines.

The contract line items:

CLIN0001 Transcription Services Total of 12 months - Base CLIN0002 Transcription Services Total of 12 months- Option CLIN0003 Transcription Services Total of 12 months- Option CLIN0004 Transcription Services Total of 12 months- Option CLIN0005 Transcription Services Total of 12 months- Option The resultant order will consist of a period of performance commencing on 01 June 2018 and continue through 31 May 2018. The order will include four (4) one-year options which will provide Transcriptions services through 31 May 2023.

SUBMISSION OF QUOTES:

Initial quotes and any modifications thereafter are due on or before 27 April 2018 at 12:00 PM local time. Quotes shall be sent to the point of contact for this requirement:

Esteffani Liriano at Esteffani.liriano@navy.mil, Reference: RFQ N0018918QZ342 All questions about this RFQ shall be submitted by 25 April 2018 to Esteffani Liriano at Esteffani.liriano@navy.mil.

Attachment Includes:

I Performance Based Work Statement II Additional Instructions Performance Work Statement for Transcription Services

1.0 OBJECTIVE

This statement of work (SOW) provides for materials and services required for accurate verbatim transcription of recorded interviews for Commander, Navy Installations Command (CNIC) Office of the Inspector General (OIG) on an as needed basis.

The Contractor, as an independent Contractor and not as an agent of the Government, shall on the terms and conditions more particularly described herein, furnish the management and labor necessary for the performance of the work set forth below.

The Contractor shall provide verbatim transcriptions of digital recordings and, occasionally, other various types of recordings (regular or micro cassette, etc.) of interviews in support of Navy administrative investigations. Interviews digitally recorded are usually saved as *.msv or *.wma files. The Contractor shall provide the necessary personnel, incidental materials, facilities, travel and other services required to perform the tasks. The Government will provide the interview media necessary to complete the tasks within this SOW.

Knowledge of spelling, grammar, punctuation, style, required formats, and syntax sufficient to identify and correct grammatical, procedural, and format errors is required. The number of transcripts requested per case will vary.

2.0 BACKGROUND

The CNIC OIG is required to conduct responsive and impartial investigations of complaints involving substantive allegations of fraud, waste, mismanagement, and/or regulatory violations. Complete, accurate, confidential and timely transcriptions of witness and subject testimony are integral to the achievement of our mission.

3.0 SCOPE

The Contractor shall be directly responsible for ensuring the accuracy, timeliness and completion of all tasks assigned under this order.

3.1 The government shall provide:

Audio to be transcribed will be sent to the contractor either via a Department of Defense (DoD) secured and approved electronic mail system (such as AMRDEC) or via express mail. All audio received from the CNIC OIG is considered confidential and the content may not be released to any third parties without prior approval by CNIC OIG.

3.2 The contractor shall provide:

Verbatim transcriptions within five business days. The turnaround time begins once the audio recordings are in the possession of the contractor. If additional time is needed, the contractor will notify CNIC OIG and request approval for an extension.

3.3 Transcriptions should be sent to the requestor via a DoD approved electronic mail system, as a modifiable Microsoft Word file.

4.0 TASKS

4.1 Transcribe various types of recorded (cassette or digitally recorded) interviews, and provide necessary personnel, incidental materials, facilities, and other services required to perform the tasks. The Contractor shall provide and maintain its own word processing, playback equipment, and any other equipment needed to perform accurate transcription services.

4.2 Execute a CNIC non-disclosure agreement. All audio received from the CNIC OIG is considered confidential and the content may not be released to any third parties without prior approval by CNIC OIG.

4.3 Contact CNIC OIG designated personnel for clarification if questions arise during the course of Contractor’s efforts to transcribe recordings.

4.4 Provide transcripts to the requestor via a secured electronic mail system within five (5) business days.

4.5 Correct errors identified by the customer and return corrected transcript within two (2) business days.

5.0 WORK SPECIFICATIONS

5.1 The government will provide the audio to be transcribed by the contractor.

5.2 All audio received from the CNIC OIG is considered confidential and the content may not be released to any third parties without prior approval by the CNIC HQ IG office.

5.3 The contractor shall perform verbatim transcription services within a five business day turnaround time.

5.4 The contractor shall be responsible for all shipping charges when returning compact disks and tapes to the CNIC OIG. All shipments shall be certified, require signature upon delivery, and be able to be tracked to ensure delivery and the protection of confidential information.

