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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 04, 2018 FBO #6190
DOCUMENT

R -- Court Reporting Services **This solicitation is a replacement of 36C25019Q0006 with clarification to the Statement of Work.** - Attachment

Notice Date

11/2/2018
 

Notice Type

Attachment
 

NAICS

561492 — Court Reporting and Stenotype Services
 

Contracting Office

Department of Veterans Affairs;Network Contracing Office (NCO) 10;3140 Governor ™s Place Blvd. Suite 210;Kettering OH 45409-1337
 

ZIP Code

45409-1337
 

Solicitation Number

36C25019Q0108
 

Response Due

11/7/2018
 

Archive Date

11/22/2018
 

Point of Contact

Starla VanWinkle
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

**This solicitation is a replacement of 36C25019Q0006 with clarifications to the Statement of Work** PERFORMANCE WORK STATEMENT (PWS) Network Contracting Office 10 For Court Reporter Services REQUIREMENT: Court Reporting Services DESCRIPTION: The scope of work for the court recording service is to obtain transcription for meetings that require legal documentation. The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervisions, certifications, and all other technologies and technical services to provide court reporting services on request; and ability to accommodate the court reporting requirements for VA when requested and provide documentation within the timeframes outlined herein. The contractor shall perform to the standards in accordance with court reporting ethics, certifications, and standards. PERFORMANCE: Court reporting requirements shall occur intermittently through each fiscal year; the requirement may be an urgency of need with only one day in advance notices. However, each facility point of contact shall strive to inform the Contractor at least fifteen (15) days in advance. PLACE OF PERFORMANCE: The work to be performed under this contract will be performed within a ten-mile radius of the below listed organizations: Dayton Veterans Affairs Medical Center Human Resources Management Service 4100 West 3rd Street Building 409, Room Dayton, OH 45428 Columbus Veterans Affairs Medical Center Human Resources Management Service 420 N. James Road Columbus, OH 43219 Cincinnati Veterans Affairs Medical Center Human Resources Management Service 3200 Vine Street Cincinnati, OH 45220 Chillicothe Veterans Affairs Medical Center Human Resources Management Service 17273 State Route 104 Chillicothe, OH 45601 Indianapolis Veterans Affairs Medical Center 1481 W 10th St Indianapolis, IN 46202 EEOC Indianapolis District Office 101 W. Ohio Street Indianapolis, IN HOURS OF OPERATION: The contractor is responsible for conducting business, between the hours of 7:30 A.M. and 5:00 P.M. Est., 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. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. RECOGNIZED HOLIDAYS: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day WORK REQUIREMENTS The Contractor shall have sole responsibility to create verbatim transcripts of investigations, speeches, conversations, legal proceedings, meetings, and other events where the spoken words are necessary for correspondence, records, or legal proof. The Contractor shall be certified to administer oaths of all participating parties when such service is required. The Contractor s Court Reporters performing work under this contract shall hold a current commission as a notary public to be authorized to administer oaths and collect evidence when such service is required. The Contractor shall be responsible for accurate recording and transcription to ensure clarity and quality of spoken word. The Court Reporter is responsible for ensuring a complete, accurate, and secure legal record. The Contractor shall ensure a secured storage and retrieval system is in place for all stenographic notes, voice files, or audio recordings in paper or digital format. The Contractor shall ensure the transcription documentation is destroyed immediately following completion of the contractual agreement with receipt and processing of payment for the contractual services. The Contractor shall provide the facility Point of Contact (POC) with all the required deliverables and shall ensure no additional copies are composed or distributed. The facility s POC will be provided at the time of award of contract. An invoice shall only be submitted after all the work is completed and all deliverables have been submitted, received, and approved. All invoices are to be paid 30 days in arrears, after an acceptable invoice is received via Electronic Invoice clause contained herein. PRODUCT DELIVERABLES AND SERVICE DESCIPTIONS: Court reporting services that are needed for: Administrative Investigation Boards Equal Employment Opportunity Merit Systems Protection Board Depositions, Privileging (Hearings) Arbitration Services will also be used for any other meetings that require legal documentation The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervisions, certifications, and all other technologies and technical services to provide court reporting services when needed or prescribed by the designated facility POCs or Cognizant Contracting Officer. The contractor shall perform to the standards in accordance with court reporting ethics, certifications and standards. There will be no access to VA computers or IT Infrastructure. Telephonic transcription is acceptable on a case by case basis. FORMAT REQUIREMENTS: The responsibility to administer Court Reporter Services lies directly with each court, although there is a series of requirements established by statute and by the Judicial Conference that each court must fulfill. Court Reporters will adhere to the transcript format established by the Judicial Conference. Transcripts shall be punched