NCR_Oral_History_Transcription_SOW_final.pdf

National Capital Region

Washington, DC

STATEMENT OF WORK

FOR

“Digitization and Transcription of Oral Histories for Multiple

National Park Units”

NATIONAL PARK SERVICE

National Capital Region

1/29/2015

SPECIFICATIONS AND PRICING SCHEDULE

Digitization and Transcription of Oral Histories for Multiple National Park Units

Notice to Offerors: Per the September 27, 2010 Small Business Jobs Act repeal of the Small Business Competitiveness Demonstration Program under FAR Subpart 19.1005 and in accordance with the Department of the Interior Acquisition Policy Release (DIAPR) 2011-02 this solicitation is reserved for small business concerns. The NAICS code for this procurement is 512290 with a size standard of $11M.

Offers will only be considered from firms meeting this size standard.

Due to the criticality of preserving national cultural resources, in the event that sufficient responsive small business concerns are not available, the Government reserves the right to consider offers from other than small business concerns for an award determination.

The National Park Service (NPS), National Capital Region Office (NCRO) of Resource Stewardship, and Science, 1100 Ohio Drive, SW, Washington, DC 20242, is seeking a qualified vendor to perform work for the digitization and transcription of recorded oral histories (at minimum, may include other types of recorded interviews or historical events) from multiple national park organizations within the National Capital Region (NCR).

This solicitation is for two distinct service contracts respectively digitization and transcription of oral histories. Subject to the availability of funds, an additional bid option for Spanish transcription and translation services is sought and will form a component of the bid evaluations. The Government may not elect to include Spanish translation services in the anticipated contract award however the Government will consider offerors presenting the capability to provide the optional Spanish translation services. Such technical capability may serve as a final award determination factor between the final competitive range of offerors.

Note: The Government retains the right to award both digitization and translation services as a single contract (Base Year plus Optional Years) to one selected offeror or as two separate digitization and transcription services to different offerors under an Indefinite Delivery, Indefinite Quantity (IDIQ) Contract(s). The Spanish translation services may not be included, may be awarded under one primary service, or may be included in a combined service per the discretion of the Government. The award determination shall be made on a Best Value basis (see below evaluation criteria). Upon explicit prior authorization from the Administrative Contracting Officer (ACO) additional federal agencies such as the NPS Denver Service Center, Harpers Ferry Center, and other NPS regional acquisition offices may be granted use of the awarded contract. No such authorization will be made without prior agreement between the ACO with the awarded Contractor to verify ability to provide the additional services at the established Bid Schedule rates. No other NPS official such as assigned Contracting Officer Representatives will have the authority to grant such access or obligate the Government.

The base award shall be an unfunded contract incorporating a negotiated rate schedule for services per an accepted Bid Schedule. Provision of services for respective NCR program organizations will be acquired under individual funded Task Orders executed by authorized Contracting Officers. Additional work by authorized external federal agencies outside of the NCR will be acquired under similar Task Orders subject to the terms and conditions of the parent award.

OFFERS IN RESPONSE TO THE SOLICITATION

Vendor experience and references shall be presented in a brief narrative format describing key personnel qualifications and experience as defined in the below criteria. English and Spanish translation services must meet certification standards in accordance with the code of ethics and professional practice of the American Translators Association or equivalent. Experience should include a listing of at least three projects within the past five years of work similar in nature to that called for in this solicitation’s Statement of Work. The three project references shall include contract amount, customer/organization name, contact representative name and phone number.

All pricing shall represent compensation in full for furnishing the necessary manpower, facilities, supplies, materials, transportation and travel, applicable state and local taxes, shipping, and all other attributable costs to successfully complete the requirements contained herein. Any offer not responding to these requirements will be deemed non-responsive.

Coordination of Vendors: The government requires digitization and transcription tasks are completed according to the need and availability of recorded material in parks, the National Capital Region, and other program offices of the National Park Service. Some materials will require only digitization OR transcription. Some materials will require digitization AND transcription. Spanish translation may be required and will be determined by respective project needs.

A. Potential vendors may present proposals that meet the individual digitization OR transcription services.

B. Potential vendors may also choose to coordinate proposals to meet BOTH digitization and transcription services.

C. The government will award the contract to the two most qualified vendors, or single vendor, based on responsive proposals, Spanish translation bid option small business preference, and other federal procurement qualifications.