5.5 Processing Time and Quality: The CNIC OIG will consider expeditious processing as well as product quality in conducting future business with the Contractor. Transcriptions will be examined for accuracy and must be provided within the five business days from the time of receipt of the recordings.

5.6 Word Processing Software: All transcriptions shall be completed in Microsoft Word. The version of Microsoft Word used by the contractor must be able to meet all specification outlined within the SOW. Unless directed otherwise at the time the service is requested, the transcribed record shall be transcribed in a question and answer format and conform to the following specifications:

5.7 Margins: Top and bottom margins must be 1 inch. Left and right margins must be 1.25inches.

5.8 Font: Only Times New Roman, 12-point font may be used.

5.9 Line Spacing: Double-space text. Double-space after periods.

5.10 Justification: The cover page will be center justified and all other pages must be left justified.

5.11 Indentation: Only indent when a new speaker begins speaking. Indentations are to be no more than 0.5 inch.

5.12 Page Numbering: All pages in the transcribed text shall be numbered consecutively, beginning with “1”. The page numbers shall be located in the upper right corner of each page. The cover page does not need to be numbered.

5.13 Line Numbering: All lines are to be numbered consecutively, beginning with “1”..

5.14 Required Text: The following information must be prominently displayed on the Cover Sheet of each transcription:

“Commander, Navy Installations Command” “NIGHTS case number:” (enter #, e.g., 201000987) “Interviewee’s Name and Position” (enter name of interviewee and position) “Investigator(s) Name: (enter name(s) of investigator(s)) “Date of Interview:” (enter date of interview) “For Official Use Only and Privacy Act Protected”

Prominently display “For Official Use Only and Privacy Act Protected” as a footer on each page.

5.15 Identification: Initially identify each interviewee in the transcription text by full name followed by their title with a last name throughout the remaining transcription for consistency. (Example: format for first appearance would be “Captain (CAPT) John A. Smith, Commanding Officer” and format for follow-on appearances would be “CAPT Smith.”)

Initially identify each interviewer/interviewee by first and last name when presenting the interviewer/interviewee Questions and Answers. Where last names may be the same, distinguish with use of first initial or other means as determined by CNIC OIG.

6.0 PERFORMANCE STANDARDS

6.1 Contractor’s performance will be measured on ability to provide the deliverable products in the specified format, on time, and within the dollar amounts specified on the contract. Deliverable’s will be read and reviewed by CNIC OIG Staff.

6.2 The transcription must contain no more than 20 typographical or textural errors per transcript, regardless of transcript size. Any and all errors that exceed the total of 20 errors will be considered excessive errors. Should a transcript prepared by the Contractor contain excessive errors, the Contractor shall correct all errors contained within the transcript and return the corrected transcript to the requesting customer within two business days of receipt of the returned transcript. Any transcript that contains improper margin settings or font size shall be automatically returned for correction. Correction of both typographical errors and improper settings shall be performed by the Contractor at no additional expense to the government.

7.0 INSPECTION AND ACCEPTANCE

7.1 Inspection of services may be performed by the designated representative upon completion. Acceptance of services will be performed by CNIC OIG designated personnel upon receipt of the transcriptions.

7.2 The CNIC OIG Technical Point of Contact and acceptor of invoices in Wide Area Workflow (WAWF) will be provided at time of award. Please provide monthly invoices within 15 calendar days of the following month.

8.0 PLACE OF PERFORMANCE

Work shall be performed at contractor’s place of business.

9.0 PERIOD OF PERFORMANCE

The period of performance for this contract shall commence upon award and shall include a one year base period from date of award or expiration of funds, and followed by four one year option periods.

10.0 TRAVEL

Travel is not required.

11.0 GOVERNMENT FURNISHED INFORMATION

11.1 The Government Furnished Information (GFI) includes any tapes or interview media (regular or micro cassette, etc.) or digitally recorded interviews necessary to complete the tasks within this SOW.

11.2 The GFI shall include additional identifying information, e.g., spelling of interviewer/interviewee’s names, pertaining to each interview in separate correspondence.

12.0 WORK PRODUCT

All completed transcriptions provided by this agreement are the property of the U.S. Navy. The Contractor shall permanently delete and destroy all completed transcripts within ninety (90) days of completion; this includes all versions, electronic and as hard copies.

