Statement of Work.pdf

FA480019AA013

Description/Specifications/Statement of Work

633d Air Base Wing Equal Opportunity Office Statement of Work for Court Reporters

I. STATEMENT OF WORK

The Equal Employment Opportunity Office at Joint Base Langley-Eustis (JBLE) is responsible for processing Title VII EEO Complaints in accordance with guidance from the Equal Employment Opportunity Commission (EEOC), the Department of the Air Force (AF) and the Department of the Army (DA). In July 2008, the Air Force became a model Equal Opportunity office, merging both the Equal Employment office and Military Equal Opportunity Office. The Army construct maintained the separation of military and civilian complaint processes. This document will use EEO and EO interchangeably. As part of the EO process, there may be instances in which an EEO formal complaint may require a Fact Finding Conference (FFC) which must be conducted with sworn testimony provided and recorded. The DoD has determined that all Formal Fact Finding Conferences will be documented through the use of Court Reporters who will attend all Formal Fact Finding Conferences.

These Conferences vary in terms of length ranging from one hour to one or more days.

Other similar administrative hearings, investigations, and legal proceedings also require the presence of a court reporter and a verbatim transcript. This includes but not limited to depositions, interrogatories, and administrative hearings for the Labor Relations Authority/Equal Employment Opportunity Commission and Merit Systems Protection Board.

The Court Reporter is required to be in attendance during all periods of the recorded proceeding where testimony is being provided.

II. SCOPE OF WORK

The contractor shall provide Court Reporter services for JBLE on Ft Eustis or Langley geographical locations NSWCCD Bethesda for the period of 1 October 2018 through 30 September 2019.

The Contract Organization will provide the JBLE Equal Opportunity Office with a Court Reporter to take official transcript for Title VII Fact Finding Conferences and other aforementioned legal proceedings as requested by the JBLE EO Office.

This is a non-personal services contract to provide Court Reporter Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. All payments to the Contractor will be made via the unit's Government Purchase Card (GPC), ensuring purchases over $2.5K have ECARS routing.

The contractor shall provide Court Reporter Services to 633 ABW/EO as follows:

Basic Year: The contractor shall provide court reporter services on an on-call/as-needed basis from 2 March 2019 through 1 March 2024 (five year ordering period).

CLIN 0001: One (1) lot of 150 hours, broken down into two-hour increments for cost planning.

CLIN 0002: One (1) lot of up to 1500 transcript pages, broken down into 150 page increments for unit cost planning.

CLIN 0003: One (1) lot Delivery charges based on 15 deliveries of transcripts or CDs.

The contractor shall provide on-call Court Reporting services on an as-needed basis. If the on-call Court Reporter is unavailable or is already scheduled for another event, another on-call/as-needed basis Court Reporter will be requested. The contractor shall send confirmation of availability, or unavailability, to the 633 ABW/EO Office at least 72 hours prior to the scheduled FFC.

The Contractor shall coordinate the Court Reporter service and replace Court Reporters who are unable to report as scheduled. The coordinator shall inform the requester whenever the Court Reporter will be late and provide the estimated time of arrival (ETA). The contractor shall not be compensated for services not rendered.

Prior to the FFC, the Contractor will provide the name, contact number, and ability to get on-base or require assistance three duty-days prior to the scheduled FFC.

The JBLE EO Office will request services no later than one week prior to the Fact Finding Conference or other aforementioned legal proceedings. However, if the Fact Finding Conference is cancelled or changed, the Court Reporter Services will not charge any cancellation fee and will try to accommodate another date for the Conference. 633 ABW/EO will notify the Organization as soon as possible when those changes occur. The JBLE EO Office will furnish name and address of the Investigator to the Court Reporter Services where the copy of transcript must be forwarded. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, and other items and non-personal services necessary to perform the services as Court Reporters as defined in this Statement Of Work (SOW).

General Information Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW.

Hours of Operation: The Contractor shall be responsible for providing services between the hours of 0730 - 1730 (7:30 A.M.

