TAB_2-Statement_of_Work_Live_Captioning_and_Real-Time_7-26-18_FINAL.pdf

TRANSCRIPTION AND REAL-TIME CAPTIONING SERVICES

DEFENSE LOGISTICS AGENCY

26 August 2018

STATEMENT OF WORK (SOW)

OFFICE OF PUBLIC AFFAIRS, THE DEFENSE LOGISTICS AGENCY

(DLA)

1. GENERAL: This is a non-personal services requirement for transcription services of streaming video events and for Real-Time captioning of live events for the Defense Logistics Agency (DLA) Office of Public Affairs.

2. SCOPE OF WORK: The DLA Office of Public Affairs has a requirement to produce video productions that will communicate information to its customers.

All videos have to be captioned for the deaf by law to be 508 compliant. Prior to captioning a video any video events that have been streamed have to be transcribed. DLA requires a vendor who can transcribe and provide a Word document with video time code and transcription. DLA requires live events to be captioned in real-time via a remote captioner to be compliant with 508 regulations.

3. SPECIFICATIONS/TASKS:

3.1. Transcriptions:

3.1.1. Transcription services for up to 3500 minutes of video footage.

3.1.2. Provide an *FTP site where DLA Public Affairs personnel can provide highly compressed .mov, .mp4, .wav or .wmv files. Video interview files will include a time code window burn. Speakers from video events may or may not include a time code window burn.

3.1.3. Transcribed files for video events will include time code reference for each answer. Most DLA events are one (1) to two (2) hours; some events could be up to eight (8) hours. Certain events may span multiple days.

3.1.4. The contractor must provide 99% accuracy of spelling within transcribed text.

3.1.5. The contractor must provide the transcribed text in Microsoft Word 100% of the time.

3.1.6. Video programs that are two (2) hours and below in length must be transcribed and delivered within three (3) workdays from time of submission. Video programs that are longer than two (2) hours must be transcribed and delivered within ten (10) work days from time of submission.

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3.1.7. Contractor will provide access to a FTP site that is secure and accessible by DLA personnel. Dropbox and YouSendIt are not authorized sites by the Department of Defense.

3.1.8. Contractor must be able to receive video files up to 2GB is size.

3.2. Real-Time Captioning:

3.2.1. Real-Time captioning services for 7200 minutes of live event coverage annually.

3.2.2. Contractor will provide a professional captioner who will connect remotely to a Captioning Encoder located at DLA and caption the spoken audio as it is being broadcast including punctuation and industry standard captioning symbols (music, etc.)

3.2.3. Contractor must be able to connect via a standard telephone connections to listen to the broadcast audio stream and simultaneously connect to a standard telephone connection data stream.

3.2.4. Most DLA events are one (1) to two (2) hours; some events could be up to eight (8) hours. Certain events may span multiple days.

3.2.5. Contractor must be able to connect to and perform all captioning services through an Evertz HD9084 captioning encoder located at DLA.

3.2.6. Captioner must dial-in, connect, and provide a test caption string no later than ten minutes prior to the start of an event.

3.2.7. Contractor must have technical support available to assist in any performance issues One hour prior to and during the entire duration of the live event.

3.2.8. The contractor must provide 99% accuracy of captioned text versus spoken audio when appropriate “read-aheads” or study material has been provided by DLA.

3.2.9. DLA will provide as much read-ahead material as possible detailing names, acronyms, and client specific “buzz words” no later than 24 hours prior to the start of the event.

3.3. Contractor is encouraged to offer technologic or process improvement alternatives as long as there is no increased cost to DLA and it does not negatively impact the deliverable requirements.

4. DELIVERABLES:

4.1. Transcriptions

4.1.1. Transcriptions will be delivered in Microsoft Word and by email to DLA point of contact.

4.1.2. Transcriptions will be uploaded/delivered/emailed within 3-5 business days of receiving the uploaded file from DLA. No more than 200 minutes of video footage will be uploaded at one time.

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4.1.3. Contractor should make an expedited Rush Service available, providing 24 hour turn around, at reasonable, increased cost.

4.2. Captioning

4.2.1. For Real-Time Captioning Services Contractor will provide a written transcript of the captioned audio within 48 hours. The transcript will be delivered in Microsoft Word via email, and be formatted as a standard justified document.

5. CONTRACTOR QUALIFICATIONS:

5.1. Transcriptions:

5.1.1. Contractor shall be experienced in downloading files in .mov or .mp4, .wmv or .wav format with time code burn in and providing transcriptions that are accurate with minimal spelling errors.

5.2. Captioning:

5.2.1. Contractor must provide a captioner that is experienced with U. S.

Government and Military complex terminology.

5.2.2. Contractor must be able to connect to and caption to an Evertz

HD9084 Encoder. The contractor must be able to provide basic technical support for troubleshooting any issues that may occur to prevent captioning including basic technical support of the Evertz HD

6. PERIOD OF PERFORMANCE

The period of performance for this contract will be Base Period of twelve months Plus, two one year options Performance is determined acceptable by GPOC when the following criteria are met:

• Live captions take place during an event with minimal spelling errors

• Transcriptions are provided within 3 to 5 business days or within 24 hours if a rush order is requested Performance is determined unacceptable by GPOC when any of the above listed criteria are not met.

7. WORKMANSHIP: The work will be executed in a careful and professional manner, compliance with copyright laws and regulations. If the contractor fails to meet any of the requirements or has equipment problems it will be the contractor’s responsibility to take care of the issue with NO CHARGE TO

DLA.

8. INSPECTION AND ACCEPTANCE: The DLA Public Affairs point of contact is responsible for all inspection and acceptance of work performed

26 August 2018 under contract upon award. Work performed by the contractor will be judged on the following criteria: ability to provide an accessible FTP site for uploading video files; successfully downloading .mov or .mp4 files, .wmv or .wav;

providing transcriptions with minimal spelling errors and time code reference for each answer; delivering transcriptions in Microsoft Word format within 24 to 48 hours of receipt of files.

9. PERIOD OF PERFORMANCE: The period of performance for this requirement are:

Base Period: 29 September 2018 through 28 September 2019 Option Period I: 29 September 2019 through 28 September 2020

Option Period II: 29 September 2020 through 28 September 2021

10. DEFINITIONS AND ACRONYMS:

10.1. . DEFINITIONS:

10.1.1. CONTRACTOR. The term as used in this contract refers to the prime.

10.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

10.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR).

An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

11. ACRONYMS: List all acronyms used in the PWS and what they represent.

ACOR Alternate Contracting Officer's Representative AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative