PWS Transcription Svcs v3.docx

PERFORMANCE WORK STATEMENT

Transcription Services

1.0 INTRODUCTION

1.1 MISSION AND ORGANIZATION: The Defense Contract Audit Agency (DCAA) provides audit and financial advisory services to Department of Defense (DoD) and other federal entities responsible for acquisition and contract administration. DCAA’s role in the financial oversight of government contracts is critical to ensure DoD gets the best value for every dollar spent on defense contracting. DCAA operates under the authority, direction, and control of the Under Secretary of Defense (Comptroller)/Chief Financial Officer. Its work benefits our men and women in uniform and the American taxpayer. The Agency’s primary function is to conduct contract audits and related financial advisory services. Contract audits are independent, professional reviews of financial representations made by defense contractors, and DCAA helps determine whether contract costs are allowable, allocable, and reasonable.

DCAA operates under the authority, direction, and control of the Under Secretary of Defense (Comptroller)/Chief Financial Officer. The Agency consists of about 4,800 employees at over 300 locations in the United States, Europe, the Middle East, Asia and the Pacific. DCAA’s organizational structure consists of three geographic regions, a field detachment to conduct classified work, and four-Corporate Auditing Directorates (CAD).

1.1.1 DCAA Office of Inspector General (OIG) Mission: The DCAA OIG mission is to provide independent, relevant, and timely oversight support to the DCAA in the forms of impartial investigations, process oriented inspections, employee assistance and complaints resolution. This mission is accomplished through the effective use of all the concepts and procedures routinely practiced throughout the spectrum of Inspectors General Activities. The DCAA OIG provides oversight and promotes excellence, integrity, and accountability within the programs, operations, and management of the DCAA. DCAA OIG protects resources by identifying vulnerabilities, ensuring compliance with public law, DoD Directives and Instructions as well as internal Agency policies. When appropriate, develops solutions for the Agency’s most serious managerial and programmatic challenges.

1.2 OBJECTIVES: The purpose of this requirement is to obtain transcription support services for DCAA OIG. The contractor shall be required to provide transcription 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.

2.0 SCOPE OF WORK: This requirement provides transcription services in support of the DCAA OIG mission. The DCAA Inspector General requires an experienced, competent transcription company to provide transcription services to the DCAA OIG.

2.1 TASKS: Tasks performed to support this principally include but are not limited to work within the following areas: DCAA Inspector General Investigations and Inspections. The contractor shall provide tools, equipment, personnel, and supervision necessary to support DCAA OIG mission as described.

2.1.1 The contractor shall provide transcription services in support of DCAA OIG. Services include digital transfers of interviews and resulting transcripts and non-digital transcription services in varying formats (digital audio file and digital video file formats). Products are to be typed and proofed and provided in a unified 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 “phone ringing in background” or “witness crying” or any other significant noise or incident which influences flow or could alter interpretation of testimony). Words which the contractor is unsure of i.e. spelling etc., are clearly identified in the transcripts with square [ ] brackets.

Each transcribed page will follow the following format:

***********************************START PAGE***************************

HEADER:

FRNO: YYYY-XXXXX INV OFF(s):_IO1 – First Last Name , IO2 – First Last Name, INTERVIEWEE(S):_W1 – First Last Name, W2 – First Last Name

Page margins are to be 1 inch and lines will include line numbers. Average number of lines per page will be approximately 45-55 lines. Line numbers will be depicted between the header and footer starting with the number 1. Lines will be single-spaced while one person is talking and double-spaced when changing between speakers.

Speakers will be identified alphanumerically such as(IO1), (IO2), (W1) (W2) and that speaker will be assigned that alphanumeric throughout the interview.

The last page of the transcipt will include the following for the investigating officer to sign after certifying transcript accuracy:

Certified by: ______________________

FOOTER:

FOR OFFICIAL USE ONLY

This is a protected document. It will not be released (in whole or in part), reproduced, or given additional dissemination (in whole or in part) outside of Inspector General channels without prior approval of the Defense Contract Audit Agency Inspector General or designee.

*************************************END PAGE********************************

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

2.1.3 The contractor shall provide a single point of contact for files who is available for questions, status reports, or emergent expedited files during the hours of 6:00 a.m -6:00 p.m., Monday – Friday (this includes federal holidays). The contractor shall be available on the phone by forwarding all calls to their cell phone in the event they cannot be present in the office.

2.1.4 The contractor shall be able to provide 100% digital capability with a dedicated server used exclusively for OIG digital transfers of interviews and resulting transcripts.

2.1.5 The contractor shall not send or store any DCAA OIG products out of the country. This ensures security of highly sensitive documents is maintained. Contractor and all employees assigned to work on DCAA OIG products will sign a non-disclosure agreement within 30 days of award.

2.1.6 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.

2.1.7 The contractor shall provide offsite storage at their facility of all final transcripts 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 their files. The contractor shall provide offsite storage at their facility of all final transcripts for a period of six months, or upon completion of case, whichever is latest.

2.1.8 The contractor shall charge the government by the “page” for all completed transcripts.

2.2 DELIVERABLES:

2.2.1 Transcriptions of recorded interviews of 2 hours duration or less are expected to be delivered in 3-5 business days after receipt from the DCAA Program Manager (PM). Transcriptions of recorded interviews greater than 2 hours duration are expected to be delivered in 6-7 business days. Reference Task 2.1.1.