- 5:30 P.M.) Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall contact the JBLE EO Office within 3 business days prior to the scheduled FFC to confirm date, time and location. The Court Reporter assigned shall arrive at the FFC, or any other aforementioned legal procedures, one half hour prior to actual start time of the Conference. The Contractor shall provide support in case of an emergency with the FFC such as re-scheduling, change of location or time with 24 hour notice (this is not the norm). The Court Reporter shall adjust to the Investigators/Administrative

Judge schedule during the Conference, i.e., breaks, lunch, etc. The Contractor shall provide a replacement in the event that the scheduled Court Reporter is unable to attend the FFC or the aforementioned legal procedures. This replacement shall report at the original FFC date and location.

Security Requirements: The Contractor shall ensure all personnel performing under this contract have a favorable National Agency Check with Law and Credit (NACLC).

Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The technical point of contact (TPOC) may meet periodically with the Contractor to review the Contractor's performance. These meetings shall be at no additional cost to the Government.

Technical Point of Contact (TPOC): The TPOC monitors all technical aspects of the contract and assists in contract administration. The TPOC is not authorized to change any of the terms and conditions of the resulting order.

Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties shall identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They shall ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Specific Tasks: The Court Report Services may be required to provide JBLE EO Office sent via mail (633 ABW/EO; ATTN:

EO Director (Eyes Only), 120 Burrell Loop Road; Building 68, Suite 218; JBLE, VA 23665; or to the alternate JBLE mailing address designated by the JBLE EO Office the following items depending on what the investigator/agency representative requests:

a. One Original Transcript

b. Two copies of the Transcript on a CD.

The cases at Fort Eustis and Langley AFB occasionally differ. It may be necessary to provide one or a combination of a PDF copy, hard copy, or CD of transcripts.

Note: if the JBLE representative at the legal proceeding needs for the original transcript to be sent directly to the hearing official/administrative judge/investigator, then the court reporting firm will ensure that the printed original transcript is sent directly to the aforementioned hearing official/administrative judge/investigator and the CD copy of the transcript will be sent to the JBLE mailing address specified by the JBLE representative at the legal proceeding.

One of the CD copies of the transcript should be forwarded to the Investigator at the address provided by the JBLE EO Office.

Fees will be charged on a per page basis. All the pages for the total transcript can be included, to include the word index.

No charges will be incurred for mileage, meals, or other court reporter expenses. If a Settlement is reached during the conference and no actual testimony is recorded, the Organization will charge a per hour rate for time expended at the pre-determined hourly rate provided by the Contractor.

Court Reporter will maintain confidentiality for all matters discussed during FFCs, EEOC Hearings and any other requested procedures.

Services include submission of a completed Transcript to JBLE EEO Office within 10 calendar days of the FFC of other aforementioned legal proceedings. If additional time is required to meet this suspense date, the Court Reporter Services will notify the JBLE EO Office of the expected completion date - not to exceed 20 calendar days.

The Court Reporter Services provide a detailed invoice to the JBLE EO Office within 10 days of the FFC via email to the JBLE EO Staff who coordinated the FFC. The EO member will, in turn, coordinate payment with the unit responsible for payment.

Payment will be submitted within 15 calendar days upon receipt of the money due. If the payment is over $2.5K, an additional 5 calendar days may be required for ECARS approval.

When Court Reporters are needed during a Hearing conducted by the Administrative Judge (AJ) from the EEOC, any requested transcript or other documentation should be furnished to the AJ.

Transcript Preparation: The transcript will be prepared using the following guidance:

a. The Court Reporter services will number all pages and lines on transcript.

b. Transcript will have a Caption Page, and Index page which identifies when witnesses are testifying.

c. Transcript will indicate where direct examination and cross examination begins.

d. Transcript will contain a word index that identifies every location in transcript where specific word appears.

e. Transcript will contain a condensed version (4 pages per sheet)

f. Transcript will contain a Single page version with line numbers.

Applicable Publications: The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures in accordance to 29 Code of Federal Regulations 1614, Management Directive 110, Air Force Instruction 36-2706, and Army Regulation 690-600.

