RFQ 15JA0523Q00000104.pdf

15JA0523Q00000104 Page 1 of 45

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 AND 30.

1. REQUISITION NUMBER

15JA78-23-PR-0085

PAGE 1 OF

5. SOLICITATION NUMBER

15JA0523Q00000104

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

08/11/2023

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls) 8. OFFER DUE DATE / LOCAL

TIME

08/28/2023 01:00 PM ET

CODE 15JA78

U.S. Attorneys Office Eastern District of Texas

550 Fannin Street

Suite 1250

Beaumont, TX 77701

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

8(A)

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

541930

SIZE STANDARD:

$22,500,000.00

10. THE ACQUISITION IS

SEE SCHEDULE

11. DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

NET 30

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER THE

DEFENSE PRIORITIES AND

ALLOCATIONS SYSTEM -

DPAS (15 CFR 700)

13b. RATING

X REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

14. METHOD OF SOLICITATION

15JA78CODE15. DELIVER TO

U.S. Attorneys Office Eastern District of Texas 550 Fannin Street Suite 1250 Beaumont, TX 77701

CODE 15JA7816. ADMINISTERED BY

U.S. Attorneys Office Eastern District of Texas 550 Fannin Street Suite 1250 Beaumont, TX 77701

FACILITY

CODE

CODE

TELEPHONE NUMBER

17a. CONTRACTOR/

OFFEROR

15JA78CODE18a. PAYMENT WILL BE MADE BY

U.S. Attorneys Office Eastern District of Texas 550 Fannin Street Suite 1250 Beaumont, TX 77701

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Translation and Transcription Services Eastern District of Texas Base Period of Performance: 09/30/2023-09/29/2024 Time and Materials

See Continuation Sheet(s) (Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REFERENCE _____________________________

OFFER DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK

5) INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (Type or print)

Victoria Gulledge

31c. DATE SIGNED

07/18/2023

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

15JA0523Q00000104 Page 2 of 45

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 11/2021) BACK

15JA0523Q00000104 Page 3 of 45

Table of Contents

Section Description Page Number

1 Solicitation/Contract Form 2 Commodity or Services Schedule

SOW Statement of Work 3 Contract Clauses

DOJ-05 Security of Department Information and Systems (APR 2015) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Dec 2022) 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (Jun 2023) 52.224-3 Privacy Training (Jan 2017) 52.224-2 Privacy Act (Apr 1984) 52.224-1 Privacy Act Notification (Apr 1984) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) DOJ-02 Contractor Privacy Requirements (JAN 2022) DOJ-03 Personnel Security Requirements For Contractor Employees (Nov 2021) DOJ-08 Continuing Contract Performance During a Pandemic Influenza or other National Emergency

(OCT 2007)

52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) OBD-01 Electronic Signatures (MAY 2019)

4 List of Attachments 5 Solicitation Provisions

52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (Dec 2022) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.204-7 System for Award Management (Oct 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 2852.233-70 Protests Filed Directly with the Department of Justice (NOV 2020) 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Mar 2023) Addendum to 52.212-1 - Instructions, Conditions and Notices to Offerors (Jul 2021) 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021)

15JA0523Q00000104 Page 4 of 45

Section 2 - Commodity or Services Schedule

SCHEDULE OF SUPPLIES/SERVICES

CONTINUATION SHEET

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0001 Routine transcription (8-10 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

195 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0002 Premium transcription (4-7 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

125 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0003 Priority transcription (2-3 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

124 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0004 Urgent transcription (1 business day)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

510 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0005 Routine translation Spanish to English (8-10 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

6,600 EA $________ $________$________$_________________

15JA0523Q00000104 Page 5 of 45

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0006 Premium translation Spanish to English (4-7 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

1,250 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0007 Priority translation Spanish to English (2-3 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

7,108 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0008 Urgent translation Spanish to English (1 business day)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2023 - 08/31/2024

Base Period

15,877 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1001 Routine transcription (8-10 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

195 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1002 Premium transcription (4-7 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

125 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

15JA0523Q00000104 Page 6 of 45

1003 Priority transcription (2-3 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

124 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1004 Urgent transcription (1 business day)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

502 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1005 Routine translation Spanish to English (8-10 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

6,600 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1006 Premium translation Spanish to English (4-7 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

1,250 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1007 Priority translation Spanish to English (2-3 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

7,108 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1008 Urgent translation Spanish to English (1 business day)

Unit Each is per word.