Sub-contracting opportunities:

Firms responding to this solicitation are encourage but not required to offer partnering or sub-contracting opportunities to other vendors who may be able to augment the portfolio of services being offered by the primary offeror. The National Capital Region Office of Acquisition, Financial Assistance, and Property Management (AFAPM) issuing this solicitation, has FY 2015 small business goals centered on HUBZone and Service Disabled Veteran Owned categories. Firms intending to sub-contract must clearly identify in their offer the partnering or subcontracting firms, what service offerings they will provide, and be responsible for the remittance for services in compliance with all applicable U.S.

Department of Labor and applicable FAR clauses. No formal small business sub-contracting plan is required under this solicitation and intended contract award. All partnered and sub-contracted service pricing shall be specified in the offeror’s Bid Sheet portion of their proposal.

EVALATION CRITERIA

The solicitation will stipulate the evaluation criteria in FAR clause 52.121-2 Evaluation – Commercial Items and section M of the Request for Proposal. A “Best Value” determination is one whereby the expected outcome of the acquisition, in the Government estimation, provides the greatest overall benefit in response to the requirement. The weighted evaluation factors will be as follows:

1. Key personnel meet the positive training/technical skills/experience requirements for a transcription archivist, as indicated by past employment in private or government positions.

10 points

2. Company experience in the field of oral history transcription and digitization. 30 points

3. Experience in writing, editing and production of archival documents or materials for the National

Park Service, other federal agencies, or educational institutions. 20 points

4. Price. 10 points

5. Non-weighted award determining factor: Capability of providing Spanish translation services.

The Federal Acquisition Regulation website is https://acquisition.gov/far/index.html.

MANDATORY REGISTRATION REQUIREMENTS

Registration in Online Representations and Certifications Application (ORCA) is encouraged in responding to this solicitation (https://www.sam.gov/portal/public/SAM/). (ORCA migrated under the System for Award Management (SAM) in July 2012). In addition, active registration in SAM is required in order to conduct business with the Federal Government.

BID SUBMISSION

Responses must be received NLT 2:00 p.m. Eastern Standard Time, Monday, February 23, 2015 at the indicated address. Responses shall be submitted via two hard copies by hand or express mail carrier service. Offers shall be bound (spiral or comb (GBC) bound is preferred. Stapled or taped spine binding are acceptable alternates. NO folders will be accepted), double sided, black and white format. One additional electronic copy shall be sent via electronic mail attachment in a 300 ppi, non-OCR .pdf format to the CO and Technical Representative at their indicted electronic mail addresses. The proposals shall include labor rates and applicable fee schedule per the attached prescribed Pricing Schedule/ Bid Sheet. Please note that the Bid Sheet is a spreadsheet with 4 tabs: “Digitization,” “Transcription,” “Copy Edit,” and “Bid Option-Spanish.” Submit proposed pricing schedule on each tab.

The bound proposals shall be developed and assembled in a manner that chronologically corresponds and addresses the Technical Evaluation Criteria. Submission of any additional supporting material is allowed, but only to the extent that it graphically (via drawings and photographs or product sample) substantiates the relevant project work. Additional information should not exceed 5 double-side pages.

Primary offer submissions received via e-mail will not be accepted. Offers submitted via facsimile will NOT be accepted. In support of the sustainable practices of resource conservation and material recycling, submissions should be concise, make wise use of recycled/recyclable paper and other materials, and be organized in such a manner that the recyclable materials can be easily removed after evaluation. To the extent possible, printed/copied double-sided paper documents should be submitted.

The tendered offers shall become the property of the Government and retained as required for record.

All responsible sources may submit an offer, which will be considered by the Government.

The Contract Specialist responsible for procurement information:

Contracting Officer: John K. Warner National Park Service National Capital Region Office of Acquisitions, Financial Assistance, and Property Management 1100 Ohio Drive, SW Washington, DC 20242 Telephone No. (202) 619-6369 Facsimile No. (202) 485-9720 Electronic Mail: john_k_warner@nps.gov

The Technical Representative responsible for requirements and specification information:

Jennifer Talken-Spaulding Regional Cultural Anthropologist National Park Service National Capital Region 1100 Ohio Drive, SW Washington, DC 20242 Telephone No. (202) 619-7205

Electronic Mail: jennifer_talken-spaulding@nps.gov

Bid Deadline and Proposal Delivery Address

Proposals shall be submitted no later than 2:00 pm, Monday, February 23, 2015 via express mail carrier or hand delivery to:

John Warner E-mail: john_k_warner@nps.gov Fax: 202-485-9720 Office: (202) 619-6381

National Capital Region Acquisition Management Annex 1100 Ohio Drive, SW Washington, DC 20242 GPS coordinates 38.8777526,-77.0340304

Scope of Work

Digitization and Transcription of Oral Histories for Multiple National Park Units National Capital Region, National Park Service

I. Summary This project will provide for the digitization and transcription of recorded oral histories (at minimum, may include other types of recorded interviews or historical events) from multiple national parks within the National Capital Region and additional authorized NPS park, regional, or national program offices. The project will be managed by the Cultural Anthropology Program, National Capital Region (NCR). The Contracting Officer’s Representative (COR) will be the Regional Cultural Anthropologist. The COR, or designee, (including individual park, regional, or national office program managers) will coordinate the work outlined in this scope directly with the vendor(s).

