SOL-OAA-O-12-000029 Questions and Answers.pdf

SOL‐OAA‐O‐12‐000029 Q&A’s

Question 1) Under the rules and guidelines of the Freedom of Information Act, we are requesting the following documents on the subject solicitation:

1. Copy of the current contract statement of work

2. Name, address, and pricing information of the incumbent contractor

Answer 1) All Freedom of Information Act requests must be submitted in accordance with Agency policy. Please find the procedures at the USAID FOIA web page:

http://www.usaid.gov/about/foia/howto.html

Question 2) Just so, I'm clear and not assuming wrongly, the "ceiling of the purchase order" is indicated to be between $30,000 ‐ $75,000‐ that's not for the 5 year extent of the purchase order is it? Or is it? I assume it means per year, but I just wanted to be sure.

Answer 2) The ceiling price of $30,000‐$75,000 is for the ceiling for the term of the award, (the base plus four options), not per year.

Question 3) What kind of volume can a transcriber expect on a monthly or weekly basis.

Answer 3) On average, it is normal to receive 2‐3 transcription requests per month. Each transcript would vary in length, from as short as 20 minutes to as much as an hour, or longer.

Question 4) I also want to clarify how the pricing is to be submitted. I read Section B, and it seems to lay out how a contractor submits an invoice. Do you want the Unit prices, line items completed as shown under Section A.5, Awarded Price?

Answer 4) Prices should be submitted in the format as shown in the table at the end of these Q&A’s.

Question 5) In reading the RFQ under Statement Of Work, I notice that there is a reference to Beta video. Is there currently work that is required to be completed via this medium or is that just written to cover situations that “may” present themselves in the future?

Answer 5) This language was written to cover rare situations where Beta video is the only option.

By and large, most transcript requests will be in audio format (mp3 or mpeg4).

Question 6) Also, there is a request in Section C for the offeror to provide sample transcripts of “high‐level” events. Are samples of records of trial or live captioning of arena sporting event transcripts acceptable for this category?

Answer 6) High‐level events would be described as Congressional testimony, a major editorial board interview, or a major press interview.

Question 7) In regards to the Branding section, is this section requiring that transcripts include the USAID identity on the title pages of transcripts? I was wondering if there would be some direction on how to incorporate the logo or graphic identity of USAID to give the contractor some guidance in this area.

Answer 7) Additional guidance will be provided upon the award and signing of the official contract.

But generally speaking, transcripts provided to external audiences will require correct use of USAID’s logo. There is more flexibility for copies of transcripts used internally.

Question 8) Is there possibly a sample transcript that may be uploaded for reference?

Answer 8) Please refer to the transcript: http://fpc.state.gov/150997.htm

Question 9) what is the average range of the recordings that we could expect to receive?

Answer 9) On average, it is normal to receive 2‐3 transcription requests per month. Each transcript would vary in length, from as short as 20 minutes to as much as an hour, or longer.

Question 10) My company does most of its work as a subcontractor to a contractor. All of my examples will be as my firm acting as a subcontractor. My name is on all transcripts certifying the work. Do you know if that will be a problem?

Answer 10) Our preference would be to work directly with a contractor or company and not involve multiple parties.

Question 11) Who is the current vendor?

Answer 11) Federal News Service

Question 12) What are the current per/page prices for the indicated Schedule of Supplies and Services?

Answer 12) This is proprietary

Question 13) What if any documentation is provided with the media to be transcribed?

Answer 13) Requests usually involve an initiative phone call with a follow up email, confirming the event or audio file LPA would like transcribed. The audio file is then uploaded and sent to the company for them to transcribe.

Question 14) What is meant by "an overall ceiling to complete the work specified in the Statement of Work?" (Section C /3: page 19) Since an all‐inclusive fixed price per page is a requirement for bidding, and the number of pages indeterminable, how is a vendor to know what the ceiling will be?

Answer 14) For purposes of developing a ceiling, the offeror should assume 280 pages for each line item. Please see table at the end of this Q&A for example.

Question 15) What is meant by "Cost control, including forecasting costs as well as accuracy in financial reporting?" (Section D / 2,2 page 20) How can a vendor affect cost control on a fixed price bid; and how can a vendor forecast costs on a variable outside their control?

Answer 15) This evaluation criteria under past performance has been removed.

Question 16) I have worked with the Social Security Administration previously and the SSA sent me cassette tapes via Federal Express for transcription. I am inquiring as to whether this agency would be willing to do the same? Also, are any recordings readily available through a secured website? Would this agency accept a courier to pick up the recordings and submit to my firm via Federal Express?