with three (3) holes at the left side; the upper and lower holes to be two (2) inches from top and bottom of the page, and the third hole to be in the center of the resulting interval; and will be assembled using numerical exhibit tabs that visibly protrude at the right edge. Transcripts shall be secured with a suitable fastener of permanent nature. Each copy of the transcript furnished shall be bound with covers of good quality. Transcripts may be requested to be formatted on computer CDs/DVDs, as well as depositions on video, compressed transcripts, and all-word indexing. The Government reserves the right to copy and distribute transcripts purchased from the Contractor for internal and other VA/VHA Agencies use. TYPE OF CONTRACT: This is an IDIQ contract with an estimate minimum of 1 and estimated maximum of 15 cases, hearings, or boards per year for each VA Site. PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and four (4), one-year options, summarized as follows: Base Year: 11/15/2018 11/14/2019 Option Year 1: 11/15/2019 11/14/2020 Option Year 2: 11/15/2020 11/14/2021 Option Year 3: 11/15/2021 11/14/2022 Option Year 4: 11/15/2022 11/14/2023 GENERAL REQUIREMENTS Performance: Under the authority of Public Law 104-262 and 38 U.S.C. 8153, the Contractor agrees to provide competent resources in accordance with the terms and conditions stated herein, to furnish to, and at the Department of Veterans Affairs (VA) Medical Facility, the services at prices specified in this Contract. Court Reporter Services performed by the Contractor, or its Subcontractor, will be performed within the continuous United States, in accordance with VA policies and procedures and the regulations of the medical staff by laws of the VA facility. The Contractor shall be available during normal business hours of 7:30am to 5:00pm, Monday through Friday, excluding Federal Holidays. The Contractor is required to assure either directly or through his/her Subcontractors: That each Court Reporter is fully aware of the assigned work situation, including the occasional need for extending a proceeding beyond the normal 8-hour work day; That each Court Reporter is aware of the additional compensation available to him or her when such Court Reporter Services are required and used; and Confirm the additional compensation is received by the Court Reporters. The Court Reporter must arrive at least thirty (30) minutes prior to the start time of the first appearance, or in no case, later than the time required to set up all required equipment and be able to begin verbatim reporting at the designated time. In the case of a telephonic investigation, the Court Reporter shall make telephone contact with the Presiding Official at least thirty (30) minutes prior to the start time. Any technical requirements needed by the Court Reporter must be submitted to the authorized Agency or Service Representative two (2) days prior to the start of the proceeding. The Court Reporter will record, at a high rate of speed, verbatim testimony given in judicial or quasi-judicial employment-related proceedings. The verbatim testimony includes but is not limited to: Questions, answers, objections, proceedings and review. The Court Reporter will report everything spoken while a proceeding is in session unless the Presiding Official directs an off-the-record discussion. These employment-related proceedings require transcripts of testimony for not only the Administrative Law Judge, Grievance Examiner, Arbitrator, Board Chairperson and Members, but for the Agency Attorney(s) and Agency employee representatives. Employment-related proceedings generally range from one (1) hour to three (3) days; however, on rare instances, they may be required to convene for up to five (5) days or longer. The Contractor agrees the assigned Court Reporter will provide Court Reporting Services equal to or higher than the acceptable standard of an experienced Court Reporter. Additionally, the Court Reporter will act in good faith and in the best interest of the Agency, and will use their best efforts in exercising sound business judgment. The Court Reporter will perform all assigned work in a business-like manner according to the best standards of the reporting profession. The Court Reporter will prepare and certify complete, legible transcripts of evidence and testimony, which accurately reflect the full and complete verbatim record of the proceedings, for inclusion in the records. In the event the Presiding Official finds one or more copies of the transcripts to be illegible, the Contractor shall correct and replace the same within one (1) business day after receipt of notification from the Presiding Official and without additional cost for such replacement. The Court Reporter will insert supplemental material(s) at proper places in the transcripts, in accordance with notations made in record of the proceedings. The Court Reporter refers to citations and other source materials in preparation of the transcripts. When the Presiding Official determines that there are errors in the transcript, he/she may require the Contractor to correct the errors and furnish the corrected transcript within five (5) calendar days, or less, after receipt of notification and without additional cost to the Government for the same, regardless of the delivery time the original order specified. The Court Reporter will not omit from the record any part of the proceeding for which notes have been taken as required, unless the Presiding Official so directs. The Court Reporter will mark and number exhibits and arrange them in numerical or alphabetical order, if directed to do so by the Presiding Official. The Agency s authorized Representatives will identify the Administrative Judge, Arbitrator, AIB Chairperson or Point of Contact