15,877 EA $________ $________$________$_________________

15JA0523Q00000104 Page 7 of 45

PSC: R603

Line Period of Performance: 09/01/2024 - 08/31/2025

Option Period 1

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2001 Routine transcription (8-10 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

195 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2002 Premium transcription (4-7 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

125 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2003 Priority transcription (2-3 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

124 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2004 Urgent transcription (1 business day)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

502 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2005 Routine translation Spanish to English (8-10 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

15JA0523Q00000104 Page 8 of 45

COSTS

TRAVEL

COSTS

AMOUNT

2006 Premium translation Spanish to English (4-7 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

1,250 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2007 Priority translation Spanish to English (2-3 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

7,108 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2008 Urgent translation Spanish to English (1 business day)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2025 - 08/31/2026

Option Period 2

15,877 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3001 Routine transcription (8-10 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

195 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3002 Premium transcription (4-7 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

125 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

15JA0523Q00000104 Page 9 of 45

3003 Priority transcription (2-3 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

124 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3004 Urgent transcription (1 business day)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

502 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3005 Routine translation Spanish to English (8-10 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

6,600 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3006 Premium translation Spanish to English (4-7 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

1,250 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3007 Priority translation Spanish to English (2-3 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

7,108 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3008 Urgent translation Spanish to English (1 business day)

Unit Each is per word.

15JA0523Q00000104 Page 10 of 45

PSC: R603

Line Period of Performance: 09/01/2026 - 08/31/2027

Option Period 3

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4001 Routine transcription (8-10 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

195 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4002 Premium transcription (4-7 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

125 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4003 Priority transcription (2-3 business days)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

124 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4004 Urgent transcription (1 business day)

Unit Each is per minute.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

502 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4005 Routine translation Spanish to English (8-10 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

15JA0523Q00000104 Page 11 of 45

COSTS

TRAVEL

COSTS

AMOUNT

4006 Premium translation Spanish to English (4-7 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

1,250 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4007 Priority translation Spanish to English (2-3 business days)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

7,108 EA $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICEMATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4008 Urgent translation Spanish to English (1 business day)

Unit Each is per word.

PSC: R603

Line Period of Performance: 09/01/2027 - 08/31/2028

Option Period 4

SOW Statement of Work

Statement of Work Verbatim Translation/Transcription Services

A. Project Description

The Department of Justice (DOJ) has a requirement for language services to support United States Attorney’s Office (USAO) for the Eastern District of Texas (EDTX). USAO EDTX requires language verbatim translation/transcription language services primarily English/English and Spanish/English.

1. Language services include translation, transcription, source material review & summarization, and any other linguistic support activities in support of DOJ objectives and programs throughout the Eastern District of Texas. Such activities may include the translation of all manner of documents (written and electronic) and the content of video and/or audio media, Source material (electronic audio/video files, etc.) will contain legal, business, public administrative, medical, scientific, financial, historical, geographical and military terminology and concepts, including those dealing with technology as used in the sciences (chemical, 15JA0523Q00000104 Page 12 of 45 physical, cyber, etc.). The specialized terminology used to express concepts in any of the given subject areas usually vary considerably from everyday usage in any of the target or source languages in question.