13.0 PRIVACY ACT CONSIDERATIONS

Audio recordings (including associated court reporter notes, exhibits, etc.) of investigation interviews or furnished under this agreement for transcription are the property of the US Navy and subject to protection under the Privacy Act, 5 U.S.C. Section 552a.

Access to audio voice recordings or the transcripts prepared will not be released or granted released to third parties without the express consent of the CNIC OIG. Knowledge or information about the investigations or other United States Navy functions obtained as a result of performance under this work statement shall likewise be afforded protection from release to third parties. Any request for release of information learned by the contractor while processing transcription services shall be referred to the CNIC HQ IG Office.

14.0 RETURN OF GOVERNMENT FURNISHED RECORDINGS

In the event of termination or any other event that precludes the contractor from completing the terms of this contract, any work product, government furnished recordings, and/or completed transcriptions in the possession of the contractor shall be returned to CNIC OIG without delay.

ADDITIONAL INSTRUCTIONS

I. GENERAL

Initial quotes and any modifications there are to be submitted to the Contracting Officer on or before the closing date and time cited in the Combined Synopsis/Solicitation. Faxes, e-mails, and/or responses through NECO or any method other than emailed to Esteffani.liriano@Navy.mil are not acceptable.

Quotes consist of and shall include Representations and Certifications completed by the quoter in accordance with instructions contained elsewhere in this solicitation. If the quoter has completed all of the representations and certifications required by this solicitation in SAM in accordance with FAR 52.204-8 and DFARS 252.204-7007 ALT A, then the quoter need not submit the additional Representations and Certifications.

Quoters shall respond to all requirements of the solicitation document. Quoters are cautioned not to alter the solicitation. Alternate quotes are not authorized. An objection to any of the terms and conditions of the solicitation will constitute a deficiency which will make the quote ineligible for award.

II. REQUIREMENTS FOR QUOTE CONTENT

Quotes shall contain one (1) volume: Volume I – Price Quote, volume should contain the following items in addition to the other information required by this solicitation:

Requirements for Style: Each quoter shall submit a quote that clearly and concisely sets forth the contractor’s response to the requirements of the solicitation. The quote shall contain all the pertinent information in sufficient detail in the one area of the quote where it contributes most critically to the discussion.

Volume II- Each quoter shall submit Statement or Acknowledgement stating that a five (5) Day turnaround can be met.

Page Limitations

Volume I, “Price Quote,” is not page limited.

Volume II, not page limited.

III. QUOTE CONTENT

(2) Volume I – Price

Each page should include the following legend: Source Selection Information - See FAR 2.101 and 3.104

Volume I shall include the completed solicitation documents and a complete and detailed price breakdown with all supporting documentation.

Volume II

Volume II shall include a detailed statement with supporting documentation.

EVALUATION CRITERIA AND THE BASIS FOR AWARD – Lowest Price Technically Acceptable

Award shall be made to a responsible small business concern whose quotation is determined to provide the required Transcription Services with five (5) day turnaround and who also offers the lowest price.

Prices will be evaluated on the basis of price analysis. Price analysis pertains to the quoter’s ability to submit a firm fixed price quote which is fair and reasonable for the full contract performance.

THE FOLLOWING CLAUSES/PROVISIONS APPLY:

FAR 52.203-18, FAR 52.203-19, FAR 52.204-7, FAR 52.204-13, FAR 52.212-1, FAR 52.222-22, FAR 52.232-39, FAR 52.232-40, FAR52.237-1, FAR 52.237-2, DFAR 252.203-7000, DFAR 252.203-7002, DFAR 252.204-7003, DFARDFAR 252.204-7004 ALT A, DFAR 252.204-7012, DFAR 252.204-7015, DFAR 252.225-7048, DFAR 252.232-7003, DFAR 252.232-7010, DFAR 252.237-7010, DFAR 252.244-7000, DFAR 252.247-7023, FAR 52.212-4, FAR 52.212-5, FAR 52.222-41, FAR 52.222-42, FAR 52.222-43, FAR 52.222-47, FAR 52.222-49FAR 52.225-25, FAR 52.252-2, DFAR 252.203-7005, DFAR 252.204-7008, DFAR 252.232-7006,