At minimum, the Government guarantees core work for this project will be provided from park and regional material represented by (representative, may include other NCR parks):

National Capital Region, Catoctin Mountain Park (MD), Chesapeake & Ohio Canal National Historical Park (MD), Harpers Ferry National Historical Park (WV), Prince William Forest Park (VA), George Washington Memorial Parkway (VA), National Mall and Memorial Parks (DC), and park units within National Capital Parks-East (DC, MD).

In addition, authorized NPS park, regional, or national offices may issue Task Orders within the scope of the Statement of Work. Additional task orders will be funded by NPS park, regional, or national offices outside of the National Capital Region, and may include materials from (representative of) the Northeast Region, the Southeast Region, or the NPS Park History Program.

II. Scope of Services A. Digitization: Oral history recordings will be converted from old media (such as VHS, reel to reel, and cassette tapes) into a digital format. The new audio files will be created using the Naming Format provided (see Section III). There will be no charge for blank tape (i.e. no audio).

1. Base Year - Known Quantities:

a. Cassette tapes to digital: 15

b. VHS to digital: 5

c. Reel-to-reel to digital: 15

2. Transfer of Materials:

a. Original oral history recordings will be provided to the vendor(s) for digitization.

Return shipping will be provided by the vendor via FedEx or other trackable mail delivery system. Original materials SHALL NOT be shipped to the NCR Regional Office in Washington D.C. via regular U.S. Mail, which is subject to radiation and will DESTROY original materials.

b. Completed audio files may be provided to the park or originating NPS office via NPS External FTP Site (see Section III.) or archival quality CD or DVD.

B. Transcription: Oral history recordings (audio files, cassette tapes, VHS, or video recordings) will be transcribed. Transcriptions will use the formatting requirements in Section III. As requested by the COR or designee, transcriptions will include a detailed index (names, places, broad themes with audit-edit review) including their associated time stamp. Interviews are typically two people (interviewer and narrator). Some interviews may have three or more individuals.

1. Language: The majority of the interviews and recordings are conducted in English.

However, there may be a need for transcription in Spanish and/or Spanish to English Translation. (See VII. Bid Option.)

2. Base Year - Known Quantities:

a. Transcription (from audio files): 60-75 oral history interviews, 60 – 120 minutes per interview.

b. Transcription from VHS / video: 13

c. Copy-edit of existing transcriptions: 20

3. Transfer of Materials:

a. Original oral history recordings will be provided to the vendor(s) for digitization.

Return shipping will be provided by the vendor via FedEx or other trackable mail delivery system. Original materials SHALL NOT be shipped to the NCR Regional Office in Washington D.C. via regular U.S. Mail, which is subject to radiation and will DESTROY original materials.

b. Completed audio files may be provided to the park or originating NPS office via NPS External FTP Site (see Section III.) or archival quality CD or DVD.

C. Copy-edit of Existing Transcripts: Existing transcripts and audio files will be provided by the COR, or designee, for copy-edit review by the vendor. Transcripts will be corrected, including the addition of time stamps, as needed, and returned as a finished transcript. As requested by the COR or designee, transcriptions will include a detailed index (names, places, broad themes with audit-edit review) including their associated time stamp.

III. Requirements, Formatting and Standards A. Requirements

1. Return shipping will be provided by the vendor via FedEx or other trackable mail delivery system. Original materials SHALL NOT be shipped to the NCR Regional Office in Washington D.C. via regular U.S. Postal Service Mail, which is subject to radiation and will DESTROY original materials. NOTE: The NCR Regional Office may be moving to a temporary office location within Washington DC in 2015. The NPS will provide an updated address when available.

2. Completed audio files or transcriptions may be provided to the park or originating office via NPS External FTP Site. The vendor(s) will be invited to the FTP site by the COR (http://secure.nps.gov) to complete self-registration for a new account. Files on the FTP site remain active for 30 days before they are automatically deleted. If the vendor’s account goes inactive (typically after 30 days of inactivity), the vendor can access the system, select the “I don’t have an account yet” link (below the login button) and follow the prompts to authenticate and create a password. All previous settings to the vendor account will then be reactivated.