2. The Contractor must furnish all resources necessary for abstracting, translating, editing, and transcribing books, historical and military documents, journal articles, reports, manuscripts, letters, legal documents, memoranda, and other written, PowerPoint presentations, audio and video materials from Spanish ) into grammatically correct English and from English into grammatically correct Spanish language on an as-needed basis as specified herein. As the Contractor is considered an independent expert, the Contractor must provide bilingual certifications, admissible in court, as to truth and accuracy of the translation, and certify the accuracy of all products, unless otherwise stipulated in this contract.

3. The material to be translated or transcribed is, as a rule, legal in nature. The substance of the materials, however, may vary widely and is frequently highly complex, technical, and specialized.

4. All of the material made available to the Contractor will be considered “sensitive” requiring strict controls and confidentiality measures are in place at all times. All Contractor personnel are subject to the Security Requirements specified herein and must sign and abide by all confidentiality parameters established by the USAO.

B. Scope of Contract

The Contractor shall provide all verbatim translation and transcript services to perform the work described in this Statement of Work (SOW). Verbatim is defined as word-for-word and letter-for-letter translation from original mediums.

C. Statement of Services

1. Program Management. The Contractor shall be responsible for technical and administrative performance of all services required hereunder. The Contractor shall identify a single point of contact through which all Contractor/Government communications, work, and technical direction shall flow. The Contractor shall receive and execute, on behalf of the Contractor, all orders for work and technical direction and authorized ordering officials may issue within the terms and conditions of the contract.

• All administrative support of Contractor technical personnel required to fulfill the tasks assigned under this contract shall be the responsibility of the Contractor.

• The Contractor shall provide all management, administration, staffing, planning, scheduling, equipment, procuring, storage, etc., necessary to provide the services required by the contract and/or task/work order. Program management support to be provided by the Contractor shall include, but not be limited to, the following items:

• Supervision of its contract personnel and consistent and timely management of the services to be provided under this contract.

• All activities associated with recruiting and hiring staff, such as screening applicants (to include security approval & clearance requirements), interviewing, reference checking, skill set testing, etc.

• Maintaining “in-house” skills, teaming and/or subcontract arrangements to ensure that personnel with the requisite experience, skills and knowledge are available on short notice.

• Accepting, tracking and managing all task orders and work orders issued.

• Assembling billing data and billing back-up materials, including all time and materials needed for preparing any responses to Government billing rejection notifications. Generating, distributing, and tracking invoices, 15JA0523Q00000104 Page 13 of 45 including generating reports and responding to inquiries regarding invoice status, tracking which deliverables and/or units have been invoiced and which have not, etc.

• Tracking and reporting on Government furnished materials. The Contractor is responsible for adequate care and safekeeping of all Government furnished materials, including inventorying, safeguarding, tracking and reporting, etc. The Contractor shall reimburse the Government for any Government furnished materials lost or stolen while in the Contractor's safekeeping.

• All activities associated with managing subcontractors/team members, such as identifying and qualifying them, negotiating subcontracts, reviewing invoices, ensuring compliance with the security and other requirements of this contract, etc.

• Implementing and maintaining quality assurance and quality control systems to ensure that all contract and task/ work order requirements are met throughout the term of the contract.

2. Personnel. The Contractor shall provide personnel possessing appropriate Qualifications and Conduct necessary for performance under this contract.

• Translator: The Contractor shall supply translators in the languages specified by the Government who possess a minimum of two (2) years of experience in translation. Qualifying scores (defined as Interagency Roundtable Language (IRL) scale 3 minimum or equivalent) on language/translation tests of the FBI, other Government agencies, or qualified professional organizations will be considered in assessing qualifications. A qualified translator must:

• Know both English and Spanish language vocabularies typically used in formal, consultative, and casual modes of communication in various contexts, including colloquial slang, idiosyncratic slang, and regionalisms;

• Know specialized vocabulary (and terminology) in both English and the Spanish language related to the Government’s varied roles and missions, as well as possess research and analytical skills to make critical judgments regarding terminology, including expertise in the use of translation resources, monolingual reference materials, and online material;

• Write in their native language fluently, but still have strong command of the non-native language;

• Translate in a manner that is factually and conceptually accurate without changes, omissions, or additions;

• Preserve the tone and register of source language materials; and,

• The Government reserves the right to examine at any time the qualifications of new translator(s) to assess their suitability and to review the qualifications of any translator(s) to be assigned work under this contract.