Attachment/Technical Exhibit List:

Attachment Technical Exhibit 1 - Performance Requirements Summary Attachment 2/Technical Exhibit 2 - Deliverables Schedule Attachment 3/Technical Exhibit 3 - Estimated Workload Data Contractor furnished items and responsibilities:

a. Materials: The Contractor shall furnish all supplies, equipment and services required to perform work under this contract.

b. Equipment: Contractor shall provide their own laptop, if needed to perform functions required by the contracting company.

The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract.

III. STANDARDS OF WORKMANSHIP

The Contractor shall provide a means for the TPOC or Alternate TPOC to be able to contact the on-site Court Reporter via cell phone or pager, at any time during the hours that the reporter is required to be on-call or responsible for conducting business, between the hours of 0730 - 1730 (7:30 A.M. - 5:30 P.M.) Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

All Court Reporters working under this contract must be U.S. Citizens and must be able to pass required background checks to be able to enter Joint Base Langley-Eustis either unescorted or clear the required check to come in JBLE as a visitor.

IV. GOVERNMENT REQUESTS FOR SERVICES

All requests for Court Reporting Services will be emailed to the Contractor. On-call/as-needed court reporting requests will be submitted to the Contractor at least 72 hours in advance of the event. Cancellations will be made at least 24 hours before the scheduled event.

V. PERFORMANCE AND DELIVERY

Unless a rare exception occurs, the work to be performed under this contract will be performed at the following government facilities:

Langley 633 ABW/EO Office 120 Burrell Loop Rd., Bldg. 68, Suite 215

JBLE, VA 23665

Ft Eustis 633 ABW/EO Office 2733 Madison Ave EO Conference Room

JBLE, VA 23604

VI. THE MAJORITY OF THE ON-CALL COURT REPORTING SERVICES WILL BE PERFORMED AT:

Langley 633 ABW/EO Office 120 Burrell Loop Rd., Bldg. 68, Suite 215

JBLE, VA 23665

Ft Eustis 633 ABW/EO Office 2733 Madison Ave EO Conference Room

JBLE, VA 23604

Occasionally, there may be requests for Court Reporting Services to be conducted at the Legal office at Ft Eustis or Langley.

In such instances, the address will be provided.

TECHNICAL EXHIBIT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

These thresholds are critical to mission success.

Performance Objective Standard Performance Threshold Method of Surveillance

PRS #1.

The Contractor shall provide One Original Transcript document and two copies of the transcript on a CD in accordance with Specific Task paragraph. The Contractor shall provide the transcript in accordance with PWS Specific Task paragraph. No more than 2% errors on transcript. 100% Inspection of the document.

PRS #2.

The Contractor shall be on time with all serviceable equipment required to perform the requested services. The Contractor shall be on time as alluded to in the PWS and agreed upon during coordination. No more than 15 minutes late. Face-to-face contact/set up room

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To The Contractor will deliver transcript and 2 copies of a CD in accordance with Specific Task paragraph Contractor will submit transcript and copies of CD within 10 calendar days from the day the FFC is completed. If additional time is required to meet suspense date, contractor should contact the Agency and completion of the document not to exceed 20 days.

One original and two copies 15 days after FFC is completed but not to exceed 30 days once contacted and approved by the Agency.

One hard copy of transcript and two copies of CD in accordance with Specific Task paragraph.

Hard Copy and one copy of the CD is to be deliverable to JBLE EEO Office as prescribed in the SOW.

The Court Reporter Services shall provide a detailed invoice in accordance with Specific Task paragraph Once the transcript and copies of the CD are delivered to the Organization and within 15 days of the FFC. One original and a copy within 15 days of the FFC. Hard copy. Invoices are to be deliverable to JBLE EO Office, via email to the coordinating EO Specialist.

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

NAME ESTIMATED QUANTITY

1 Manpower-Work Hours 1 - 45 2 - 150 Hours 2 Transcript 1 - 45 300 - 1,500 Pages 3 Delivery of (1) Original Transcript and (2) CD copies of the transcripts 1 - 45 1 - 45 Deliveries

Requirements BPA for Court Reporters.