3. Shipping: Costs associated of the return shipment of original materials to the COR, or designee, shall be included in the overall contract costs and paid by the vendor(s).

Shipping for unknown quantities will be paid at a standard rate for Priority Mail or 3-day FedEx. Original materials SHALL NOT be shipped to the NCR Regional Office in Washington D.C. via regular U.S. Postal Service Mail, which is subject to radiation and will DESTROY original materials.

B. Naming Format – National Capital Region (NCR)

1. Unless otherwise noted, use the following naming format for audio files and transcript Word documents created for this project. Alternative (comparable) naming formats may be provided by NPS originating offices outside of NCR as applicable per task order.

2. The naming format shall be: Park/Office Acronym ("HAFE")_Site/project name ("StorerC") _Narrator's first initial and last name ("JSmith")_Interviewer's initials ("JM")_Date of the interview as: YYYYMMDD (1999, May 1)" EXAMPLE: "HAFE_StorerC_JSmith_JM_19990501"

3. Use an underscore (“_”) between the sections so the file name is continuous.

4. If more than one audio interview file is created on the same day, use the same naming format and add "A, B, C", etc after the date.

EXAMPLE: "HAFE_StorerC_JSmith_JM_19990501A"

C. Transcript Format

1. Unless otherwise noted, use the following transcript format for Word documents created for this project. Alternative (comparable) transcript formats may be provided by NPS originating offices outside of NCR as applicable per task order.

2. Transcripts will be provided as a Word document, using Times New Roman, 12 pt.

font.

3. Transcriptions should identify the full name of each speaker at the beginning, and then use the initials of each speaker throughout.

4. Time stamps will be provided in the text at 1 minute intervals.

5. Do not include “ums/ ahs/ ya knows,” etc. in the transcript.

6. Unless otherwise noted, adapt and use the following header on the first page of the transcript:

[INSERT Name of Project] Oral History

[INSERT Name of Park or Office] Interview with [INSERT name of narrator] by [INSERT name of interviewer]

[INSERT location of interview, city/ state] [INSERT date of interview]

EXAMPLE:

Storer College Oral History Project

Harpers Ferry National Historical Park (HAFE) Interview with Jane Smith by Joe Miller at the Home of Jane Smith, Harpers Ferry, WV May 1, 1999

7. Include the narrator’s name, date of interview and page number in the header on each subsequent page.

8. If the transcript includes more than one audio file or tape for the same interview, the transcript shall indicate the change in file (EXAMPLE: End of Tape 1). When the transcript resumes, indicate the new file (EXAMPLE: Beginning of Tape 2). After a break in the tapes/audio recordings, the transcript shall begin new time stamps that coordinate with the recording.

D. Standards

1. Some materials provided for digitization or transcription may include sensitive information or personal information covered by the Privacy Act. The vendor(s) shall adhere to the professional standards and principles of the Oral History Association (http://www.oralhistory.org/about/principles-and-practices).

2. To maintain the privacy and integrity of the oral history material, all work shall be completed by the vendor and key personnel as identified in the vendor’s proposal.

The vendor will not subcontract any portion of this project without prior, written approval from the Contracting Officer. Any changes to key personnel must be submitted to the Contracting Officer and COR for approval.

3. The vendor(s) SHALL NOT release or use audio files, clips, transcriptions, video, or other portions of material provided by the government to the public without written permission of the Contracting Officer.

4. English and Spanish translation certification/accreditation in accordance with?

IV. Review and Acceptance of Transcriptions A. A draft transcript shall be provided for each interview by the vendor(s) to the COR, or designee, via e-mail or NPS External FTP Site (see Section III). The COR, or designee will acknowledge receipt of the draft transcript. The COR, or designee, will review the draft transcript and provide any corrections to the vendor(s) within 60 days. (The draft transcript may be provided by the COR, or designee, to the narrator for a 30-day review http://www.oralhistory.org/about/principles-and-practices within the 60-day NPS review period.) All corrections shall be included in the final transcript submitted by the vendor(s).

B. If the COR, or designee, does not provide comments or corrections on the draft transcript within 65 days of receipt, the vendor(s) can assume there are no corrections and submit the final transcript.

V. Schedule for Completed Tasks

A. Digitization: The vendor(s) will have 60 days to complete the conversion of old media, received in each single shipment from the COR, or designee. If the vendor(s) discovers a problem with the quality of the audio or materials for conversion, the vendor(s) should contact the COR immediately to discuss further options or replacement material.

The vendor(s) shall return all original materials to the COR, or designee, via FedEx or other trackable mail system, within 14 days of task order completion. Original materials SHALL NOT be shipped to the NCR Regional Office in Washington D.C. via regular U.S. Postal Service Mail, which is subject to radiation and will DESTROY original materials.

