SOW HP Court Reporting Services for AAA Branch 3.31.25rmk.pdf

STATEMENT OF WORK

Federal Emergency Management Agency

Public Assistance Court Reporting and Stenotype Support for the Office of Appeals, Audits, and Arbitration and Hermit Peaks/Calf Canyon Claims

FY25 HP Court Reporting Services for AAA Branch eCaps #1509-497851 Requestor(s): Robert Dyson Page 1 of 4

1. PROJECT TITLE:

Federal Emergency Management Agency (FEMA), Public Assistance (PA) Court Reporting and Stenotype Support for the Office of Appeals, Audits, and Arbitration (AAA) and Hermit Peaks/Calf Canyon Claims.

2. PURPOSE:

The Government requires professional services in support of Hermit’s Peak/Calf Canyon Claims Office’s appellant cases. Hermit’s Peak/Calf Canyon Fires have inflicted significant damage to surrounding communities, compounding existing vulnerabilities. These fires have not only caused immediate devastation but have also heightened long-term risks, particularly for rural low-income populations in the region.

As a result of the widespread devastation, there are numerous claims that must be addressed strategically, with a sense of urgency, to return the impacted populations to normalcy. In response, FEMA PA was tasked with standing up the Hermit’s Peak Claim’s Office to effectively deliver Public Assistance while actively processing claims.

Given the high volume of claims, some determinations were unfavorable, so applicants are currently appealing determinations. AAA has worked diligently to expeditiously resolve the majority of applicant’s determination concerns in the appeals phase. However, AAA anticipates that a significant number of appeals will escalate, thus, undergoing FEMA’s third-party arbitration process. In preparation for these arbitration proceedings, FEMA intends to proactively procure professional Court Reporting and Stenotype Services starting in fiscal year (FY) 2025 for the PA Appeals, Audits, and Arbitration Branch (AAAB) and Hermit Peaks/Calf Canyon Claims Office in support of the arbitration process. The purpose is to ensure FEMA obtains and maintains a true account and an accurate, complete administrative record to include relevant claim’s proceedings.

3. SCOPE:

The Contractor shall provide verbatim transcriptions of arbitration proceedings to include the following ancillary Court Reporting and Stenotype Services:

Audio recordings of proceedings using approved methods, devices, and/or applications

Transcription of recorded proceedings into written documents.

Provision of real-time court reporting services as/if required.

Delivery of transcripts in approved electronic formats.

Verbatim recordings of proceedings to include the following: administrate hearings, depositions, arbitrations, and/or conferences using stenotype or other approved methods.

Public Assistance Court Reporting and Stenotype Support for the Office of Appeals, Audits, and Arbitration and Hermit Peaks/Calf Canyon Claims

Requestor(s): Robert Dyson Page 2 of 4

4. PERFORMANCE OBJECTIVES:

The primary objective is for the Contractor to perform the core tasks to include the ancillary support referenced in the scope according to the metrics and specified timeframes communicated below.

The contractor shall:

a. Attend 100% of the in-person arbitration proceedings and participate in 100 % of remote arbitration proceedings while accurately recording hearings by stenotype to include the use of both a keyboard machine that prints symbols used to record dialog and backup audio recording equipment.

b. Accurately transcribe the stenotype data in English and in the standard court reporting format.

c. Certified transcripts shall comply with the format prescribed by the Government and the Court.

The length of each hearing may vary depending on the complexity.

d. Performance metrics for transcription accuracy mandates that transcript must have an accuracy rate of at least 98%. Confidentiality of all information must be handled with strict confidentiality and comply with relevant privacy laws and regulations.

e. Fifty (50) Appeals Hearings with an estimated average duration of five (5) hours, with 70% being conducted in person.

f. Fifteen (15) Arbitration Hearings with an estimated average duration of three (3) hours, with 30% being conducted remotely using an approved, electronic teleconference platform.

g. No reimbursement for travel costs, to include but not limited to gas, rental car, lodging, etc.