• Transcribers: The Contractor shall supply transcribers in the languages specified by the Government who possess a minimum of three (3) years of experience in transcribing.

• The Government reserves the right to require the Contractor to reassign from this contract any Contractor employee(s) who is deemed incompetent, careless, unsuitable or otherwise objectionable, or whose continued use under the contract is deemed contrary to the best interests of the Government. The Contractor shall remove any employee from performance of contract work within five (5) working days of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. The Contractor shall immediately remove any Contractor employee found to represent a threat to the safety of government records, government employees, or other Contractor employees. In instances where the removal of an employee is for substandard performance or behavior negatively impacting delivery of services, the Contractor will be given an opportunity to address the situation prior to removing the employee.

3. Language Requirements. Translation and transcription linguist services will require Spanish-to-English conversions.

Transcription may also be required for English to English.

4. Services Definition

• Translation: The Contractor shall supply translators in the languages specified in C.3. The Contractor shall be proficient in translating all manner of materials and possess extensive subject knowledge, in keeping with the broad range of subject matter cited in C.1(b). The Government reserves the right to examine the qualifications of translator(s) to assess their suitability. In addition, the Contractor must possess the capability and equipment to handle the challenges of defective or incomplete source materials and exceptionally high-quality product requirements, e.g., scanners, enlarging copiers, etc.

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• To effect satisfactory preparation of a translation into English, the Contractor shall provide the full, technically and linguistically accurate rendition of the source(s) including annotations, table of contents, abstract, main text, references, tables, figures, charts, etc., enlarged or reduced as necessary, for balanced, clear and idiomatically correct exposition presented in a letter-perfect copy generated by an electronic processor. For English-language texts, the Contractor shall use only idiomatic American English with standard American spelling and internationally recognized abbreviations and symbols. With delivery, the Contractor shall provide the names of the translator and the reviewer/editor/certifier performing the work for the assignment/project with delivery.

• Word counts shall be predicated on the source word count using software technology. Such software includes WordPerfect, Adobe Acrobat, Microsoft Word, Microsoft PowerPoint, and Microsoft Excel. Word counts in the source document shall form the basis of invoicing, but the Government will not pay for repetitive/duplicative content (i.e. bank records where a template can be used). English word counts are to be used when a character-based language is either source or target (i.e. Chinese, Japanese, Korean, Thai). Translated word counts are to be used when a source document does not lend itself to automated word count technology (i.e. handwritten documents, documents that cannot render OCR).

• The Contractor shall use translation productivity tools that facilitate the efforts of linguists by building and using active databases for commonly used phrases (ex. SDL Trados). The Contractor shall use these tools to save time, reduce costs, and increase consistency. These tools, however, shall never take the place of human translation/review since context is of upmost importance for accuracy. Further, the Contractor shall forgo using such software in situations where the effort required to use the software exceeds the benefit of using the tool.

of the Contractor shall ensure that using such a tool(s) is advantageous to the Government in terms of time, cost, and consistency. The Contractor shall turn over a copy of the developed language databases and electronic repositories to the Government at the end of the contract for future use.

• Transcription: The Contractor shall perform verbatim transcription services, which consist of transcribing into text from recordings of interviews, phone calls, testimony, etc., which may be in audio or video recording format. This must include all elements of the recording (i.e. background noise, coughing, sneezing, etc.). Transcription projects handled under this contract encompass English and Spanish language material. Work orders/ordering documents issued for transcription assignments may consist of more than one audio file for the project. Some projects may consist of several audio files with varying audio lengths.