B. Transcription: The vendor(s) will have 150 days (which includes the 60-day NPS review period) to complete the transcripts for each interview, received in each single submittal from the COR, or designee. If the vendor(s) discovers a problem with the quality of the audio or materials for transcription, the vendor(s) should contact the COR immediately to discuss further options or replacement material.

The vendor(s) shall return all original materials for transcription to the COR, or designee, via FedEx or other trackable mail system, within 14 days of task order completion.

Original materials SHALL NOT be shipped to the NCR Regional Office in Washington D.C. via regular U.S. Postal Service Mail, which is subject to radiation and will DESTROY original materials.

C. All Base Year work under executed Task Orders outlined in the scope of this contract will be completed 730 days from the date of contract execution.

D. Optional Years: Subject to availability of funding, from either the balance of funds from the Base Year funds, or additional funding received in future fiscal years (through Fiscal Year 2019), the government reserves the right to exercise Optional Years. If the government exercises the Optional Years, additional materials for digitization, transcription, or copy editing, based on the above scope of work and established pricing schedule, will be provided to the vendor(s) without further competition.

A total of four additional Option Years is anticipated with the total contract base plus option year term not to exceed five years.

VI. Qualifications and Payments

A. Qualifications: The vendor(s) shall adhere to the professional standards and principles of the Oral History Association (http://www.oralhistory.org/about/principles-and-practices) as well as National Park Service Director’s Orders No. 28 and its guidelines.

B. Small Business Preference: The government will give preference in selection to proposals from vendors who are small businesses. Subject to responsiveness, the government may also consider proposals from larger firms.

C. Registration in SAM and IPP:

1. All successful vendors must be registered in the System for Award Management

(SAM: https://www.sam.gov/portal/public/SAM) in order to receive electronic payments of federal funds.

2. Successful vendors must also register at IPP (Invoice Processing Platform) which is a no fee, mandatory service for processing invoices (http://www.ipp.gov/).

D. Progress Payments:

1. Invoices submitted via the IPP System may include but are not limited to the following information:

a. Company name and address

b. Invoice Date

c. Contract number or other authorization such as contract modification for services performed

d. Description of item in strict accordance with the contract line item (CLIN) structure of the contract. Failure to format IPP-based invoices in a manner that matched the awarded contract CLIN(s) may prevent processing of the electronic invoice through the Department of the Interior procurement system (Financial and Business Management System – FBMS).

2. Digitization: Progress payments may be authorized after the review and acceptance of the first two converted audio files per each single shipment from the COR, or designee. Progress payments will be authorized based on the amount of work anticipated per single shipment from the COR or designee.

3. Transcription: Progress payments may be authorized after the review and approval of the first draft transcript, per each single submittal from the COR, or designee.

Progress payments will be authorized based on the amount of work anticipated per single submittal from the COR or designee.

VII. Bid Option

A. The majority of the interviews and recordings are conducted in English. However, the Government may exercise the Bid Option #1, according to the established price schedule (as proposed by the vendor on the Bid Sheet). This option provides for one or more services, as needed, for interviews conducted in Spanish or other Spanish-language audio recordings.

http://www.oralhistory.org/about/principles-and-practices http://www.ipp.gov/

1. Spanish Transcription: Provide transcription of interviews conducted in Spanish, or Spanish-English. Transcription will be provided as a Word file, in Spanish (or Spanish-English to accurately reflect the language used in the interview).

2. Spanish to English Translation: Provide text-to-text translation of Spanish to English.

3. English Translation of Spanish Audio: Provide English translation of interviews conducted in Spanish or of other Spanish-language audio files.

4. Spanish language translation certification requirements/standards in accordance with the code of ethics and professional practice of the American Translators Association or equivalent.

B. All other requirements in this scope of work apply to this Bid Option, if exercised per task order.

CONTRACT ADMINISTRATION

The Contract Specialist responsible for administering this contract:

Contracting Officer/Administrative Contracting Officer: John K. Warner National Park Service National Capital Region Office of Acquisitions, Financial Assistance, and Property Management 1100 Ohio Drive, SW Washington, DC 20242 Telephone No. (202) 619-6369

Electronic Mail: john_k_warner@nps.gov

The Contracting Officer’s Representative responsible for administering this contract:

Jennifer Talken-Spaulding Regional Cultural Anthropologist National Park Service National Capital Region 1100 Ohio Drive, SW Washington, DC 20242 Telephone No. (202) 619-7205 Electronic Mail: jennifer_talken-spaulding@nps.gov

END OF STATMENT