for the Court Reporter for a proceeding, and provide directions to the location of the first meeting. At the proceedings, the Court Reporter will be governed by the instructions of the Presiding Official in matters affecting the composition of the record, adjournment to other times and/or places, the hours of the proceeding, who will provide testimony, who requires copies of the transcripts, and matters of like character. The Court Reporter shall perform other duties as required reasonably within the scope of duties specified in this Contract. The Contractor and Agency agree that the Contractor, Contractor staff, Agents, and Subcontractors shall not be considered VA employees for any purpose. Qualifications: a. When contacted by the Agency, the Contractor must ensure the Court Reporter has the skills required to record verbatim testimony at a high rate of speed, by shorthand, mechanical and/or electronic means, at proceedings when specified by, statue, rule of law, or by order of a court. b. The Contractor must be able to promptly transcribe the proceedings requested by Department of Veteran Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Network System (VISN 10), Dayton VAMC, Administrative Law Judges and Grievance Examiners. c. The Court Reporter, in conjunction with the Contractor, are responsible for certifying and filing transcripts, notes and exhibits. d. As requested to record proceedings and produce transcripts, the Contractor will ensure Court Reporters are qualified in the operations of the following equipment: Stenographic Equipment; Real-time Recording: Case-view, or Live-note; Litigation Support: Key Word Indexing, Condensed Transcripts, and/or E-mail Transcript Delivery; Legal Videography, Videoconferencing, and Teleconferencing: Digital Recordings, and/or MPEG1 and DVD Formats; Computer Aided Transcription (CAT); Shorthand and/or Monitored Multi-Microphone Recording; or And when permitted, Steno Mask Recorder. (Note: Audio Tape Recorders may only be used for back-up purposes or as a tool for a qualified Steno Mask Recorder.) e. Court Reporters require the following Knowledge, Skills and Abilities: Thorough knowledge of steno-typing or other methods of taking verbatim testimony at a high rate of speed; Extensive knowledge of business English and spelling, with the vocabulary necessary in recording testimony involving technical, medical and legal terms; Working knowledge of legal procedures and the preparation and use of court records; Ability to prepare accurate, complete, secure and confidential records of proceedings; Ability to correctly transcribe testimony proffered in various idiomatic phrases; Skill in the development of total recall necessary to record dictation at a high speed with extreme accuracy; Board Certified in their profession and/or hold a current certification related to their practice; SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES: The Contractor shall be able to provide a qualified Court Reporter within 24-hours notice to transcribe accurate sworn testimony at various employment-related proceedings that could range from one (1) day to two (2) or more weeks. It is important to note the duration of proceedings may last one (1) hour or continue for multiple days, with limited breaks, last minute delays or cancellations, limited set-up time, and less than desirable environmental conditions. The number of transcripts generally requested for a proceeding is the original and one (1) copy; however, some proceedings may require the original transcript and up to four (4) copies. Transcripts are generally requested within a two (2) week [or fourteen calendar days] turnaround or less, from the date of the last sworn testimony taken in a proceeding. The number of pages contained in each transcript will be determined by the length of the proceedings. CONFIDENTIALITY AND NONDISCLOSURE: Proceedings shall be designated as confidential. When a proceeding or any portion thereof is designated confidential, the Contractor shall hold inviolate and in the strictest confidence any and all information which he/she may gain in the performance of his/her duties under this contract. Court Reporters shall not disclose anything they see, hear or read as it relates to assigned cases. CONFIDENTIALITY OF PATIENT RECORDS: When VA is providing services involving patient records to non-Federal entities, the records maintained by VA in providing those services are subject to the Privacy Act, FOIA, and other VA specific laws regarding the confidentiality of patient records. Price/Cost Schedule The quantities listed for required services are based upon the total estimated need for each CLIN for the places of performance listed in paragraph D of the PWS. Each case to be a minimum of four (4) hours. It is to be expected the that task orders to be placed against any resulting contract are likely to vary, potentially significantly, from the estimated quantities listed. The task orders to be placed against this contract will provide not to exceed amounts against the listed CLINs. Vendor shall invoice upon completing each Task Order. Invoice shall be paid based upon the actual services rendered (i.e. the number of hours worked and number of pages produced).
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/DaVAMC552/DaVAMC552/36C25019Q0108/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25019Q0108 36C25019Q0108_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4666776&FileName=36C25019Q0108-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4666776&FileName=36C25019Q0108-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN05141992-W 20181104/181102230429-3f354f5a6a23e94fbcc4f3fbf3ac7603 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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