• The Contractor shall ensure that completed transcription projects are court-ready and free of errors and/or omissions. In the event of unintelligible audio the Contractor shall not guess at the audio, instead the Contractor shall do its best to identify unintelligible {UI} audio before marking it as such in the completed transcription.

• The Contractor shall be familiar with the National Association of Judiciary Interpreters & Translators General Guidelines and Minimum Requirements for Transcript Translation in Any Legal Setting as a framework for transcription services.

• Projects Requiring Transcription and Translation: If a particular project requires both transcription and translation, the Contractor shall complete and invoice for the project under the specific CLINS for each service. The transcription and translation shall be viewed and invoiced as separate language services; therefore, the invoice should reflect the minute count total for the transcription portion of the project, and the word count for the translation portion of the project. The foreign language version on the transcript is required.

5. Training of Contractor Staff: The Contractor shall be responsible for providing trained, experienced staff for performing the work ordered under this contract, and for continuously monitoring, managing and controlling the work. The Contractor shall make its best efforts to retain staff members who have gained experience on this contract, and to minimize staff turnover. Additionally, the Contractor shall ensure that personnel assigned work on this contract are knowledgeable of contract-specific issues such as confidentiality and DOJ security requirements. In addition, Contractor managers shall be educated in the terms and conditions of the contract. The CO and COR will meet with the contractor management personnel upon successful award to review these requirements and provide any necessary documentation.

6. Conflicts of Interest: The Contractor shall ensure, except as otherwise set forth in this contract, that individuals assigned work under this contract do not have any conflict of interest.

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Conflicts of interests are defined as any condition that interferes with the objectivity of the Contractor. The Contractor must require its personnel disclose to the Contractor and the Government any prior involvement with Government cases or matters, whether personal or professional, that could be reasonably construed as a conflict of interest. This disclosure shall not include privileged or confidential information. The following circumstances are presumed to create actual or perceived conflicts of interest for the linguist where the Contractor and linguist needs to declare the conflict of interest before accepting a translation or transcription assignment from the Government:

• The linguist or Contractor is a friend, associate, or relative of a party or counsel for a party involved in the assigned Government case or matter;

• The linguist or Contractor has served in an investigative capacity in the assigned Government case or matter, for any party involved in the case or matter;

• The linguist or Contractor has previously been retained by a law enforcement agency to assist in the preparation of the Government case or matter at issue; or

• The linguist, linguist's spouse or child, Contractor, or Contractor’s spouse or child has a financial interest in the subject matter in controversy or in a party to the proceeding or any other interest from which the linguist or Contractor may benefit from, that would be affected by the outcome of the case.

Upon discovery of a conflict of interest, the Contractor and/or linguist shall a make an immediate and full disclosure in writing to the CO/COR, which shall include a description of the action that the Contractor has taken or proposes to take to avoid, eliminate, or neutralize the conflict. In such cases, the Government may reassign work order if it would be in the Government’s best interests.

7. Security Clearances:

The Government will process the background investigations for translator(s)/transcriptionist(s) identified by the Contractor to the Government to perform work under this contract. However, this background investigation does not replace or supersede the employer’s responsibility to sufficiently screen and eliminate unsuitable applicants and to take all necessary steps to ensure only qualified persons perform services.

• Residency Requirement. All Contractor employees assigned to this contract and working within the United States shall meet the DOJ Residency Requirement. The Residency Requirement states that, for 3 of the 5 years immediately prior to applying for a position, the individual must have: (1) resided in the United States; (2) worked for the United States overseas in a Federal or military capacity; or (3) be a dependent of a Federal or military employee serving overseas.

• Sufficient Personnel. The Contractor must maintain a sufficient number of approved personnel to execute the contract.

The Contractor is not to assign translator/transcriptionist duties unless, and not until, the CO/COR or representative of the United States Attorney's Office, Eastern District of Texas, provides notification in writing that the employee has been granted the necessary security approval to perform transcription/translation duties as outlined under this contract.