2.2.2 The contractor shall provide a work flow matrix using Excel format so that the investigating officers and office staff know what stage a transcript is in and when it is likely to be delivered. Reference Task 2.1.2.

2.2.3 The government reserves the right to change the priority of deliverables at any time at no additional cost to the government.

2.2.4 The contractor shall execute the Non-Disclosure Agreement within 30 days of award.

2.2.5 The contractor will have a process to accept digital recordings in .wav and .mp3 formats using internet based File Transfer Protocols (FTP). Completed transcription will be transferred using the same FTP process. When the internet is non-operational the contractor shall send completed transcription via Federal Express.

2.2.6 The contractor shall summarize its efforts on the transcript and address any issues. Transcripts must be submitted according to established timelines as shown in section 2.2.1.

2.2.7 The contractor shall submit data deliverables to DCAA OIG in specific transcription format as noted above.

2.2.8 Criteria for Acceptance. All deliverables shall be submitted in a draft format mutually agreed upon by the contractor and the Government. See Task 2.1.1 for details. Poorly done transcripts that are unusable and below acceptable standards for accuracy will be returned to the contractor for re-work.

3.0 CONTRACTOR PERSONNEL QUALIFICATIONS: Contractor personnel providing support under this contract must clearly demonstrate expert knowledge and experience in performing the tasks listed above. The contractor shall have at least 10 years transcription experience working with the DoD.

4.0 PERIOD OF PERFORMANCE, HOURS OF OPERATION, LOCATION OF PERFORMANCE:

4.1 Period of Performance. Base year of 12 months plus 4 option years.

The estimated dates are as follows:

4.2 Hours of Operation. Weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 0700 to 1600 Monday through Friday except Federal holidays or when the Government is closed due to local or national emergencies, administrative closings, or similar Government directed facility closing. The Government reserves the right to change hours of operation or restrict contractor access. Work outside the daily hours is prohibited, without Contractor Officer approval.

4.3 Location of Performance: All work will be performed off-site at Contractor’s facility.

5.0 GOVERNMENT FURNISHED EQUIPMENT AND MATERIALS: The contractor shall provide the audio file of the transcript necessary to support DCAA OIG mission as described in this requirement.

6.0 CONTRACTOR FURNISHED ITEMS AND SERVICES: The Contractor will furnish all supplies and services to meet performance requirements.

7.0 SECURITY REQUIREMENTS: All Contractor employees must meet the security criteria to occupy a sensitive position as required by DoD 5200.2-R, DoD Personnel Security Program. All contractors assigned work under this contract shall be U.S. citizens and, prior to starting work on this contract, have the appropriate completed background investigation, based on the position sensitivity and/or IT Level. That is, a Tier 3 investigation, or a Tier 5 investigation. The investigation must be favorably adjudicated by The DoD Consolidated Adjudicative Facility, Fort Meade, MD 20755. The contractor Facility Security Officer or security official will submit a Visit Request to DCAA HQ Security using JPAS SMO Code B90000. It is the contractor’s responsibility to ensure their employees meet the security requirements of this contract.

8.0 PROPRIETARY/SENSITIVE DATA REQUIREMENTS: The data processed within DCAA offices is considered proprietary and/or sensitive and therefore cannot be used to solicit or benefit other work by the contractor. Contractor agrees to comply with the following Federal Acquisition Regulation (FAR) clauses 52.224-1 and 52.224-2.

9.0 CONFIDENTIALITY AND NONDISCLOSURE:

9.1 Personally Identifiable Information (PII). The contractor is required to safeguard PII in accordance with the Privacy Act of 1974, 5 U.S.C. § 552a, DCAAR 5410.10 DCAA Privacy Program and DoD Privacy Act Regulation 5400.11-R. The DCAA PM must be informed immediately of discovery/detection if DoD PII data is compromised, lost, or stolen. The DCAA PM then must contact DCAA Operations immediately to report the discovery/detection of DoD PII data compromised, lost, or stolen. The contractor is required to complete the annual DCAA Privacy Program Training course. The DCAA PM will coordinate the DCAA Privacy Program Training with the contractor.

9.2 Compliance with Information Assurance Policies. The contractor shall remain compliant with all applicable Federal Government, DoD rules, regulations, directives, instructions, orders, and policies pertaining to Information Assurance (IA), Information Technology (IT), IT Security, and protection of Federal and DoD data and information systems including adherence to National Institute of Standards and Technology (NIST) policies, NIST/DoD security standards and the Federal Information Security Management Act (FISMA). In addition, the Contractor shall not connect any non-government issued computer or Universal Serial Bus (USB) Flash Drive Media Device to the DCAA network.

9.3 Contractor Identification. The contractor is required to identify themselves as a contractor when attending meetings and mark any documents as being contractor-prepared or ensure that their participation as contractors is appropriately disclosed.

10.0 DCAA POINTS OF CONTACT

DCAA Project Manager: The DCAA’s Office of Inspector General is designated as the Project Manager (PM) for this effort. The DCAA PM will oversee the contractor’s services in conjunction with the DCAA COR and be responsible for review and approval of all deliverables.

TBD at time of Award

DCAA Contracting Officer’s Representative

TBD at time of Award