Answer 16) USAID expects the audio files to be transcribed electronically via email, through uploading on the vendor’s secure website or through YouSendIt.

Question 17) I note in the proposal that you require five examples of transcriptions completed by our firm. We currently maintain a contract with the 44th Circuit Court and have transcribed voluminous trials that can occur up to two weeks or more in testimony. Do you want examples of the entire trials submitted or would a certain number of pages be satisfactory?

Answer 17) A short, 3‐5 page sample with a title page would suffice.

Question 18) Is there a cap on how much can be charged per page per the federal government regarding these types of recordings, i.e., for the court the rate is $1.75 per page.

Answer 18) No, however the costs will be evaluated for cost realism, fairness and reasonableness.

Question 19) On page 4 section 5.1 the term Official Reporter is used. Can that be interpreted as Transcriptionist?

Answer 19) Yes.

Question 20) Is there an opportunity for non‐speech transcript sales? 8.1 says no speech transcript sales.

Answer 20) Yes. Transcripts will include speeches, testimony, press interviews, press briefings, and similar events.

Question 21) Are you looking for 100% accuracy on these documents?

Answer 21) Yes. Absolutely. We cannot afford to have inaccurate transcripts presented to us as final versions. Please note the evaluation criteria in the final RFQ attached to this amendment.

Question 22) What percentage of the workload is expedited?

Answer 22) 15‐20%.

Question 23) Where will you post the questions and answers for this solicitation?

Answer 23) All questions and answers will be posted on www.fbo.gov as an amendment to the RFQ.

Question 24) Would multiple events be occurring at the same time that would require trancriptions with simultaneous due dates?

Answer 24) Occasionally, but normally the transcript requests will be very individual and not involve multiple events occurring within a short timeframe.

Question 25) Is the expected transcription turnaround time calculated using calendar days or regular business days?

Answer 25) The turnaround time is calculated in Business days.

Question 26) Who is the current vendor(s) and what are their prices?

Answer 26) Federal News Service is the vendor. The prices are proprietary.

Question 27) What are the estimated volumes of work for each of the Items on the Schedule of Supplies/Services (i.e. 001, 5‐day turnaround; 001A, 3‐day turnaround; etc.)?

Answer 27) Average audio transcript requests range from 30 minutes to an hour. Speeches and testimony may go over this timeframe.

Question 28) What are the estimated volumes of work for each of the different types of recorded media (i.e. micro‐cassettes, cassettes, digital minidisk, VHS, Beta video and digital audio file)?

Answer 28) Digital audio file will be the primary source of transcription requests.

Question 29) Is the purchase order ceiling ($30,000‐$75,000) per year or for the entire 5 year life of the contract?

Answer 29) The $30,000‐$75,000 ceiling is for the life of the contract, not per year.

Question 30) We have read the document and although specs were provided, we thought it would be helpful to see a copy of a completed and accepted example of one of these transcripts. Could you direct us to a location or source, where we can obtain, or download a finished copy of one of these transcripts?

Answer 30) Please refer to the transcript: http://fpc.state.gov/150997.htm

Question 31) Is information regarding the current contract available? Current pricing? Name of the Supplier?

Answer 31) The current provider is Federal News Service. The pricing is proprietary.

Question 32) As this contract is for an international development organization, would it be helpful to the contracting agency to have access to these transcribed reports in multiple languages? Closed Captioning? Sub Titles? We ask this as we have a particular technology for audio and video that lends itself to this application.

Answer 32) Almost all transcript requests will be coming directly from LPA, at USAID/Washington.

Transcript will need to be completed in English.

Table Sample for submission of Price Quote

Item Number Base Per Page Pages Total

001 5‐day turnaround 280

001A 3‐day turnaround 280

001B 2‐day turnaround 280

001C Next Day turnaround 280

001D Same Day turnaround 280

Base Total

Option 1

002 5‐day turnaround 280

002A 3‐day turnaround 280

002B 2‐day turnaround 280

002C Next Day turnaround 280

002D Same Day turnaround 280

Option 1 Total

Option 2

003 5‐day turnaround 280

003A 3‐day turnaround 280

003B 2‐day turnaround 280

003C Next Day turnaround 280

003D Same Day turnaround 280

Option 2 Total

Option 3

004 5‐day turnaround 280

004A 3‐day turnaround 280

004B 2‐day turnaround 280

004C Next Day turnaround 280

004D Same Day turnaround 280

Option 3 Total

Option 4

005 5‐day turnaround 280

005A 3‐day turnaround 280

005B 2‐day turnaround 280

005C Next Day turnaround 280

005D Same Day turnaround 280

Option 4 Total

Base Plus All Options Total