• Suspension or Revocation of Access Approval. Access to United States Attorneys Office case information can be suspended or revoked for cause at any time by the Contractor and/or the COR/CO.

• Required Suitability Approval and Background Investigation. Contractor employees must receive a security approval based upon: (1) A Government conducted Moderate Background Investigation (MBI) or higher background investigation, and (2) Favorable adjudication. A security waiver may be requested by the contractor prior to completion of a background investigation when necessary and as outlined by the Government. The Contractor will ensure the required security background investigation forms are completed and submitted. The intent and purpose of the investigation is to preclude the assignment of any individual who poses a threat to the Government or successful contract completion due to past unlawful or inappropriate behavior.

• Background Investigation Process and Forms. The Government will initiate the Electronic Questionnaires for Investigations Processing (e-QIP) upon receipt of the Contractor’s or Contractor employee applicant’s name and other information. The applicant will complete sign and submit e-QIP forms to the USAO/POC on the same day the signature pages are signed. The USAO will have 5 days to forward the forms to SEMS/PERSEC. Waiver package will include the following: e-QIP package, and the following forms; Certification, General Release, Medical Release, and Fair Credit pages, DOJ-555 Disclosure & Authorization Pertaining to Consumer Reports, Standards of Conduct Form, OF-306 Declaration for Federal Employment, Foreign Nat’l Relatives or Associates Form (if applicable), employment vouchers (2 if most recent employment is less than 2 years; 1 if most recent employment is more than 2 years), and fingerprints cards (form FD 258) or results. The forms shall be submitted to the SEMS/PERSEC upon completion of e-QIP. The Government may request additional security forms, or additional information, if the contract employee's security forms

15JA0523Q00000104 Page 16 of 45 contain information which requires clarification (i.e. information concerning criminal history, financial problems, citizenship of family members, etc.)

8. Deliverables: Use of the Department of Justice secure cloud-based file sharing platform USAFx is mandatory for uploads and transcript deliveries unless otherwise directed and authorized. USAFx will be utilized for USAO to upload material to the Contractor for review to obtain an accurate quote. Upon completion of the final deliverable, the Contractor will upload the final product to USAFx for the USAO’s retrieval. If material files are too large to upload to USAFx, or due to technical limitations will not load, the USAO will provide material files on an encrypted disc/drive to be delivered via Federal Express to the Contractor for translation and transcription services in these instances including final deliverable submission methods. Instructions shall also be provided specific to those files on chain of custody, security methods and custodianship of the materials until returned to the USAO or destroyed at the USAO’s direction.

• Translations. The Contractor shall provide one (1) editable, electronic copy of all translations prepared unless the requestor explicitly requests that a hard copy be provided. Unless otherwise directed, the Contractor shall not retain any archived copies of the final versions of translations in its facilities throughout the duration of the contract. Any such files directed to be kept in archive shall be turned over these electronic copies to the Government when requested or at the conclusion of the Contract. At the request of the Government, either in individual cases or as a standing order, the Contractor shall deliver electronic copies of translations from the translation archive. In addition, the Government may, from time to time, require additional copies of that translation. In that case, the Contractor shall provide electronic or additional paper copies of translations in the same finished format as originally accepted by the Government.

Translation rates are predicated upon three criteria: (1) number of words of the source or target document, (2) difficulty or complexity of the source document, and (3) required delivery schedules. A four-tiered rating structure shall apply based on the following requirements:

• • • Routine: 8-10 Business Days

• Premium: 4-7 Business Days

• Priority: 2-3 Business Days

• Urgent: One (1) Business Day

• Transcription. Delivery will be indicated on the work order issued for each instance but will not be less than one (1) business day. Where transcription is required, the Contractor shall supply an estimate to the Ordering Official upon acceptance of the requested project.

• Translation & Transcription Orders. For projects that require translation and transcription, the translations for the project shall follow the guidance outlined in C.4. The transcribed text shall be considered the source word count, and the translation shall be billed pursuant to C.4 above.