Type of Hearing Number of Hearings Approximate Hours Hourly Cost Cost Estimate Appeals 5 5 $ $

Arbitration 2 3 $ $ Total Estimated Hours: 31

Total Estimated Cost: $

Type of Hearing Number of Hearings Approximate Hours Hourly Cost Cost Estimate Appeals 45 5 $ $

Arbitration 13 3 $ $ Total Estimated Hours: 264

Total Estimated Cost: $

5. APPLICABLE DOCUMENTS:

Section 1219 of the Disaster Recovery Reform Act of 2018 (DRRA) amended Section 423 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act).

Hermit's Peak/Calf Canyon Fire Assistance Final Rule if relevant to perform tasks.

Hermit's Peak/Calf Canyon Program and Policy Guide.

Hermit's Peak/Calf Canyon Fire Assistance Act

Public Assistance Court Reporting and Stenotype Support for the Office of Appeals, Audits, and Arbitration and Hermit Peaks/Calf Canyon Claims

Requestor(s): Robert Dyson Page 3 of 4

6. PERIOD OF PERFORMANCE:

The Period of Performance (POP) for this contract has a one-year base period. The POP shall commence upon award and ends twelve (12) months after award.

7. PLACE OF PERFORMANCE:

Place of performance will be a combination of in person, Santa Fe, NM and remotely.

For Appeals: Fifty (50) Appeals Hearings with an estimated average duration of five (5) hours, with 70% being conducted in person. For Arbitrations: Fifteen (15) Arbitration Hearings with an estimated average duration of three (3) hours, with 30% being conducted remotely.

8. OPERATING CONSTRAINTS:

a. The contractor shall provide all management, supervision, personnel, equipment, supplies, licenses, permits, certifications, materials necessary to perform the required services.

b. No Government property is being furnished.

c. Telework/virtual work is anticipated. The contractor shall ensure contractor personnel have the necessary tools to work in a virtual environment (e.g., computer/laptop, access to the internet, the ability to utilize FEMA provided Video Teleconferencing Capability (VTC).

d. The Government will not provide on-site workspace for contractor personnel.

9. TASKS AND DELIVERABLES:

a. Recording: Accurate and complete stenographic recording of all court sessions.

b. Transcription: Production of verbatim transcripts within specified timeframes

c. Document Delivery: Transcripts must be submitted in PDF format via email to FEMA within two

(2) business days following.

10. TRAVEL:

No reimbursement for travel costs, to include but not limited to gas, rental car, lodging, etc.

11. DELIVERY INSTRUCTIONS:

All deliverables and/or products shall be delivered to the client in PDF format via email to FEMA within two (2) business days following. All deliverables shall be coordinated with appropriate personnel listed in section thirteen (13), once awarded.

12. INSPECTIONS AND ACCEPTANCE:

Verification of receipt of digital products and physical products are required. The vendor will be notified of any issues within 30 days after receipt of product(s).

Public Assistance Court Reporting and Stenotype Support for the Office of Appeals, Audits, and Arbitration and Hermit Peaks/Calf Canyon Claims

Requestor(s): Robert Dyson Page 4 of 4

13. POINTS OF CONTACT:

Identification of participant(s) in acquisition preparation.

Points of Contacts Role/Responsibility

Robert Dyson, Supervisory Mgmt. & Program Analyst Office Hermits Peak/Calf Canyon FR Claims

(202) 322-0246 Robert.Dyson@fema.dhs.gov

Serves as FEMA PA AAA Branch point of contract for purchase requirements.

Lonnie Hill II, COR

FEMA PA-CMB

(202) 705-5837 lonnie.hillii@fema.dhs.gov

Serves as COR, to assist the procurement and acquisition of other PA Contracts. Conduct market research, develop procurement documents, and assist in management of projects for timely delivery to the requesting program office.

Matthew Waller, ACOR

FEMA PA-CMB

(202) 531-6324 matthew.waller@fema.dhs.gov

Serves as ACOR, to assist COR in the procurement and acquisition of other PA Contracts. Conduct market research, develop procurement documents, and assist in management of projects for timely delivery to the requesting program office.

mailto:Robert.Dyson@fema.dhs.gov mailto:lonnie.hillii@fema.dhs.gov mailto:matthew.waller@fema.dhs.gov