Q and A.pdf

Could the Government please clarify what is meant by “Web-based” transcription services?

This means there will be no computer discs, thumb drives or paper/documents exchanged; files will be exchanged electronically, via a secure website provided by the contractor.

The scope of work is noted on an “as needed basis.” Could the Government please provide historic averages of the number or audio minutes or hours that required transcription?

I do not have historical data regarding IG transcription averages of the number or audio minutes or hours. In viewing the invoices, I can only determine the number of transcription jobs and the prices charged for each. I cannot determine this for last year because the contract was for both the IG and Communications Department and the invoices do not identify specifically which department was charged.

Does NAVAIR have an estimate for the amount of audio a typical work order will contain or how often work packages will be released?

In 2018,a transcription job/work order ranged from 38 pages to 1,756 pages; the jobs/work order totals for that year were only (4).

What is the average estimated runtime for the audio files? Are turnaround times variable as well?

I do not have an average estimated runtime; however, I have attached a sample interview transcript that might help.

Is the 10-day turn-around time put forward by the NAVAIR Inspector General Office measured in business days?

Yes – business days.

The SOW states: “Transcripts must contain no more than 50 typographical or textural errors per transcript, regardless of transcript size.” The industry standard for transcription accuracy is 99.9% accuracy. Would the Government please consider raising the minimum accuracy requirements to 99.9% accuracy?

Yes - The Government will consider raising the minimum accuracy requirements to 99.9% accuracy.

Will the Government please confirm they are requiring that all transcription deliverables on this contract are created by humans instead of automated speech recognition (ASR) technologies or programs to avoid the high error rate?

Yes - All transcription deliverables on this contract are created by humans instead of automated speech recognition (ASR) technologies or programs.

Does NAVAIR require clearances or NDAs from the contractors?

This is an unclassified contract. Clearances are not required. We didn’t ask for NDAs; however, yes it would be a good idea to include them as a contract requirement.

In section 6.0, the Government notes that “index sheets” and an “exhibit list” should be included in order to process payment for services. However, an index sheet and an exhibit list are not listed in the required template for the transcription. Could the government please clarify if an index sheet and exhibit list is needed, and if so, please provide a template or sample?

An “index sheets” or an “exhibit list” is just a list depicting the jobs/work orders submitted. I’ve attached a sample to show an invoice can be submitted as an “index sheets” or an “exhibit list”.

Could the Government please clarify what types of audio are used for recordings (ex. MP4, WMV, MP3, etc.)?

Recordings are WMA, MP3 format

Would the Government please clarify any page limits or font size requirements for the quotation?

No page limits or font size apply.

Would the Government please clarify the instructions for the quotation? The SAM notice states: “Your quote must contain enough technical information to evaluate your quote.” Are offerors instructed to submit a technical approach, key personnel qualifications and resumes, relevant experience, and past performance information as part of their quotation?

Not required.

Who is your current vendor, and what is your current pricing for these services? If you do not have a current vendor, how are your records handled?

The previous vendor was Net Transcripts. It was a contract that combined both the IG and Communications transcription services together. NAVAIR has decided to once more separate each effort at this time.

What is the estimated annual contract/estimated volume number of pages/lines/files to be transcribed?

We are unable to provide an estimate of transcription volume for the IG Department

What is NAVAIR’s preferred price point? Should quotes be targeted towards per page/per line/per word?

NAVAIR has no preference. The following is a sample of a submission from a few years ago to show how a vendor responded to the IG transcription requirement:

TEN DAY DELIVERY FIRM FIXED PRICE: $ 2.89 per page, inclusive of all deliverables

FIVE DAY DELIVERY FIRM FIXED PRICE: $ 2.99 per page, inclusive of all deliverables

The transcription will be performed by Certified Electronic Transcriptionists.

The per page rates are based on 25 lines per transcript page.