• Corrections. The Contractor shall furnish complete and accurate deliverables. The Government reserves the right to return any deliverable(s) that contains errors. Such errors include, but are not limited to, omissions, misspellings and typographical errors, errors in grammar, syntax, and punctuation, missing or illegible pages, or clearly erroneous translation of words, phrases, or sentences. The Contractor shall furnish the corrected deliverable(s) within five (5) business days after notification by the Government for routine jobs, within two (2) business days for premium jobs, and within one (1) business day for priority and urgent jobs. The Contractor shall make these corrections at no additional cost to the Government.

• Editorial or Preference Revisions. When requested by the Government, the Contractor shall make editorial or preference revisions to translations delivered by the Contractor. Editorial or preference revisions are defined as revisions or changes to delivered translations that are not a result of obvious Contractor error. These may include instances where one word can be substituted for another that does not obviously affect or change the meaning or context of the text. These revisions are necessary to ensure or improve accuracy and clarity, to address specific points of law or history, or to ensure uniformity with other evidence which may be unfamiliar or unknown to the Contractor. The Government will notify the Contractor in writing of any revisions to electronic copy of the Contractor's certified product; changes made without the Contractor's knowledge will invalidate the certification provided by the Contractor.

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9. Deliverable/Performance Standards. Contractor performance will be monitored and assessed by the CO, or other designated Government representative, by periodically sampling and reviewing documentation and records for quality and timeliness of work accomplished. The CO shall inform the Contractor of any problems as they arise.

The performance standards for successfully completing the activities described above is 95% accuracy.

If at any time during this contract the Government finds that the quality of service does not fulfill the requirements identified in the Statement of Work, the Contracting Officer/COR will provide official written notification to the Contractor to come up with a corrective action plan. The Contractor shall immediately remove any Contractor employee found to represent a threat to the safety of government records, government employees, or other Contractor employees. In instances where the removal of an employee is for substandard performance or behavior negatively impacting delivery of services, the Contractor will be given an opportunity to address the situation prior to removing the employee. If the Contractor is unable to correct the problems, the Contracting Officer may require removal of Contractor personnel (replacement personnel shall be provided by the Contractor without a break in service) or may provide notice that the order will be cancelled. If the Government provides notice that the order will be cancelled, there shall be no cost impact to the order over the amount obligated and incurred through the date of cancellation.

D. Pricing

All contract unit prices shall be as specified in the Section 2, Commodity or Schedule Services of this RFQ/Contract. The basic contract line-item number (CLIN) structure includes individual pricing tables segregated by contract period and the type of service.

Each CLIN includes a one-digit prefix and a three-digit core number. The one-digit prefix of each CLIN represents the contract period, i.e., for the Base Period, the first digit for all CLINs is “0”, for Option Period 1, the first digit for all CLINs is “1”, etc.

The contract unit prices included in the pricing table shall be fixed unit priced. All fixed unit prices must be fully loaded to include all costs (both direct and indirect costs) and profit necessary to provide the required product or level of service specified under this contract. A task order may include any combination of unit pricing to appropriately reflect the requirements, conditions, and constraints.

E. Protected Sensitive Content

Content from which translation and transcription services may be required can be based upon content that is both sensitive and protected due to the nature of the material itself and/or the case proceedings under which the material is being processed:

Materials (most often audio/video recordings) that contain detailed, graphic, and/or sexually explicit discussions about sexual activities and deviant sexual interests of adults, the sexual abuse of children, and/or violent physical abuse of children.

Materials (most often audio/video recordings) that can involve racial slurs, slang, expletives, graphic language, animal cruelty, extreme violence, and death (referred to generally as “graphic”).

