SOW.docx

STATEMENT OF WORK

TRANSCRIPTION SERVICE FOR NAVAIR INSPECTOR GENERAL

1.0 BACKGROUND

1.1 This statement of work provides for materials and services required for transcription services for NAVAIR Inspector General Office on an as needed basis. The Contractor, as an independent Contractor and not as an agent of the Government, shall on the terms and conditions more particularly described herein, furnish the management and labor necessary for the performance of the work set forth below.

2.0 SCOPE

2.1 NAVAIR is seeking a Web-based transcription service on an “as-needed” basis. The awarded Contractor shall provide services via a Web-based approach to facilitate transcription requests, the transfer of recorded media and the return transfer of completed transcriptions.

3.0 NAVAIR INSPECTOR GENERAL REQUIREMENTS

3.1 Duties

3.1.1 Make verbatim transcripts of testimony from digital audio recordings of subject, witness, and complainant interviews. In order to assist the transcriptionist, each participant of the interview will identify themselves on the recording at the beginning of the interview. Knowledge of spelling, punctuation, style, required formats, and syntax sufficient to identify and correct grammatical, procedural, and format errors is required. Also, must be knowledgeable of legal terminology, Navy Correspondence Manual, and technical formats. A knowledge of technical terminology, such as medical, chemical, legal, and military, is necessary to ensure transcripts containing this terminology are correct and terms are utilized in the correct context. The size of the digital audio file per interview will vary.

3.1.2 Audio recordings: All audio recordings furnished under this agreement for transcription will be safeguarded and made available for download by NAVAIR Inspector General Office personnel along with the completed transcript.

3.1.3 Delivery of audio recordings and notes to the Contractor shall be coordinated with NAVAIR Inspector General Office personnel under the following conditions:

3.1.3.1 Audio recordings and notes will be transferred via secure website provided by the contractor.

3.1.3.2 Contractor shall notify the designated NAVAIR Inspector General Office representative to verify receipt. Contact via website shall meet this requirement.

3.1.4 Contractor shall provide NAVAIR Inspector General personnel exclusive access to recordings and notes submitted by, and transcripts prepared for the NAVAIR Inspector General Office while stored on the contractor’s website.

3.2 Work Specifications

3.2.1 Unless directed otherwise at the time the service is requested, the transcribed record will conform to the following format:

3.2.1.1 Reference: Court reporting format.

3.2.1.2 Word Processing Software: Shall be completed in Microsoft WORD.

3.2.1.3 Computer Margins: A margin of 1 ½ inches will be set at the top to permit binding. A one-inch margin will be set on the bottom of the page and on the left side of each page, and a half-inch margin will be set at the right side of each page.

3.2.1.4 Computer Font: Use 12-point type. Only Courier New font may be used. Do not use cursive, script, or italic fonts, except when appropriate in specific situations (e.g. citations).

3.2.1.5 Names used: Including identification of a witness or interview subject, will be in bold print to facilitate responding to Freedom of Information Act Requests.

3.2.1.6 Computer Line Spacing: Double-space text, returning to the left margin on second and subsequent lines.

3.2.1.7 Page Numbering: All pages in the transcribed interview shall be numbered consecutively, beginning with “1”. The page number shall be centered on the page 1/2 inch from the bottom, in the same type and size font required for the text.

3.2.1.8 Computer Line Justification: Use left justification.

3.2.2 Qualifications: Contractors must be knowledgeable with specifications regarding transcription in court format, indexing and document summary. Contractors must have satisfactorily completed a minimum of 10 verbatim or summarized records of interviews over a six (6) month period for an Inspector General Office, or depositions or other legal court proceedings.

3.2.3 Processing Time and Quality: Interviews will be transcribed and made available for download by the NAVAIR Inspector General Office within 10 days for routine cases and 5 days for expedited cases.

3.2.4 Transcripts must be spell checked, proofread, and paginated.

3.2.5 Transcripts must contain no more than 50 typographical or textural errors per transcript, regardless of transcript size. Any and all errors that exceed the total of 50 errors shall be considered excessive errors. Should a transcript prepared by the Contractor contain excessive errors, the Contractor shall correct all errors contained within the transcript and return corrected transcript to the requesting detachment within two working days of receipt of the returned transcript. Any transcript that contains improper margin settings or font size shall be automatically returned for correction. Correction of these errors shall be performed by the Contractor at no additional expense to NAVAIR Inspector General Office.

3.2.6 Transcripts will be saved by the transcriber until verification of receipt has been established by the requesting activity.

3.2.7 Contractor will provide NAVAIR Inspector General Office with a written list describing the transcript page number where testimony is not translated due to poor sound quality on an errata sheet.

3.2.8 Completed transcripts shall be returned via secure website.

3.3 Equipment

3.3.1 The Contractor will provide and maintain its own word processing and recording and/or playback equipment. Playback equipment must be compatible with the analog (Lanier, Sony) or digital recording equipment used by the NAVAIR Inspector General Office.

3.4 Privacy Act Considerations

3.4.1 Audio recordings (including associated court reporter notes, exhibits, etc.) of courts-martial or other proceedings furnished under this agreement for transcription are the property of the United States Navy and subject to protection under the Privacy Act, 5 U.S.C., 552A. Access to audio voice recordings (including associated court reporter notes, exhibits, etc.) or the transcripts prepared there from will not be released or granted released to third parties without the express consent of the NAVAIR Inspector General Office. Knowledge or information about the courts-martial or other proceedings obtained as a result of performance under this work statement shall likewise be afforded protection from release to third parties. Any request for release of information learned by the contractor while processing transcription services shall be referred to the NAVAIR Inspector General Office.

3.5 Termination

3.5.1 Either party to the agreement may terminate this agreement, without cause, by providing 14 days written notice if agreement is terminated by the Contractor. Any work product in the possession of the Contractor will be turned over to NAVAIR Inspector General Office without delay upon termination of this agreement. NAVAIR Inspector General Office shall pay for any pro-rated work performed by Contractor prior to termination, (subject to costs incurred by NAVAIR Inspector General Office if Contractor terminates contract).

4.0 WORK PRODUCT

Completed transcription provided by this agreement is the property of the United States Navy.

5.0 PERIOD OF PERFORMANCE

Period of performance is one (1) year base contract consisting of two (1) year options for a total of three years.

6.0 PAYMENT OF FEES

Contractor will not process a charge transaction until the completed transcript, index sheets, exhibits list, court reporter notes, and audio recordings have been received and accepted. Payment of fees is subject to the following:

6.1 The Contractor must have a valid State Tax Identification Number.

6.2 The Contractor must have a current Business License.

6.3 Payment for all completed work will be made via Wide Area Work Flow (WAWF).