F. Degraded Quality

Content from which translation and transcription services may be required can be based upon materials that are of poor quality and will necessitate the use of “unintelligible {U/I}” designations for unintelligible conversation(s) within the translation and resulting transcript. Every effort should be made to transcribe the conversation keeping the use of {U/I} designations to a minimum to maintain the quality of the transcript. The Contractor is not to guess at unintelligible language.

G. Period of Performance

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The period of performance will be a base year with four option years as follows:

Base Period of Performance: September 30, 2023 - September 29, 2024

Option Year One: September 30, 2024 - September 29, 2025

Option Year Two: September 30, 2025 - Septermber 29, 2026

Option Year Three: September 30, 2026 - September 29, 2027

Option Year Four: Septembre 30, 2026 - September 29, 2028

H. Place of Performance

See para C.8 – Deliverables; generally, the Contractor shall perform services at its own facilities by accessing medium(s) to be translated and/or transcribed from within USAFx, a secured platform hosted by the Department. Information housed within the USAFx shall remain in the platform at all times and may not be downloaded, transferred, printed or otherwise replicated outside the USAFx platform without the express written consent and authority of the Contracting Officer.

• Some of the sensitive content as described in para (5) – Sensitive Content is governed by internal control processes and authorities which require access to the content to be severely restrictive. The USAO shall provide any governing guidance to the Contractor at the time the work is identified and shall advise the Contractor on appropriate access protocols.

• See below for the USAO EDTX branch office locations.

USAO Beaumont 550 Fannin St., Ste. 1250 Beaumont, TX 77701

(409) 839-2538

USAO Lufkin

415 S 1st St., Suite 201 Lufkin, TX 75901 (936)639-4003

USAO Tyler 110 N. College Ave., Ste 700 Tyler, TX 75702

(903) 590-1400

USAO Texarkana 500 State Line Ave. N., Room 402 Texarkana, TX 75501

(903) 794-9481

USAO Plano 101 East Park Blvd., Ste. 500 Plano, TX 75074

(972) 509-1201

USAO Sherman 600 E. Taylor, Ste. 2000 Sherman, TX 75090

(903) 868-9454

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I. Travel

Travel is not allowed under this contract.

J. Ordering

Services to be furnished will subsequently be ordered by the issuance of works orders (See Attachment 2) signed by the Contracting Officer (CO), Contracting Officer’s Representative (COR), or an Authorized Individual(s) of the USAO) listed in Attachment List of Authorized Individuals designated to place service orders under this contract will be provided upon acceptance of award.

• All work orders issued hereunder are subject to the terms and conditions of this contract which shall contract in the event of conflict with any work order.

• All work orders placed under this contract must containing the following:

• Date of Order

• Order Number

• Description of Service

• Place of Performance

• Primary Point of Contact.

A sample work order is attached as Attachment 2.

• Work orders shall be issued on an estimated not-to-exceed basis and changes in the estimated ceiling price or estimated time to complete the work may be made only at the direction and approval by the Contracting Officer.

• In accordance with FAR 52.212-4 Alt I (i), the Contractor shall provide requisite notification in the event expenditures are expected to exceed 85% of current funding ceiling for the contract.

K. Invoicing Instructions

Monthly invoices shall be submitted in accordance with FAR 52.212-4(g). The Contractor shall submit an electronic invoice (via email) to TBA at award. An invoice must include:

• Name and address of the Contractor

• Invoice date and number

• Contract number, contract line-item number (CLIN) and the order number(s)

• Description, quantity, unit of measure, unit price and extended price of the items delivered

• Terms of any discount for prompt payment offered

• Name, title, and phone number of Contractor; and

• Contractor’s Unique Entity Identifier (UEI) number

Invoices that are not properly submitted, or that contain incorrect data, shall be returned for revision.

Prompt Payment Act - In accordance with the Federal Prompt Payment Act, the U.S. Attorney’s Office is authorized 30 days from the date on which a complete, correct invoice is received to make payment.

I. Retention

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The Contractor must be available to commence work for the USAO upon receipt of an executed copy of this contract or a verbal notice to proceed.